Lesson 8. Office Procedures

Office Procedures
appreciation əˌpriːʃɪˈeɪʃ(ə)n признательность
be made of biː meɪd ɒv быть сделанным из
bring In brɪŋ ɪn  приносить
casually ˈkæʒjʊəli  небрежно
code kəʊd код, кодировать
expose ɪksˈpəʊz  разоблачать
glimpse glɪmps проблеск
run out of rʌn aʊt ɒv кончатся
outdated aʊtˈdeɪtɪd устаревший
practice ˈpræktɪs практика
reinforce ˌriːɪnˈfɔːs усиливать
verbally ˈvɜːbəli устно



 

 

Study the following definitions and examples.

 

 

appreciation n., recognition, understanding; thanks

 

In appreciation of your hard work on the Castcon project, the department will hold a casual lunch party on November third.

 

Your appreciation of my efforts inspired me through the final stages of the construction.

 

 

be made of v., to consist of

 

This job will really test what you are made of.

 

People say that the negotiator has nerves made of steel.

 

 

bring in v., to hire or recruit; to cause to appear

 

                The company president wanted to bring on an efficiency consultant.

 

                The company brought in a new team of project planners.

 

 

casually adv., informally

 

On Fridays, most employees dress casually.

 

Martin spoke casually, as if he were chatting with friends.

 

 

code n., rules of behavior

 

The new employees observed the unwritten code of conduct in their  first week on the job.

 

Even the most traditional companies are changing their dress code to something less formal.

 

 

expose v., to make aware; to give experience

 

Mergers require that employees be exposed to different business practices.

 

The new hires’ week in each department exposed them to the various functions in the company.

 

glimpse n., a quick look

  

The secretary caught a glimpse of her new boss as she was leaving the office.

 

 After one year with the company, he still felt as though he had only a glimpse of the overall operations.

 

 

out of adj., no longer having, missing

 

Orders should be placed before you run out of the supplies.

 

The presenter ran out of time before he reached his conclusion.

 

 

outdated adj., obsolete; not currently in use

 

The purpose of the seminar is to have employees identify outdated methods and procedures.

 

Before you do a mailing, make sure that none of the addresses is outdated.

 

 

practice n., method of doing something; v., to repeat in order to learn

 

               The manager had started her practice of weekly breakfast meetings more than twenty years ago.

 

               Bill practiced answering the telephone until he was satisfied.

 

reinforce v., to strengthen, support

The financial officer’s unconventional method of analyzing data was reinforced by the business journal article.

 

Employees reinforced their learning with practice in the workplace.

 

verbally adv., in spoken form

 

 She verbally reprimanded the new hire in front of his entire team.

 

               The guarantee was made only verbally.

 

WORDS IN CONTEXT

 

Read the following passage and write the words in the blanks below.


appreciation                  casually              made of    practices
 been exposed to code    out of                  reinforced
 brought in                    glimpse               outdated    verbalize

 

How many employees show any (1)    ___________ for their corporate culture? How many executives appreciate what their corporate culture is and what it is (2)_________? It is often (3)______________by the office procedures and routines that have been established over the years. A manager made her mark twenty years ago by dressing (4)___________, thereby forever changing the dress (5)___________. A director bought from the competition when he  an (6)___________stock and the practice soon became standard. These examples add to a com-pany’s culture.
Good employees know what the standard procedures are. This is an important element in recruiting new employees, as well as training workers. When training workers, it is often important to have them read the procedures, write their reactions, and (7)___________ their opinions to these practices. This promotes a sense of coopera-tion between those who establish the (8)____________and those who must follow them.
Employees who have been with a company for many years may not be able to identity (9)_________practices because they haven’t (10)__________anything else. What happens when a department needs an extra hand? Is a “temp” (11)___________or is someone borrowed from another department? The new recruits often ask the questions that allow more senior employees to get a (12)____________of the corporate culture.

 

 

 

noun

appreciation

In appreciation for your hard work, we are giving you a top-priority project.

verb

appreciate

We appreciate the time that you have put into this project, but we need to see more positive results.

adjective

appreciated

The intern felt appreciated, like a member of the team.

