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outdated aʊtˈdeɪtɪd устаревший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outdated adj., obsolete; not currently in use


The purpose of the seminar is to have employees identify outdated methods and procedures.


Before you do a mailing, make sure that none of the addresses is outdated.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




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.






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



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



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




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



Their web page contained a coded message for insiders.



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




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



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



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




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



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



We need a practical solution to this common problem.




The practical training reinforced the theoretical studies.



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



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




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



Well-established procedures are often difficult to verbalize.



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









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.





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.


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.





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





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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