LAPORAN TUGAS
PELATIHAN APPLIED APPROACH
ANGKATAN VI
SURABAYA, 07 OKTOBER – 11 OKTOBER 2013
Oleh :
Siti Azizah, S.Pd, M.Pd
NIK : 05407-ET
JURUSAN BAHASA INGGRIS
FAKULTAS BAHASA DAN SAINS
UNIVERSITAS WIJAYA KUSUMA SURABAYA
2013
KATA PENGANTAR
Untuk meningkatkan mutu dosen dalam suatu pendidikan diperlukan
perubahan pola pikir, sikap dan perilaku yang digunakan sebagai landasan
pelaksanaan kurikulum. Pada masa lalu proses belajar terfokus pada dosen dan kurang
terfokus pada mahasiswa. Akibatnya kegiatan belajar mengajar lebih menekankan
pada pengajaran daripada pembelajaran. Kata pembelajaran dapat diartikan sebagai
perubahan dalam kemampuan, sikap atau perilaku mahasiswa yang relative permanen
sebagai akibat dari pengalaman atau pelatihan.
Berkaitan dengan hal tersebut diatas, laporan tugas dari Pelatihan Applied
Approach ini merupakan hasil pembelajaran dosen dalam meningkatkan mutu diri
maupun mahasiswa dalam proses pembelajaran. Oleh karena itu mudah-mudahan
laporan tugas ini memberikan manfaat yang besar kepada pembaca khususnya penulis
didalam rangka meningkatkan pendidikan di Indonesia.
Untuk itu kami mengucapkan terima kasih kepada para Bapak dan Ibu
Pembina Pelatihan Applied Approach yang telah meluangkan waktu untuk melatih
agar dapat bersama sama meningkatkan mutu diri maupun pendidikan Universitas
Wijaya Kusuma khususnya dan umumnya di Indonesia
Tak lupa kami mohon koreksi dan kritik yang membangun untuk laporan
tugas ini agar laporan tugas kami ini semakin baik dan lengkap demi kemajuan
bersama. Amin.
Surabaya , 6 Nopember 2013
Penulis,
Siti Azizah, S.Pd, M.Pd
LAPORAN TUGAS
DAFTAR ISI
1. Kata Pengantar
2. Daftar Isi
3. Rencana Pengembangan Mutu
4. Evaluasi Alternatif
5. Evaluasi Proses Belajar Mengajar
6. Rekonstruksi Perencanaan Silabus Dan RPP
7. Pengembangan Bahan Ajar
8. Proposal PTK
9. Lembar Konsultasi
RENCANA PENGEMBANGAN MUTU
PERENCANAAN PEMBELAJARAN MATA KULIAH BERBENTUK PRAKTIKUM
Waktu
Tujuan
Pembelajaran
Materi
Ajar
Bentuk
Pembelaja
Ran
Kemampuan
Akhir Yang
Diharapkan /
Kompetensi
Kriteria
Penilaian
Bobot
Nilai
3
Minggu
Melatih
kemampuan
menganalisis
teori
pengetahuan
dan
keterampilan
mengenai
tugas sekretaris
The role
and
functions
of secretary
Kuliah dan
diskusi
Pemahaman
tentang teori
pengetahuan
dan
keterampilan
yang harus
dimiliki dan di
kuasai
sekretaris.
4
Minggu
Melatih
kemampuan
mengaplika
sikan
keterampilan
membuat;
surat, diary,
rencana
perjalanan,
memo, rencana
rapat dan
notulen
Writing
correspon
dence,
diary,
travel
arrange
ment,
memo,
meeting
coordina
tion, the
minute
Praktik
Penugasan
Keterampilan
membuat surat,
memo, diary,
notulen,
merancang
rencana
perjalanan
atasan,
merancang
rapat atau
konferensi
Kebenaran
pemaha
man tugas,
kejelasan
format,
isi, tertulis
baik,
mudah
difahami,
dan
informasi
akurat,
memadai
penting.
20%
2
Minggu
Melatih
kemampuan
mengaplikasi
Kan
keterampilan
lisan menjadi
guide (MC)
dalam
anniversary of
company
Being as a
guide
Praktik-
Demonstra
Tion
Keterampilan
membuat
rundown dan
keberanian
untuk menjadi
guide (MC)
dalam
anniversary of
company
Ketepatan
content of
rundown,
dialogue,,
gesture,
languge
dan
pronun
ciation
20%
3
Minggu
Melatih
kemampuan
mengaplikasi
kan keteram
pilan lisan
mengenai
tugas sekretaris
Receiving
telephone,
visitors,
Making
appoinment
Praktik- role
plays
Keterampilan
membuat
dialoque dan
keberanian
bermain peran
dalam
menerima
telepon,
Ketepatan
content of
roleplays,
gesture,
language,
and
pronun
ciation
20%
menerima tamu
dan membuat
janji.
2
Minggu
Melatih
kemampuan
analisis dan
mengaplikasi
kan keteram
pilan lisan
tentang
interview
antara calon
sekretaris
(pelamar) dan
manager
personalia
Interview Praktik
interview
Keterampilan
praktik
lapangan dalam
rangka
interview
sekretaris
sesungguhnya
dikantor dan
mempraktikkan
interview
dengan bermain
peran antara
calon sekretaris
(Pelamar) dan
manager
personalia.
Ketepatan
content of
rundown,
dialogue,
interview,
gesture,
language
dan
pronun
citation
30%
2
Minggu
Melatih
mengaplikasi
kan
keterampilan
tulis membuat
paper sebagai
tugas akhir
semester
Paper
about
secretary‟s
duties
Praktik
Project-UAS
Keterampilan
membuat paper
mengenai tugas
sekretaris
dengan sumber
dari interview
dan references
lainnya
Ketepatan
materi
yang
relevan,
format
penyusu
nan paper,
Cara
penguti
pan dan
referensi/
30%
Format Rancangan Praktikum
Mata Kuliah : English for Secretary
Semester : Ganjil /2 sks
1.Tujuan Praktikum: Memberikan praktik penugasan tentang membuat macam-macam
Surat, diary, memo, notulen, rancangan perjalanan, rancangan rapat,
praktik menjadi guide (MC), praktik interview dan project- paper.
