Work, Meetings and the Office

Reports, Documents and Meetings

This group contains words and sentence patterns used in office work: writing and submitting 报告 (bàogào: report), handling 文件 (wénjiàn: document, official document) and 材料 (cáiliào: materials, reference documents), copying, arranging paperwork, booking rooms and attending a 会议 (huìyì: meeting). When doing reading comprehension, you need to distinguish near-synonymous words and master question-and-answer patterns about deadlines, methods and work status.

1. Submitting and handing over reports and documents

• 交 (jiāo: submit, hand in) — submit assignments or reports to a person in authority. Common patterns: 交报告 (submit a report), 交给经理 (hand over to the manager). Example: 我下午就把合同交给客户。
• 发 (fā: send out, dispatch) — send through the internet or distribute to other people: 发邮件 (send an email), 发给同事 (send to a colleague). Unlike 交, 发 emphasizes sending out and does not necessarily mean submitting to a superior.
• 把…交给 + person — pattern for handing over a task or an object to someone. Example: 他把资料交给同事以后就下班了。
• When asking about the submission deadline, use 能 + verb to ask about ability or the time when something can be completed. The correct answer usually states a specific time such as 明天, 今晚, 明早, 下周三之前, together with a commitment using 一定 (yídìng: definitely). Example: 我下周三之前一定能把表格交给主任。
• When asking whether tomorrow's report can be submitted, the answer may state that it will be revised this evening and delivered tomorrow morning, using 今晚就能改完 (jīnwǎn jiù néng gǎi wán: can finish revising tonight) and 明早给您 (míngzǎo gěi nín: give it to you tomorrow morning).
• 改完 / 写完 / 做完 — resultative complement (a complement indicating result) showing that the action has been completed. 已经 (yǐjīng: already) comes before the verb to emphasize that the action is finished. Example: 这份计划我已经写完了。
• 材料 and 文件 both refer to paperwork, but 材料 usually means reference materials that form the basis for an event (a meeting, a report), while 文件 is an official document. When asking whether someone has understood a document, people use 看懂 (kàndǒng: understand by reading) and answer with 大部分看懂了 (understood most of it) or 不太明白 (bù tài míngbai: not quite clear). Example: 这份材料的重点我看懂了，只有图表不太明白。

2. The measure word 份 and the nouns that go with it

• 份 (fèn: copy, portion) is a measure word used for documents, papers, contracts and reports. The structure is 这份 / 一份 / 两份 + paper-based noun. Example: 这份文件要今天交出去。
• When talking about objects that are placed, stored or arranged, use a paper-based noun after 份: 桌上的文件 (documents on the desk), 放在抽屉里 (placed in the drawer). The verb 整理 (zhěnglǐ: organize, arrange) is often used with 好了 to indicate that it is finished. Example: 客户的资料我已经整理好了，放在柜子里。
• When asking where to place a document, use 放在…上/里 and add a polite word such as 谢谢. Example: 请你把这份报告放在我的桌子上。
• When asking for a document to be copied, use 把 + object + 复印 + quantity: 把合同复印两份 (copy the contract into two copies). This is a 把 sentence (a 把 construction, which moves the object before the verb), and the verb must be followed by a result or quantity. Example: 请你把这些表格复印三份。
• When asking someone to make copies in a given quantity, use 去复印 + quantity: 去复印二十份 (go and make twenty copies). Example: 你去复印十份，每个人一份。

3. Distinguishing 复印, 打印 and 文件

• 复印 (fùyìn: photocopy) — make a copy from an existing original. Example: 这份文件你复印一下。
• 打印 (dǎyìn: print from a computer) — print content that has been typed on a computer onto paper. Do not use 打印 to describe copying from an original paper document. Example: 请把这份电子文件打印出来。
• When a machine breaks down, use 复印机坏了 (the photocopier is broken), 怎么办 (what should we do) and answer with 打电话给维修人员 (call the repair technician), 马上就来 (will come right away). Example: 打印机不动了，我马上打电话给售后。