 

noun

code

The programmer spent three days searching for the bug in his code.

adjective

coded

Their web page contained a coded message for insiders.

verb

code

If we code the password into each user’s ID number, can users avoid one step for logging on?

 

verb

expose

As a matter of company policy, we try to expose all managers to the challenging work of telephone sales through hands-on experience.

noun

exposure

Exposure to the elements will corrode the container for the sensor.

adjective

exposed

Mr. Lee was exposed to Chinese business practices during his three-year assignment as a manager in Beijing.

 

noun

practice

He was surprised at the difference in office practices from one local office to another.

verb

practice

All managers are expected to practice caution in their spending until the end of the year.

adjective

practical

We need a practical solution to this common problem.

 

verb

reinforce

The practical training reinforced the theoretical studies.

noun

reinforcement

If reinforcement is needed, you have the support of the executive committee.

gerund

reinforcing

Reinforcing the preferred way of selling the product was one of their job requirements.

 

adverb

verbally

No employees should be verbally reprimanded in front of their peers.

verb

verbalize

Well-established procedures are often difficult to verbalize.

adjective

verbal

The company operated on a practice of verbal and not written contracts.

 

 

 

WORD PRACTICE

 

LISTENING COMPREHENSION

 

 

Part 1 Photo

 

Look at the picture and listen to the sentences. Choose the sentence that best describes the picture.

Part 1: Photo

Number 1. Look at the picture marked Number 1.
          (A)    The crew is cleaning the glass.
          (B)    The workers are not dressed casually.
          (C)    The golfers are practicing their game.
         (D)    The waiters are bringing in food.

 

 

office-work

 

Part 2 Question-Response
Listen to the question and the three responses. Choose the response that best answers the question. 2. A, B, C    3. A, B, C,

 

Part 2: Question-Response Number 2.

 

Can young workers realty appreciate what it meant to publish a book before computers were around?
   (A)    They are thankful.
   (B)    Our youngest employee is a published author.
   (C)    Of course they can’t.

 

Number 3.

 

What is silicon made of?
   (A)    The sale is still on.
   (B)    We’re out of intercoms.
   (C)    Sand.

 

 

Part 3 Conversation
Listen to the dialogue. Then read each question and choose the best response.

 

 
What will the woman tell the man about?
   (A)    Hiring policies.
   (B)    Company practices.
   (C)    How to make a schedule.
   (D)    The employee’s communication problems.

 

 

What problem has the man had?
   (A)    No one can explain things to him clearly.
   (B)    He never has time for anything.
   (C)    No one has time to talk to him.
   (D)    He isn’t familiar with his coworkers.

 

 

How does the woman suggest he reinforce their discussion?
   (A)    By talking to other employees.
   (B)    By practicing what he hears.
   (C)    By reviewing the schedule.
   (D)    By looking at the handbook.

 

 
Part 4 Talk
Listen to the talk. Then read each question and choose the best answer.

Script

Part 3: Conversation

Numbers 4 through 6 relate to the following conversation.

[M] I appreciate the fact that you have taken time out of your schedule to come and talk to me.
[W] I want to make sure that you understand the practices of the company.
[M] It seems difficult for other employees to give me a verbal explanation of the practices, although they definitely are familiar with them.
[W] Everything is outlined in writing in the Employee Handbook. You can look through that later to reinforce what we will talk about today.

 

Part 4: Talk

Questions 7 through 9 relate to the following recording.
This training is designed to reinforce and strengthen your current computer skills. We really don’t have the time to introduce these programs from the start, and we’ll only have limited time for practice today. What we want to do is verbally cover the main functions of the program and make sure that you’re all exposed to some of the features of the newer version. So, at least you’ll get a glimpse of what the newer version of the program has to offer. OK, let’s get started. I promised to finish before noon, when lunch will be served for everyone in the board room.

 

Who is the speaker?
   (A)    A software trainer.
   (B)    A hardware salesman.
   (C)    A new computer owner.
   (D)    A scientist from R&D.

 

 

What will they do today?
   (A)    Choose new software.
   (B)    Review their computer skifls.
   (C)    Hire a specialist.
   (D)    Take apart the CPU.

 

 

What will they do after the speaker finishes?
   (A)    Spend a lot of time practicing.
   (B)    Watch a television program.
   (C)    Have lunch.
   (D)    Attend a board meeting.