Uraian Tugas Praktikum:
1. Objek Praktikum: Praktik penugasan membuat surat, diary , memo, notulen,
rancangan perjalanan, rancangan rapat dilaksanakan di kelas &
dirumah. Praktik menjadi MC dan bermain peran dilaksanakan
dikelas. Praktik interview dengan sekretaris dilaksanakan
dilapangan (kantor) tetapi praktik interview dalam bermain
peran dilaksanakan dikelas dan project dilaksanakan dirumah.
2. Yang Harus Dikerjakan :
1. Mahasiswa harus membuat surat; condolence, invitation,
reservation, hospitality and making appointment.
2. Mahasiswa harus membuat diary, memo, notulen ,
merancang rencana perjalanan dan merancang rapat.
Konferensi.
3.. Mahasiswa harus merancang rundown guide (MC) dan
mendemonstrasikan menjadi MC
4 Mahasiswa harus menginterview sekretaris dikantor dan
harus juga praktik interview dalam kelompoknya dengan
peran calon sekretaris (pelamar) dan manajer personalia.
5, Mahasiswa harus membuat paper sebagai tugas project.
dalam kelompok interview.
3. Metode: Praktik-demonstrasi, Praktik role plays, Praktik interview dan Project.
4. Deskripsi Laporan Praktik: Lembar Performance Assessment-Portofolio dan Project
5. Kriteri Penilaian: Kebenaran pemahaman tugas, kejelasan format, isi, tertulis
Baik, mudah difahami, dan informasi akurat, memadai penting.
Ketepatan content of rundown, dialogue, interview, gesture, languge
dan pronunciation.
Ketepatan materi yang relevan, format penyusunan paper,
Cara pengutipan dan referensi.
EVALUASI ALTERNATIF
Mata Kuliah : English For Secretary
Semester/ kredit : VII/2 sks
No KD/Indikator Pokok
bahasan/ Sub
pokok bahasan
Tehnik Bentuk Instrumen
1. Mahasiswa dapat
memahami peran dan
kualifikasi sekretaris
The role of
secretary
Personal
qualification of
secretary
Tes Tes lisan-
tanya jawab
Soal essay-
lisan
2. Mahasiswa dapat
memahami tugas
tugas sekretaris
berkaitan dengan
pengetahuan
The functions of
secretary deal
with knowledge
of
businessworld,
a simple
accounting and
procedure of
meeting
Tes Tes lisan –
tanya jawab
Soal essay –
lisan
3. Mahasiswa dapat
memahami tugas
tugas sekretaris
berkaitan dengan
keterampilan
The functions of
secretary deal
with oral and
written skills
Tes Tes lisan-
tanya jawab
Soal essay-
lisan
4. Mahasiswa dapat
mengaplikasikan
tugas-tugas sekretaris
tentang keterampilan
tulis
Wtiting
correspondence
Non tes Penugasan
Portofolio
Hasil karya –
Pemahaman
tugas,
kejelasan
format, isi ,
tertulis baik,
informasi
akurat,
memadai dan
penting
5. Mahasiswa dapat
mengaplikasikan
tugas-tugas sekretaris
tentang keterampilan
tulis
Making a diary
Travel
arrangement
Non tes Penugasan-
Portofolio
Hasil karya-
Pemahaman
tugas,
kejelasan
format, isi ,
tertulis baik,
informasi
akurat,
memadai dan
penting
6. Mahasiswa dapat
mengaplikasikan
tugas-tugas sekretaris
tentang keterampilan
tulis
Writing memo
dan
Taking the
minute
Non tes Penugasan-
portofolio
Hasil karya-
Pemahaman
tugas,
kejelasan
format, isi ,
tertulis baik,
informasi
akurat,
memadai dan
penting
7. Mahasiswa dapat
mengaplikasikan
tugas-tugas sekretaris
tentang keterampilan
tulis
Meeting
coordination
Non tes Penugasan-
portofolio
Hasil karya-
Pemahaman
tugas,
kejelasan
format, isi ,
tertulis baik,
informasi
akurat,
memadai dan
penting
8 Mahasiswa dapat
membuat run down
dalam guide (MC)
Mahasiswa dapat
mendemokan menjadi
guide (MC)
Being as a
guide
Non tes Performance
assessment
Pronunciation
Gesture
Content - run
down
Language
9. UTS Tes Tulis Soal UTS
10. Mahasiswa dapat
mengaplikasikan
tugas=tugas sekretaris
tentang keterampilan
lisan
Being as a
guide
Non tes Performance
assessment
Pronunciation
Gesture
Content-run
down
Language
11 Mahasiswa dapat
mengaplikasikan
tugas-tugas sekretaris
tentang keterampilan
lisan
Receiving
telephone
Non tes Performance
assessment
Pronunciation
Language
Gesture
Content
12. Mahasiswa dapat
mengaplikasikan
tugas-tugas sekretaris
tentang keterampilan
lisan
Receiving
visitors
Non tes Performance
assessment
Pronunciation
Language
Gesture
Content
13
14.
