Reading and Discussing. Task I. Here is one opinion on the problem of clerical work in offices

Task I. Here is one opinion on the problem of clerical work in offices. What do you think of it? Do you agree? What solution to this problem would you offer?

Do you type too much?

A study of 1500 employees in top American companies shows that managers spend only about a quarter of their time managing. What do they do the rest of their time? Clerical work.

‘In many organizations management tries to pay for computer systems by getting rid of clerical staff,’ says Peter Sassone, an economist at the Georgia Institute of Technology in Atlanta. But computer systems cannot do the work of secretaries, so managers spend a lot of time faxing, filing, and opening the mail.

How to solve the problem? ‘If organizations cannot afford to hire extra staff, it’s time to cut down on paperwork,’ says Sassone. ‘For example write some reports less often – or not at all. It’s also a good idea to invest in a day or two of training so that you learn what your software can do.’

Task II. Say what makes a job stressful. The following article will help you speak on the problem and answer the question in its title. Make use of the words and phrases printed in italics.

Is your job making you ill?

The tempo of work, new technology and shift work are the cause of work related illnesses which cost industry £ 1.3 bn a year. Company culture is often an important factor. Many employees have to spend long hours at work to get promotion. This is often the case in office jobs where companies expect people to work longer than their basic hours as anything else is disloyal.

Stress creates problems for the individual and the organization. It is a danger to the employee's health, family and social life. But employers often ignore the effects of stress on the work place: absenteeism, poor performance, and dangerous health and safety factors. When people are tired they make mistakes and mistakes cost money.

Task III. Here is a letter written by a young girl from Atlanta to Blake Williams, an office supervisor. Say what troubles her. What are her stress signals?

Have you ever experienced stress at work? What do you generally do to avoid stress or cope with it successfully? Is it good to neglect stress?

DEAR MR. WILLIAMS:

As a receptionist for a large law firm, I am very, very busy. I open the mail, answer the telephone, and process legal documents on a word processor. But my primary responsibility is greeting the endless stream of clients who come to the firm each day. Most days are so busy that I don’t take breaks or go to lunch!

Lately, however, I’m beginning to develop headaches – especially in the afternoon. And I’m so tired and weary at the end of the day.

The people I work with are great, and I especially like what I do. I don’t want to quit this job – but it’s wearing me down! What can I do?

JULIE.

In his answer-letter Mr. Williams gives Julie some recommendations which follow. What do you think of them? Are they helpful? Which one is the most valuable?

DEAR JULIE:

Stress can drain your energy in a hurry and cause you to become discouraged. Happily, though, there are steps you can take both on and off the job to reduce stress:

My first suggestion would be to take your scheduled breaks and lunch – even in the midst of a busy day. Taking a break will give you a chance to ‘re-energize’ yourself.

When you take your breaks, leave your workstation. Take these opportunities to relax. Close your eyes and think about happy thoughts such as your vacation plans or a lazy day by the pool.

You also may want to slowly stretch your muscles, especially if you’ve been sitting for hours. Roll your head slowly from side to side, Stretch your arms above your head. Slowly bend down to touch your toes. All of this may not take five minutes, but you will benefit from it for hours!

Take advantage of everyday opportunities to exercise – such as taking the stairs even when there is an elevator, or walking to lunch instead of driving. You will feel more energetic during the day.

Set realistic expectations for yourself. Trying to meet unrealistic expectations is a sure way to cause stress.

Finally, do something pleasant during your on-working hours. Find a hobby you enjoy. Develop other interests by joining civic or service organizations. Do something helpful for someone else. And while you’re at it, do something nice for you. After all, you’ve worked hard and deserve it!

BLAKE WILLIAMS

Task IV. Complete the letter from Jane, a young secretary

who has just started her first job, to her friend Susan.

Choose from the words in the box to fill in the gaps.

a) shorthand	e) stamps	i) typing
b) minutes	f) note-book	j) word processor
c) memos	g) proofreading	k) correspondence
d) diary	h) audio typing	l) typewriter

Dear Susan,

Well, I’ve got the job! And I seem to need most of the things I learned in College.

They wanted to know my ……………. and …………… speeds, and what kind of a …………… I was used to, and whether I could use a ……………. as well. Because my boss, Mr. Sutherland, is away from the office a lot he often dictates on to a cassette tape, so they wanted to know if I could manage ……………... But they also gave me a shorthand ……………. They explained that I will often be making appointments for Mr. Sutherland, so I must keep his ……………... I’ll also be typing his …………… and when he is away I may have to sign some of his letters. I’ll also be responsible for circulating …………….. to other members of the staff, and when I go to meetings I’ll be taking the …………….. Because I’ll be buying the …………… and coffee and so on, I’ll deal with the petty cash [16] and keep the post-book. They also want me to screen [17] callers to the office, so that Mr. Sutherland doesn’t get disturbed [18] when he’s busy. And I’ll have to do some ……………. of catalogues, press releases, and things like that. So I think I’ll keep busy!

It all sounds fascinating, and I’m terribly excited!

Love,

Jane.

Describe Jane’s job, her responsibilities, skills required and her feelings about the work that she has got.

Task V. Work in pairs. Look at these tips on making notes. Discuss the questions:

1) Which of the advice do you already follow?

2) Which is the most important tip, as far as you’re concerned?

3) Which tip is the most helpful and the most unhelpful?

4) What method of making notes do you prefer?

  1. It’s not a good idea to write your notes in complete sentences. Keep notes short.

2. Use abbreviations. But not so many that you can’t understand your own notes later!

3. Use words like because, therefore, but, or and to show how ideas are related.

4. Use the dash –. It’s a very useful punctuation mark in note-making.

5. Use a lot of space – then you can expand your notes later. Put each separate idea on a new line.

6. Use the layout to help make the meaning clear. Use paragraphs, headings, CAPITAL LETTERS, and underlinings.  

Task VI. Look at this memo and fill in the verbs.

a) introduce b) show c) explain d) arrange

Task VII. Work in pairs. Discuss the problem of the text. Give your opinion on it.

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