 

 

READING

 

Part 5 Incomplete Sentences

 

Choose the word that best completes the sentence.

10. Ms. Handa was unable to express her____for all that her colleagues had done for her.

   (A) appreciation (C) appreciating

   (B) appreciated (D) appreciates


11. The programmer is________the message so that it’s not accessible to everyone.

   (A) code (C) coded

   (B) coding (D) coder


12. It looks like this disk was______to intense heat, because it's warped and pocked.

   (A) expose (C) exposing

   (B) exposed (D) exposure


13. The__________of answering each telephone call on the third ring requires a dedicated receptionist.

   (A) practices (C) practiced

   (B) practical (D) practice


14. Human Resources tries to_________ employees’ understanding by offering workshops twice a year.

   (A) reinforce (C) reinforced

   (B) reinforcing (D) reinforcement


15. Senior employees are often asked to_________office procedures.

   (A) verbally (C) verbal

   (B) verbalize (D) verbalizing

 

Part 6 Text Completion
Notice—Casual Fridays
A number of staff members have expressed an interest in Casual Friday. I realize that this custom 16________in many offices nowadays. I appreciate the fact that many of you have discussed this matter with me 17___________ , and pointed out that our strict dress code is outdated. Because so many people have expressed an interest in dressing casually once a week, we will have Casual Friday in this office starting next week. While we want to be relaxed, we do not want 18_________ our coworkers to styles of dress that may make them feel uncomfortable. So, while the dress code will be relaxed, it does not mean that you can wear anything you want. Shoes and shirts are required, and beach and gym attire are unacceptable.

 

Amanda Jones, Director
16. (A) practices
    (B) practiced
    (C) is practiced
    (D) is practicing

 

17. (A) verb
    (B) verbal
    (C) verbally
    (D) verbalize

 

18. (A) expose
    (B) to expose
    (C) exposing
    (D) have exposed

 

Part 7 Reading Comprehension

 

Questions 19-23 refer to the following article.

 

 

 When you bring in a new employee, it is important
 

to make sure that he or she understands the usual

 

office procedures as well as the codes of behavior.

 

These things should be outlined clearly in the

 

employee handbook. New employees should

 

understand that they are expected to do more than

 

just glimpse at the handbook and then hide it in a

 

drawer. A thorough reading of it will help them

 

understand many things they need to know about

 

the workplace culture. Employees also appreciate

 

verbal reinforcement. Supervisors should let them

 

know when they have completed a job well, or if

 

they are bending the rules too far. More experi­enced

 

coworkers can be asked to support new employees

 

while they are getting used to their new positions

 

and explain procedures to them, but ulti­mately it is

 

the supervisor’s responsibility to make sure that the

 

normal office practices are carried out. When

 

everyone understands what is expected, then the

 

office procedures run more smoothly. In fact, it is not

 

a bad idea to review the codes and procedures with

 

the entire staff from time to time. This can be done

 

on a regular basis at staff meet­ings, or it can be part

 

of a training session.

 

 

19. What should new employees do with the handbook?
(A) Read it quickly.
(B) Study it completely.
(C) Hide it in a drawer.
(D) Share it with coworkers.

 

20. What should the supervisor do when an employee breaks a rule?
(A) Punish her.
(B) Fire her.
(C) Tell her.
(D) Retrain her.

 

21. How can experienced coworkers help new employees?
(A) By writing a new handbook.
(B) By explaining office procedures,
(C) By inviting them to staff meetings.
(D) By telling the supervisor when a rule has been broken.

 

22. The words bring in in line 1, are closest in meaning to
(A) invite
(B) train
(C) hire
(D) meet

 

23. The word codes in line 3, is closest in meaning to
(A) rules
(B) lessons
(C) mistakes
(D) types

 

Keys

 

 

Words in Context: 1. appreciation 2. made of 3. reinforced
4. casually 5. code 6. out of 7, verbalize 8. practices
9. outdated 10. been exposed to 11. brought in 12. glimpse

Word Practice: 1. В 2. С 3. С 4. В 7. А 8. D 9. С 10. А
11. В 12. В 13. D 14. А 15. В 16. С 17. С 18. В 19. В 20. С 21. В 22. С 23. А

 

 

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