Mahasiswa dapat
mengaplikasikan
tugas-tugas sekretaris
tentang keterampilan
lisan
Making
appoinment
Non –tes Performance
assessment
Pronunciation
Language
Gesture
Content
15
16
Mahasiswa dapat
mengaplikasikan
tugas-tugas sekretaris
tentang keterampilan
lisan
Interview Non tes Performance
assessment
Pronunciation
Gesture
Content of
interview
Language
17 Mahasiswa dapat
Membuat paper dari
materi praktik
interview dilapangan
mengenai tugas
sekretaris dan
ditambah referensi
lainnya untuk tugas
UAS
Paper- the
secretary‟s
duties in a
company
Non tes Project Hasil Kerja-
Product
Materi yang
relevan,
format
penyusunan,
cara
pengutipan,
dan referensi
18. UAS Pengumpulan
Paper
Non tes Project Hasil Kerja –
Product-Paper
EVALUASI PBM
No Informasi yang
dibutuhkan
Indikator Tehnik dan
Instrumen
Responden Waktu
1. Persepsi
mahasiswa
terhadap
kemampuan
dosen mengajar
1.Penguasaan dosen
Terhadap materi
2. Kemammpuan dosen
dalam menjelaskan
3. Kemampuan dosen
dalam memilih materi
4. Kemampuan dosen
dalam menggunakan
metode
5. Kemampuan dosen
dalam mengelola
kelas
6. Kemampuan dosen
dalam menggunakan
waktu
7. Kemampuan dosen
dalam penilaian
Kuesioner
Mahasiswa
Akhir
semester
2. Kualitas materi 1. Kemampuan dosen
Menggunakan
refernsi Up to date
2. Kemampuan dosen
Menggunakan
referensi
Improvement
3. Sistimatika dalam
urutan penyajian
materi
4. Mutu Soal
5. Mutu tugas/ praktik
6. Mutu ujian
Review dan
dokumen
Review dan
dokumen
Review dan
Dokumen
Review
dokumen dan
observasi
Analisis tugas
Analisis soal
dan hasil ujian
Sejawat
dosen
Sejawat
dosen
Sejawat
dosen
Sejawat
dosen
Sejawat
dosen
Sejawat
dosen
Awal
semester
Awal
semester
Awal
semester
Tengah
dan akhir
semester
Tengah
semester
Tengah
dan akhir
semester
3. Kemampuan
mahasiswa
dalam PBM
Kebiasaan mahasiswa
belajar klasikal
Observasi
Dosen
Tengah &
Akhir
semester
Kebiasaan mahasiswa
belajar group
Observasi Dosen Tengah &
akhir
semester
Pengumpulan Data Pertanyaan Evaluasi Program Perkuliahan
Informasi yang
dibutuhkan
Indikator daftar
pertanyaan
Pertanyaan Jawaban
1,2,3,4
Kemampuan dosen
mengajar
1. Penguasaan dosen
terhadap materi
2. Kemampuan dosen
menjelaskan materi
3. Kemampuan dosen
memilih materi
4, Keterampilan dosen
mengelola kelas
1. Pengetahuan dosen
tentang materi
perkuliahan
2. Keterampilan dosen
menggunakan refe
rensi yang up to date
3.Keterampilan dosen
menggunakan materi
tambahan selain
Diktat/ Buku ajar
1.Keterampilan dosen
Menjelaskan manfaat
Materi pembelajaran
2.Keterampilan dosen
menjelaskan tujuan
pembelajaran.
3. Keterampilan dosen
menjelaskan materi
4. Keterampilan dosen
menghubungkan
materi baru dengan
materi sebelumnya
yang relevan.
5. Kemampuan dosen
membuka dan
menutup kuliah
1. Keterampilan dosen
memilih materi
belajar sesuai ke
butuhan.
2. Keterampilan dosen
menyesuaikan
materi dengan
media pembelajaran
1. Keterampilan dosen
mengelola kelas
2. Keterampilan dosen
Mengaktifkan
Mahasiswa
3. Keterampilan dosen
Menghidupkan
kelas
4.Keterampilan dosen
5.Keterampilan dosen
Menggunakan metode
6.Keterampilan dosen
menggunakan waktu
7, Keterampilan dosen
Memberikan
penilaian
memberikan
motivasi & feedback
1. Keterampilan dosen
menggunakan
metode yang ber
variasi
2. Keterampilan dosen
menggunakan
metode yang tidak
membosankan dan
menyenangkan
3. Keterampilan
dosen mengguna
kan high technologi
dalam menyajikan
materi
1.Keterampilan dosen
menggunakan waktu
yang efektif
2.Keterampilan dosen
mengawali dan
mengakhiri waktu
(Kedisiplinan dalam
waktu PBM)
1.Keterampilan dosen
memberikan
penilaian ujian
2.Keterampilan dosen
memberikan
Penilaian tugas
3.Keterampilan dosen
memberikan
penilaian praktik
Kemampuan
mahasiswa dalam
PBM
1.Kebiasaan mahasiswa
dalam belajar klasikal
1. Kemampuan
mahasiswa dalam
memahami materi
2.Kemampuan
mahasiswa aktif
memperhatikan
penjelasan dosen
3.Kemampuan
mahasiswa dalam
melaksanakan tugas
4.Kemampuan maha
siswa mengajukan
pertanyaan.
5.Kemampuan maha
siswa merespon
pertanyaan dosen/
mahasiswa
2 Kebiasaan mahasiswa
belajar kelompok
1, Kemampuan maha
siswa bekerja sama
2, Kemampuan maha
siswa aktif berdis
kusi dalam group
3.Kemampuan maha
siswa dalam menyam
paikan pendapat
4 .Kemampuan maha
siswa berargumen
tasi dalam diskusi
5, Kemampuan maha
Siswa bertoleransi
dalam diskusi group
Kualitas Materi 1.Kemutahiran
referensi
1.Referensi up to date
dari buku, realia dan
website
2. Referensi
improvement
1.Referensi improve
ment dari real world
dan relevan dengan
tehnologi
2.Referensi dari buku
Lain dan website
Yang relevan dan
Up to date
3. Sistematika dalam
urutan penyajian
1.Menggunakan urutan
dari mudah ke sulit
2.Menggunakan urutan
yang komplek (tidak
beraturan)
4. Mutu soal 1.Soal valid
2.Soal reliable
3. Soal tingkat
Kesukaran
5. Mutu Tugas/ praktik 1.Tugas relevan
dengan materi
2.Tugas memberikan
Tantangan
3 Tugas mudah
6. Mutu Ujian 1.Ujian relevan
Dengan materi
2.Ujian sulit
3. Ujian mudah
Keterangan:
Angka 4 adalah Sangat Memuaskan
Angka 3 adalah Memuaskan
Angka 2 adalah Cukup Memuaskan
Angka 1 adalah Kurang Memuaskan
RANCANGAN EVALUASI
Variable Indikator Metode Responden Waktu
Kualitas Materi Kemutahiran
Referensi
Review
dokumen
Sejawat dosen Awal semester
Improvement
referensi
Review
dokumen
Sejawat dosen Awal semester
Sistimatika
dalam urutan
penyajian materi
Review