4. Holding and attending meetings

• 会议 (huìyì: meeting) is a noun. With verbs such as 开 (kāi: hold, convene) and 参加 (cānjiā: attend, take part in), we say 开会 (hold a meeting), 开一个会议 (hold a meeting), 参加会议 (attend a meeting). Example: 下午公司要开一个会议，请大家按时到场。
• 参加 is used for attending meetings, ceremonies and activities. The pattern 所有部门都要参加 (all departments must attend) is very common. Example: 新员工都要参加这次培训。
• For an important meeting, use 重要的会议 and remind people to be 准时 (zhǔnshí: on time). Example: 这是一个很重要的会议，请大家准时到。
• To book a meeting room, use 订 (dìng: reserve in advance) together with 会议室 (meeting room). Example: 请帮我订一下下周的会议室。
• 迟到 (chídào: arrive late) is the opposite of 准时, and is used when talking about people who arrive late to a meeting. Example: 开会的时候不要迟到。
• When mentioning a position, people combine the surname with the job title, such as 王经理 (Manager Wang). Example: 张经理说明天的计划可以改。

5. Work status and sequence

• 忙 (máng: busy) is an adjective, often used after 很: 工作很忙 (work is very busy). Example: 这个月我们都很忙。
• 加班 (jiābān: work overtime) is a verb-object compound, often used with 要, 常常, 到很晚: 常常要加班到很晚 (often have to work overtime until very late). Example: 项目快结束了，大家都在加班。
• 然后 (ránhòu: then, after that) links the sequence of two actions, often with 再 in the second clause: 先…然后再… (first do… and then do…). Example: 先把表格填完，然后再交给财务。
• 因为…所以… (because… so…) expresses cause and result. Example: 因为路上很堵，所以会议推迟了。

6. Detecting errors and how to correct them

• 发现 (fāxiàn: discover, find) is used with nouns for errors such as 错误 (cuòwù: mistake). Example: 我发现报告里有一个数字写错了。
• 主动 (zhǔdòng: proactively, on one's own initiative) comes before a verb to indicate an action taken without being reminded. In sentences about discovering mistakes, the correct answer usually is to report to a superior and correct the mistake oneself. Example: 他发现问题以后主动去找经理解释。

7. Asking and answering about filling in forms

• 表格 (biǎogé: form) and 表 (biǎo: table, chart) are used when asking how to fill something in. The question is usually 怎么填 (how to fill in), and the answer gives steps: first write the 名字 (míngzi: name), 电话 (diànhuà: phone number), and then 签字 (qiānzì: sign one's name). Example: 先在第一行写上你的名字，再签个字。
• The pattern …就行 / …就可以 (it is enough to… / just… will do) is used to state a simple method. Example: 在这里写日期就行。
• 行 (háng: row, line) is used for positions in a table: 第一行 (the first row). Example: 把数字填在第二行。

8. Asking permission and agreeing

• 可以…，但是… is a pattern for agreeing with a condition. Example: 可以晚一点交，但是下周一之前一定要交。
• 不用了 (bù yòng le: no longer needed) is used to decline an offer. Example: 不用了，我已经做完了。
• 好的 (hǎo de: all right) is used to accept a request, then say you will act at once, as in 我今天下午就去办 (I will go and handle it this afternoon). Example: 好的，我下午就去联系。
• Distinguish 能 (can, be able to) and 可以 (may, be permitted to). Example: 你能不能帮我看一下？ and 这里可以停车。

Occupations and work

Occupations (职业 zhíyè: occupation, profession) and work (工作 gōngzuò: work, job) are a group of words that often appear in reading passages. First, learn the words for jobs: 翻译 (fānyì: translator, to translate), 护士 (hùshi: nurse), 老师 (lǎoshī: teacher), 司机 (sījī: driver), 医生 (yīshēng: doctor), 经理 (jīnglǐ: manager, director). Note that 翻译 is both a noun (translator) and a verb (to translate).

To say what someone's occupation is, use the structure 是一名 + occupation (shì yì míng …: is a …). Example: 我妹妹是一名医生。 To say what someone does and where, use 在 + workplace + 做/教 + task (zài … zuò/jiāo …: do/teach … at …). Example: 他在一所中学教数学。 The word 护理人员 (hùlǐ rényuán: nursing staff) is another way of referring to 护士.