如何正确处理办公电话和信件

 　　Telephone

　　电话

　　As your company's representative, your phone manners should be impeccable. Too many workers who are abrupt¹ on the phone rationalize their behavior by saying it's OK or even expected.

　　作为你公司的代表，电话对话的礼貌不应该有不合理的地方。许多突然接到到电话的员工通过说好啊或者其他能被别人接纳的行为使他们的行为看起来很且当其分。

　　There are several accepted ways to answer a telephone at work. You can simply say "hello" or you can say your name, as in "June Johnson speaking." You don't need to say the company's name if a receptionist or a secretary has already done so. Try to speak in a pleasure, unrushed voice. If you are rushed and can't talk, it's better to say this and make plans to call back later. Don't rustle² papers or work while you are speaking on the phone. If you are really too distracted to speak, then reschedule the call.

　　现在列举下几个工作中普遍接受的电话回答方式。可以简单的说“hello”或者说你的名字，比如“我是June Johnson”。你不用说公司的名字，因为接待员或者秘书已经说了。尽量用令人愉悦的、不冒失的语气。如果你确实很急迫而不能认真的讲话，最好跟对方讲明并且另外做打回去的计划。在接电话的时候千万不要沙沙的翻纸。如果你确实因为集中精力一直不能讲话的时候，另约时间打电话。

　　Handling Mail

　　处理信件

　　Good manners also dictate³ that you handle your mail promptly⁴ and courteously⁵. Unless mail is obviously mass-produced, it should be deemed worthy⁶ of a reply. Most bosses don't like discovering that their employees are unresponsive to business calls and letters.

　　得体的举止也体现在你能即使有礼貌地处理信件。除非是那种大批量的邮件，否则每一封都应该回复。大多数老板都不喜欢看到他们的雇员不回复商务电话和信函。

　　Faxes and E-mail

　　传真和电子邮件

　　The arrival of fax machines and desktop⁷ computers in the most offices has also given rise to a new etiquette⁸ regarding their use. Never assume that either a fax or e-mail is private. And with that in mind, never send any communication via either method that you wouldn't like to have your boss, or even your entire office to read. Most fax machines are located in public place, so anyone who passes by can read them, and some business routinely screen their employees' e-mail. (That's not necessarily polite, but it's easier to keep e-mail impersonal⁹ than to tell the boss she can't read it)

　　由于传真机和电脑的到来，考虑到他们的使用，大多数的办公室产生了新的礼制。千万不能认定传真和电子邮件是私人的。也不能用以上的两种方法中的任意一种来沟通，你不想让你的老板或者你整个办公司的人知道的话。大部分的传真机是被放置在公共场所，因此任何路过它的人都能看到，并且有些公司会例行筛选员工的电子邮件。（虽然这不是必要的礼貌，但是收留没有署名的邮件相比于告诉老板这封邮件她不能看做起来容易的多吧）

1 abrupt   

adj.突然的，意外的；唐突的，鲁莽的

参考例句：

• The river takes an abrupt bend to the west.这河突然向西转弯。
• His abrupt reply hurt our feelings.他粗鲁的回答伤了我们的感情。

2 rustle   

v.沙沙作响；偷盗(牛、马等)；n.沙沙声声

参考例句：

• She heard a rustle in the bushes.她听到灌木丛中一阵沙沙声。
• He heard a rustle of leaves in the breeze.他听到树叶在微风中发出的沙沙声。

3 dictate   

v.口授；(使)听写；指令，指示，命令

参考例句：

• It took him a long time to dictate this letter.口述这封信花了他很长时间。
• What right have you to dictate to others?你有什么资格向别人发号施令？

4 promptly   

adv.及时地，敏捷地

参考例句：

• He paid the money back promptly.他立即还了钱。
• She promptly seized the opportunity his absence gave her.她立即抓住了因他不在场给她创造的机会。

5 courteously   

adv.有礼貌地，亲切地

参考例句：

• He courteously opened the door for me.他谦恭有礼地为我开门。
• Presently he rose courteously and released her.过了一会，他就很客气地站起来，让她走开。

6 worthy   

adj.(of)值得的，配得上的；有价值的

参考例句：

• I did not esteem him to be worthy of trust.我认为他不值得信赖。
• There occurred nothing that was worthy to be mentioned.没有值得一提的事发生。

7 desktop   

n.桌面管理系统程序；台式

参考例句：

• My computer is a desktop computer of excellent quality.我的计算机是品质卓越的台式计算机。
• Do you know which one is better,a laptop or a desktop?你知道哪一种更好，笔记本还是台式机？

8 etiquette   

n.礼仪，礼节；规矩

参考例句：

• The rules of etiquette are not so strict nowadays.如今的礼仪规则已不那么严格了。
• According to etiquette,you should stand up to meet a guest.按照礼节你应该站起来接待客人。

9 impersonal   

adj.无个人感情的，与个人无关的，非人称的

参考例句：

• Even his children found him strangely distant and impersonal.他的孩子们也认为他跟其他人很疏远，没有人情味。
• His manner seemed rather stiff and impersonal.他的态度似乎很生硬冷淡。