dokumen
Sejawat dosen Awal semester
Mutu soal Review
dokumen dan
observasi
Sejawat dosen
dan mahasiswa
Tengah dan
akhir semester
Mutu tugas/
praktik
Analisis tugas Sejawat dosen Tengah
semester
Mutu ujian Analisis soal
dan hasil ujian
Sejawat dosen
dan mahasiswa
Tengah dan
akhir semester
Penguasaan
dosen mengajar
Penguasaan
materi
Kuestioner Mahasiswa Akhir semester
Pemilihan materi Kuestioner Mahasiswa Akhir semester
Pemilihan
metode
Kuestioner Mahasiswa Akhir semester
Penggunaan
Media /
Kuestioner Mahasiswa Akhir semester
Pengelolaan
kelas
Kuestioner Mahasiswa Akhir semester
Penggunaan
waktu
Kuestioner Mahasiswa Akhir semester
Pemberian
Penilaian
Kuestioner Mahasiswa Akhir semester
Kemampuan
mahasiswa
dalam PBM
Kebiasaan
Mahasiswa
belajar klasikal
Observasi
Dosen Tengah dan
Akhir emester
Kebiasaan
mahasiswa
belajar group
Observasi Dosen Tengah dan
Akhir semester
Lembar Penilaian Unjuk Kerja
Aspek yang dinilai 1 2 3 4 Paraf Dosen
Pronunciation
Content
Gesture
Language
Lembar Penilaian Project
Aspek yang dinilai 1 2 3 4 Paraf Dosen
Materi yang relevan dengan tugas dibebankan
Format Penulisan
Cara Pengutipan
Referensi yang relevan
Keterangan:
Angka 4 adalah Sangat Baik
Angka 3 adalah Baik
Angka 2 adalah Cukup Baik
Angka 1 adalah Kurang Baik
Lembar Penilaian Portofolio
No Jenis Tugas Aspek yang dinilai Nilai Paraf
Dosen
Ket
1 Membuat macam
Macam surat;
condolence,
invitation,
hospitality,
reservation,
making
appointment
Pemahaman: seberapa baik tingkat
pemahaman mahasiswa terhadap
tugas yang dikerjakan
30%
Kejelasan:
Format surat
Isi surat
Tersusun dengan baik
Tertulis dengan baik
Mudah difahami
40%
Informasi:
Akurat
Memadai
Penting
30%
1. Membuat diary Pemahaman: seberapa baik tingkat
pemahaman mahasiswa terhadap
tugas yang dikerjakan
30%
Kejelasan:
Format diary
Isi diary
Tersusun dengan baik
Tertulis dengan baik
Mudah difahami
40%
Informasi:
Akurat
Memadai
Penting
30%
3 Membuat memo Pemahaman: seberapa baik tingkat
pemahaman mahasiswa terhadap
tugas yang dikerjakan
50%
Kejelasan:
Format memo
Isi memo
Tersusun dengan baik
Tertulis dengan baik
Mudah difahami
50%
4 Membuat notulen Pemahaman: seberapa baik tingkat
pemahaman mahasiswa terhadap
tugas yang dikerjakan
30%
Kejelasan:
Format notulen
Isi notulen
Tersusun dengan baik
Tertulis dengan baik
Mudah difahami
40%
Informasi:
Akurat
Memadai
Penting
30%
5 Merancang
perjalanan keluar
negeri atasan
Pemahaman: seberapa baik tingkat
pemahaman mahasiswa terhadap
tugas yang dikerjakan
30%
Kejelasan:
Format rancangan perjalanan
Isi rancangan perjalanan
Tersusun dengan baik
Tertulis dengan baik
Mudah difahami
40%
Informasi:
Akurat
Memadai
Penting
30%
6 Merancang rapat/
konferensi
Pemahaman: seberapa baik tingkat
pemahaman mahasiswa terhadap
tugas yang dikerjakan
30%
Kejelasan:
Format rancangan rapat/
konferensi
Isi rapat/ konferensi
Tersusun dengan baik
Tretulis dengan baik
Mudah difahami
40%
Informasi:
Akurat
Memadai
Penting
30%
SILABUS dan RPP REKONSTRUKSI
Fakultas : Bahasa dan Sains
Program Studi : Bahasa Inggris
Mata Kuliah : English for Secretary
Kode MK : IKG- 708
Bobot : 2 sks
Semester : VII
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
Kesekretariatan dalam tugas-tugas sekretaris.
Mata Kuliah Prasyarat : Business English.
Kompetensi
Dasar
Indikator Materi
pokok
Metode Alokasi
Waktu
Penilaian Sumber
belajar
Mahasiswa
dapat
Memahami
peran dan
kualifikasi
sekretaris
Mahasiswa
dapat
menjelaskan
peran dan
kualifikasi
sekretaris
The role of
secretary
Personal
qualification
of secretary
Small
group
discussion
100
menit
Non-tes
Perfor
mance
Assessment
Diktat –
support
Reference
Mahasiswa
dapat
memahami
tugas tugas
sekretaris
berkaitan
dengan
pengetahuan
Mahasiswa
dapat
menjelaskan
tentang
pengetahua
n yang
harus
dimiliki
sekretaris
The
functions of
secretary
deal with
knowledge;
business
world, a
simple
accounting
and
procedure of
meeting
Small
group
discussion
100
menit
Non.tes
Perfor
mance
Assessment
Diktat-
support
Reference
Mahasiswa
dapat
memahami
tugas-tugas
sekretaris
berkaitan
Mahasiswa
dapat
menjelaskan
keterampila
n tulis dan
lisan yang
The
functions of
secretary
deal with
oral and
written skills
Small
group
discussion
100
menit
Non tes
Perfor
mance
asessment
Diktat -
support
reference
dengan
keterampilan
harus
dikuasai
sekretaris
Mahasiswa
dapat
mengaplikasi
kan tugas-
tugas
sekretaris
tentang
keterampilan
tulis
Mahasiswa
dapat
membuat
macam-
macam
surat yang
ditandatang
ani
sekretaris
Writing
correspon
dence:
Letters of
appointment,
reservation,
invitation,
condolence,
hospitality
Practice
individual
100
menit
Non-tes
Portofolio
Diktat-
support
reference
Mahasiswa
dapat
mengaplikasi
kan
Tugas-tugas
sekretaris
tentang
keterampilan
lisan
Mahasiswa
dapat
membuat
dairy atasan
dan rencana
perjalanan
atasan
keluar
negeri
Making a
diary
Travel
Arrange
Gements
Practice
Individual
100
menit
Non tes
portofolio
Diktat –
support
Reference
Mahasiswa
dapat
mengaplikasi
kan tugas-
tugas
sekretaris
tentang
keterampilan
lisan
Mahasiswa
dapat
menulis
memo dan
notulen
rapat
Writing
memo
Taking the
Minute
Pcractice
individual
100
menit
Non tes
portofolio
Diktat-
Support
Reference
Mahasiswa
dapat
mengaplikasi
kan tugas-
tugas
sekretaris
tentang
keterampilan
lisan
Mahasiswa
dapat
membuat
perencanaa
n rapat
Dan
konferensi
Meeting
koordination
Practice
individual
100
menit
Non tes-
portofolio
Diktat-
support
reference
Mahasiswa
dapat
mengaplikasi
kan
Tugas
sekretaris
Mahasiswa
dapat
menjadi
guide (MC)
dalam ulang
tahun
Being as a
guide
Demonstra
tion/
Practice
individual
100
menit
Non-tes
individual
Performanc
e assessment
Diktat-
Students-
themselve
ketrampilan
lisan
perusahaan
UTS
Items Written test
Mahasiswa
dapat
mengaplikasi
kan tugas-
tugas
sekretaris
berkaitan
dengan
keterampilan
lisan
Mahasiswa
dapat
praktik
menjadi
guide (MC)
dalam
anniversary
of company
Being as a
guide
Practice
individual/
demonstra
tion
100
menit
Non tes-
individual
Perfor
mance
Assesment
Students
themselve
Mahasiswa
dapat
mengaplikasi
kan tugas
sekretaris
tentang
keterampilan
lisan
Mahasiswa
dapat
praktik
dialogue
dalam
menerima
telepon
Receiving
telephone
Practice in
pairs
100
menit
Non tes
individual
Perfor
mance
Assesment
Students
themselve
Mahasiswa
dapat
mengaplikasi
kan tugas
sekretaris
tentang
keterampilan
lisan
Mahasiswa
dapat
bermain
peran dalam
menerima
tamu
Receiving
visitors
Practice in
pairs
100
menit
Non tes-
individual
Perfor
mance
Assesment
Students
themselve
s
Mahasiswa
dapat
mengaplikasi
kan tugas
sekretaris
tentang
keterampilan
lisan
Mahasiswa
dapat
mebuat
dialogue
tentang
making
appointment
Making
appointment
Practice
Role Plays
100
menit
Non tes
individual
Perfor
mance
Assesment
Students
themselve
s
Mahsiswa
dapat
mengaplikasi
kan tugas
sekretaris
tentang
keterampilan
lisan
Mahasiswa
dapat
praktik
interview
Interview Practice
Role Plays
100
menit
Non tes-
Perfor
mance
Assessment
Students
themselve
Mahasiswa
dapat
mengaplikasi
kan
Mahasiswa
dapat
membuat
makalah
Paper of the
secretarial’s
duties for
UAS
Small
group
discussion
100
menit
Non tes
project
Wesbite-
Other
reference
Tugas-tugas
sekretaris
berkaitan
dengan
keterampilan
tulis
tentang
tugas-tugas
sekretaris
s
UAS Paper
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
Kesekretariatan dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat memahami peran dan kualifikasi
Sekretaris.
Alokasi Waktu : 2x50 menit
Indikator : Mahasiswa dapat menjelaskan peran dan kualifikasi
Sekretaris.
Materi Pokok : The role and personal qualification of secretary
Langkah- Langkah Kegiatan
Pembelaja
ran
Kegiatan Pembelajaran Metode Sumber Alokasi
Waktu
Dosen Mahasiswa
Pendahu
luan
Membuka dengan salam
dan berkenalan sejenak .
Menjelaskan tentang
kontrak kuliah , syarat
perkuliahan dan cara
penilaian.
Memulai dengan materi
awal dengan
menanyakan kepada
mahasiswa apa yang
diinginkan dari
pembelajaran mata
kuliah English for
secretary.
Menjelaskan tujuan
yang hendak dicapai
pada pembelajaran
materi hari ini.
Memberikan
pertanyaan
Menjawab
salam
Mendengar
kan sambil
bertanya bila
kurang jelas.
Menjawab
dengan
berbagai
jawaban
yang
prinsipnya
sama.
Small
group
discussi
Diktat
dan
buku
penun
jang
30 ME
NIT
(brainstorming) kepada
mahasiswa agar
pengetahuan awal
mahasiswa dapat dengan
mudah berhubungan
dengan materi baru
sehingga mahasiswa
mudah memahami
materi baru.
Menjawab
sesuai
kemampuan
Kegiatan
Inti
Membagi beberapa
kelompok kecil
mendiskusikan
Peran sekretaris
Kelompok lain
berdiskusi tentang
kualifikasi sekretaris
Melaksanakan
perintah
60 ME
NIT
Dosen memberi waktu
berdiskusi dengan
kelompoknya sebelum
mempresentasikanmasing
masing kelompok
Bila
Kelompok 1
presentasi
Maka
kelompok
lainnya
mendengarka
n penjelasan
dan bertanya
jawab
Dosen member I
penilaian bila diperlukan
member masukan
Penutup Merangkum secara garis
besar dan mengakhiri
dengan salam dan
meminta untuk membaca
terlebih dahulu materi
selanjutnya
Merespon
perintah dosen
dan menjawab
salam
10 ME
NIT
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
Kesekretariatan dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat memahami tugas –tugas sekretaris
Tenang pengetahuan .
Alokasi Waktu : 2x50 menit
Indikator : Mahasiswa dapat menjelaskan tentang pengetahuan
Harus Dimiliki sekretaris.
Materi Pokok : Functions of secretary deal with knowledge; Business
World, a Simple Accounting, Procedure of Meeting
Langkah- Langkah Kegiatan
Pembelaja
ran
Kegiatan Pembelajaran Metode Sumber Alokasi Waktu
Dosen Mahasiswa
Pendahuluan
Membuka
dengan
salam.
Menjelaskan
tujuan yang
hendak
dicapai pada
pembelajaran
materi hari
ini.
Memberi
pertanyaan
brain
storming
Menjawab
salam.
Menjawab
pertanyaan
dan terjadi
interaksi
antara
dosen dan
mahasiswa.
Small group
discussion
Diktat
dan buku
penunjang
10 MENIT
Kegiatan
Inti
Membagi
beberapa
kelompok
kecil
Melaksana
kan
perintah
80 MENIT
Memberi
topik –topik
untuk
didiskusikan
an memberi
waktu
Mulai
berdiskusi
dengan
kelompok
masing-
msing
Member
penilaian dan
member
masukan bila
diperlukan
Saling
bergantian
presentasi
dan Tanya
jawab
Penutup Merangkum
secara garis
besar dan
mengakhiri
dengan salam
dan meminta
untuk
membaca
terlebih
dahulu materi
selanjutnya
Merespon
perintah
dosen dan
menjawab
salam
10 MENIT
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
Kesekretariatan dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat memahami tugas tugas sekretaris
tentang keterampilan tulis dan lisan
Alokasi Waktu : 2x50 menit
Indikator : Mahasiswa dapat menjelaskan tugas sekretaris tentang
keterampilan tulis dan lisan.
Materi Pokok : The functions of secretary deal with written and oral
Skills.
Langkah- Langkah Kegiatan
Pembelajaran Kegiatan Pembelajaran Metode Sumber Alokasi Waktu
Dosen Mahasiswa
Pendahuluan
Membuka
dengan salam
Menjelaskan
tujuan yang
akan dicapai
pada
pembelajaran
hari ini
Memberikan
pertanyaan
brainstorming
Menjawab
salam.
Menjawab
pertanyaan
dan terjadi
interaksi
atara dosen
dan
mahasiswa
Small
group
discussion
Diktat
dan buku
penun
jang
10 MENIT
Kegiatan Inti Membagi
beberapa
kelompok
kecil
Me
laksanakan
perintah
80 MENIT
Member topik-
topik untuk
didiskusikan
dan waktu
Berdiskusi
bersama
kelompoknya
Memberi
penilaian dan
masukan bila
di perlu kan
Presentasi
masing-
masing
kelompok
dan saling
Tanya jawab
Penutup Merangkum
secara garis
besar dan
mengakhiri
dengan salam
dan meminta
untuk
membaca
terlebih dahulu
materi
selanjutnya
Merespon
perintah
dosen dan
menjawab
salam
10 MENIT
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
Kesekretariatan dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas –tugas
Sekretaris berkaitan dengan keterampilan tulis.
Alokasi Waktu : 2x50 menit
Indikator : Mahasiswa dapat membuat macam-macam surat yang
Ditandatangani sekretaris
Materi Pokok : Writing correspondence; letters of appointment,
Hospitality, reservation, invitation, condolence.
Langkah- Langkah Kegiatan
Pembelajaran Kegiatan Pembelajaran Metode Sumber Alokasi
Waktu
Dosen Mahasiswa
Pendahuluan
Membuka
dengan salam
Menjelaskan
tujuan yang
hendak
dicapai pada
pembelajaran
materi .
Memberikan
pertanyaan
brainstorming
Menjawab
salam.
Menjawab
pertanyaan
dan terjadi
interaksi
antara dosen
dan mahasiswa
Practice
individual
Diktat dan
buku
penunjang
10
MENIT
Kegiatan Inti Menjelaskan
macam-macam
surat
Mendengarkan
sambil melihat
contoh macam-
macam surat
yang dibuat
sekretaris
melalui power
point
80
MENIT
Mendengarkan
Dan memberi
contoh
penjelasan
sambil ada yang
mencatat
Menugaskan
membuat surat-
surat tersebut
secara individu
Melaksanakan
tugas
membuat surat
sehingga
mahasiswa aktif
berpikir dan
menulis.
Penutup Meminta untuk
mengumpulkan
tugas dan yang
belum selesai di
kerjakan di
rumah
dikumpulkan
minggu depan
Menutup
dengan salam
Mengumpulkan
tugas membuat
surat yang
sudah selesai
ditulis.
Menjawab
salam
10
MENIT
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
Kesekretariatan dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas-tugas
sekretaris berkaitan dengan keterampilan tulis.
Alokasi Waktu : 2x50 menit
Indikator : Mahasiswa dapat membuat diary untuk atasan dan
rencana perjalanan atasan keluar negeri.
Materi Pokok : Making a diary dan Travel arrangements
Langkah- Langkah Kegiatan
Pembelajaran Kegiatan Pembelajaran Metode Sumber Alokasi
Waktu
Dosen Mahasiswa
Pendahuluan
Membuka
dengan salam
Menjelaskan
tujuan yang
hendak
dicapai pada
pembelajaran
materi hari ini
Memberikan
pertanyaan
brainstorming
Menjawab
salam
Menjawab
bagi yang bisa
dan yang tidak
bisa diam
mendengarkan
Practice
individual
Diktat dan
buku
penunjang
10
MENIT
Kegiatan Inti Menjelaskan
dan memberi
contoh diary
dan rencana
keluar negeri
atasan
Mendengarkan
sambil melihat
power point dan
mencatat bagi
yang
berkepentingan
80
MENIT
Memberi
tugas untuk
membuat diary
dan rencana
perjalanan
keluar negeri
Mengerjakan
tugas
Mengumpulkan
pekerjaan bagi
yang sudah
Penutup Meminta
mahasiswa
menyelesaikan
dirumah bagi
yang belum
selesai dan
mengumpulkan
minggu depan.
Mengakhiri
dengan salam
Merespon
perintah dosen
Menjawab
salam
10
MENIT
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
kesekretariatan dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas-tugas
sekretaris berkaitan dengan keterampilan tulis.
Alokasi Waktu : 2x50 menit
Indikator : Mahasiswa dapat membuat memo dan notulen rapat
Materi Pokok : Writing Memo and Taking the Minute.
Langkah- Langkah Kegiatan
Pembelajaran Kegiatan Pembelajaran Metode Sumber Alokasi
Waktu
Dosen Mahasiswa
Pendahuluan
Membuka
dengan salam
Menjelaskan
tujuan yang
hendak dicapai
pada
pembelajaran
matei hari ini.
Memberi
pertanyaan
brain storming
Meminta
mengumpulkan
tugas minggu
yang lalu
Menjawab
salam
Menjawab
bagi yang bisa
dan
mendengarkan
yang tidak bisa
Practice
individual
Diktat dan
buku
penunjang
10
MENIT
Kegiatan Inti Menjelaskan
cara menulis
memo , notulen
rapat dan
member contoh
Melihat power
point dan
mendengarkan
penjelasan
80
MENIT
Memberi tugas
praktik menulis
memo notulen
rapat
Mengerjakan
tugas
Mengumpulkan
bagi yang sudah
selesai
Penutup Meminta
mahasiswa
menyelesaikan
dirumah bagi
yang belum
selesai dan
dikumpulkan
minggu depan
Mengakhiri
dengan member
salam
Merespon
perintah dosen
Menjawab
salam
10
MENIT
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
Kesekretariatam dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas-tugas sekretaris
berkaitan dengan keterampilan tulis.
Alokasi Waktu : 2x50 menit
Indikator : Mahasiswa dapat membuat perencanaan rapat dan
konferensi
Materi Pokok : Meeting Coordination
Langkah- Langkah Kegiatan
Pembelajaran Kegiatan Pembelajaran Metode Sumber Alokasi
Waktu
Dosen Mahasiswa
Pendahuluan
Membuka
dengan salam
Menjelaskan
tujuan yang
hendak dicapai
pada
pembelajaran
materi hari ini.
Memberi
pertanyaan
brain storming
Menjawab
salam
Menjawab
bagi bisa dan
mendengarkan
bagi yang tidak
bisa
Practice
individual
Diktat dan
buku
penunjang
10
MENIT
Kegiatan Inti Menjelaskan
dan member I
contoh
perencanaan
rapat dan
konferensi
Mendengarkan
sambil melihat
power point dan
memcatat bila
berkepentingan
80
MENIT
Memberi tugas
praktikmembuat
perencanaan
rapat dan
konferensi
Mengerjakan
tugas
Mengumpulkan
bagi yang sudah
selesai untuk
diberi nilai
Penutup Meminta untuk
menyelesaikan
dirumah bagi
yang belum
untuk
dikumpulkan
minggu depan
Mengakhiri
dengan memberi
salam
Merespon
perintah dosen
Menjawab
salam
10
MENIT
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
kesekretariatan dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas sekretaris
berkaitan dengan keterampilan lisan.
Alokasi Waktu : 2x50 menit
Indikator : Mahasiswa dapat praktik menjadi guide (MC) dalam
Ulang Tahun Perusahaan.
Materi Pokok : Being a guide ( MC) of anniversary of company.
Langkah- Langkah Kegiatan
Pembela
jaran
Kegiatan Pembelajaran Metode Sumber Alokasi
Waktu
Dosen Mahasiswa
Pendahu
luan
Membuka
dengan
salam
Menjelas
kan tujuan
yang
hendak
dicapai
pada
pembelaja
ran materi
Menjela
kan cara
dan
penilaian
tugas
Menjadi
model
dalam
mempraktik
an menjadi
guide (MC)
Menjawab
salam
Mendengar
kan penjelasan
dan
memperhati
kan dosen
menjadi model
Demonstration/
practice
individual
Run down
made by
individual
25
MENIT
Memberi
waktu
preparation
15 menit
Kegiatan
Inti
Meminta
tampil bagi
mahasiswa
yang sudah
siap
Menilai
presenter
Practice
individual
Sebagian
mendengarkan
teman menjadi
guide (MC)
dalam
anniversary of
company.
Ada yang
membantu
untuk
menjawab bila
dibutuhkan oleh
presenter (MC)
Ada yang
menghafal
pelan-pelan
bagi yang akan
maju presentasi
74
MENIT
Penutup Meminta
untuk
dilanjutkan
minggu
depan dan
Mengakhiri
dengan
salam
Merespon
perintah dosen
dan menjawab
salam
Menjawab
salam
1
MENIT
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
Kesekretariatan dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat memahami mengaplikasikan tugas
sekretaris berkaitan dengan keterampilan lisan.
Alokasi Waktu : 2x50 menit
Indikator : Mahasiswa dapat praktik menjadi guide (MC) dalam
acara Anniversary of Company.
Materi Pokok : Being a guide (MC) of anniversary of company.
Langkah- Langkah Kegiatan
Pembelaja
ran
Kegiatan Pembelajaran Metode Sumber Alokasi
Waktu
Dosen Mahasiswa
Pendahuluan
Membuka
dengan salam
Menjelaskan
tujuan yang
hendak
dicapai pada
pembelajara
n materi .
Mengingat
kan kembali
waktu dan
penilaian
dalam
presentasi
Menjawab
salam
Mendengar
kan
penjelasan
Demonstra
tion,/
Practice
individual
Run down
made by
individual
2 MENIT
Kegiatan Inti Meminta
yang sudah
siap untuk
presentasi
Memberi
penilaian bagi
yang practice
Practice
individual
Sebagian
mendengar
kan teman
menjadi
94 MENIT
guide (MC)
dalam
anniversary
of company
Ada yang
membantu
untuk
menjawab
bila
dibutuhkan
oleh
presenter
(MC)
Ada yang
menghafal
pelan-pelan
bagi yang
akan maju
presentasi
Penutup Menutup
dengan salam
Menjawab
salam
1Menit
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
kesekretariatan dalam tugas-tugas sekretaris,
Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas sekretaris
tentang keterampilan lisan.
Alokasi Waktu : 2x50 menit
Indikator : Mahasiswa dapat praktik dialogue menerima telepon
Materi Pokok : Receiving telephone
Langkah- Langkah Kegiatan
Pembelajaran Kegiatan Pembelajaran Metode Sumber Alokasi
Waktu
Dosen Mahasiswa
Pendahuluan
Membuka
dengan salam
Menjelaskan
tujuan yang
hendak dicapai
pada
pembelajaran
materi .
Meminta
mahasiswa
untuk mencari
partner dan
membuat
percakapan
menerima
telepon
Memberi
waktu
persiapan 10
menit
Menjawab
salam
Merespon
perintah dosen
dan yang blm
jelas bertanya
berkaitan
dengan tugas
membuat
percakapan
Mempersiapkan
sambil diskusi
dengan patner
Practice
in pairs
Dialogue
made by
themselves
19
MENIT
Kegiatan Inti Meminta tiap- Melaksanakan 80
tiap group
tampil
dialogue MENIT
Memperhatikan
dan merekam /
mencatat hal
yang kurang
tepat
Mengevaluasi
group yang
practice
Penutup Mengakhiri
dengan salam
Menjawab salam 1
MENIT
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
kesekretariatan dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas sekretaris
tentang keterampilan lisan.
Alokasi Waktu : 2x50 menit
Indikator : Mahasiswa praktik dialogue menerima tamu
Materi Pokok : Receiving visitors
Langkah- Langkah Kegiatan
Pembelajaran Kegiatan Pembelajaran Metode Sumber Alokasi
Waktu
Dosen Mahasiswa
Pendahuluan
Membuka
dengan salam
Menjelaskan
tujuan yang
hendak
dicapai pada
pembelajaran
materi .
Meminta
mahasiswa
mencari
patner dan
membuat
dialogue
menerima
tamu dengan
berbagai
macam tujuan
Tiap group
bebas
memilih judul
masing-
masing
Menjawab
salam
Merespon
perintah dosen
dan
melaksanakan
tugas
Aktif
persiapan dan
diskusi
bersama
patnernya
Practice
in pairs
Dialogue
made by
themselves
15
MENIT
Memberi
waktu
persiapan 10
menit
masing-masing
Kegiatan Inti Meminta tiap
group tampil
Practice tiap
group
84
MENIT
Merekam
/mencatat hal
yang kurang
tepat
Group lain
Mengevaluasi
Penutup Mengakhiri
salam
Menjawab
salam
1 MENIT
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
kesekretariatan dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas sekretaris
tentang tentang keterampilan lisan.
Alokasi Waktu : 4x50 menit
Indikator : Mahasiswa praktik role plays tentang membuat janji.
Materi Pokok : Making appointment
Langkah- Langkah Kegiatan
Pembelajaran Kegiatan Pembelajaran Metode Sumber Alokasi
Waktu
Dosen Mahasiswa
Pendahuluan
Membuka
dengan salam
Menjelaskan
tujuan yang
hendak
dicapai pada
pembelajaran
materi .
Meminta
mahasiswa
membuat role
plays tentang
membuat
janji dengan
berbagai
macam tujuan
Memberi
waktu
preparation
10 menit
Menjawab
salam
Merespon
perintah dosen
dan
melaksanakan
tugas
Aktif berdiskusi
dan
mempersiapkan
diri
Practice
–role
plays
Dialogue
made by
themselves
15
MENIT
Kegiatan Inti Meminta
group
Satu group
Practice
84
MENIT
Yang siap
practice
Merekam
/mencatat bila
ada yang
kurang tepat
Group lain
mengevaluasi.
Penutup Mengakhiri
dengan salam
Menjawab salam 1MENIT
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
Kesekretariatan dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas sektretaris
berkaitan dengan keterampilan lisan.
Alokasi Waktu : 4x50 menit
Indikator : Mahasiswa praktik interview antara personal manager
Candidate of secretary.
Materi Pokok : Interview
Langkah- Langkah Kegiatan
Pembelajaran Kegiatan Pembelajaran Metode Sumber Alokasi
Waktu
Dosen Mahasiswa
Pendahuluan
Membuka
dengan salam
Menjelaskan
tujuan yang
hendak
dicapai pada
pembelajaran
materi .
Memberi
penjelasan
dalam
membuat
interview
Hal-hal yang
dinilai dalam
praktik
interview
Memberi
waktu
preparation
15-20 menit
Menjawab
salam
Mendengar
penjelasan dan
ada yang
bertanya bagi
yang belum
jelas tugasnya,
Aktif berdiskusi
dan
mempersiapkan
diri
Practice
role plays
Interview
made by
themselves
25
MENIT
Kegiatan Inti Meminta
group practice
Practice
bergantian
70
MENIT
Memberi
penilaian
Meminta
group yang
belum practice
hari ini untuk
minggu depan
Merespon
perintah
Penutup Mengakhiri
dengan salam
Menjawab salam 5 MENIT
RENCANA PELAKSANAAN PEMBELAJARAN
Standar Kompetensi : Mahasiswa mampu mengaplikasikan prinsip-prinsip
Kesekretariatan dalam tugas-tugas sekretaris.
Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas sektretaris
berkaitan dengan keterampilan tulis.
Alokasi Waktu : 2x50 menit
Indikator : Mahasiswa dapat membuat makalah tentang tugas
sekretaris
Materi Pokok : Paper about the secretary’s duties in a company
Langkah- Langkah Kegiatan
Pembelajaran Kegiatan Pembelajaran Metode Sumber Alokasi
Waktu
Dosen Mahasiswa
Pendahuluan
Membuka
dengan salam
Menjelaskan
tujuan yang
hendak
dicapai pada
pembelajaran
materi .
Memberi
apersepsi
Dosen
membagi
kelompok
Menjawab
salam
Mahasiswa
merespon
Mahasiswa
mencari
kelompoknya
Project-
in group
Website-
Other
references
10
MENIT
Kegiatan Inti Menjelaskan
syarat
pembuatan
paper dan
kriteria
penilaian
Mendengarkan
penjelasan
sambil ada
yang mencatat
50 menit
Memberi
kesempatan
mahasiswa
untuk bertanya
bila belum
jelas.
Menjelaskan
tentang waktu
pengumpulan
paper untuk
UAS
Aktif
berdiskusi dan
bertanya
tentang tugas
yang akan
dibuat untuk
UAS
30 menit
Penutup
Mengakhiri
dengan salam
Menjawab
salam
5 menit
ENGLISH FOR SECRETARY
BUKU AJAR
Oleh
Siti Azizah, S.Pd, M.Pd
Fakultas Bahasa dan Sains
Universitas Wijaya Kusuma Surabaya
2013
DAFTAR ISI
BAB I
1.1 The Role of Secretary
1.2 Personal qualification.
1.3 The function of Secretary
BAB II
2.1 Writing Correspondence
3.2 Writing Diary
3.3 Writing Memo
3.4 Writing The Minutes
3.5 Travel Arrangements
3.6 Meeting
BAB III
3.1 Secretary as a guide
3.2 Receiving Telephone
3.3 Receiving Visitors
3.4 Making Appoinment
BAB IV
4.1 Interview
4.2 Paper
Tinjauan Mata Kuliah
1. Manfaat mata kuliah: English for Secretary mata kuliah pilihan dan mata kuliah ini ditawarkan agar
mahasiswa memiliki pengetahuan dan keterampilan tentang kesekretariatan
.
2. Deskripsi Mata Kuliah:.
Mata kuliah ini memberikan kompetensi kepada mahasiswa agar dapat
mengaplikasikan pengetahuan dan keterampilan sekretaris dengan pokok bahasan:
The role of secretary, personal qualification of secretary, the functions of secretary,
writing correspondence, writing diary, writing memo, taking the minute, travel
arrangements, meeting, being as a guide, receiving telephone, receiving visitors,
making appointments, interview and paper.
3. Standar Kompetensi:
Mahasiswa dapat mengaplikasikan prinsip-prinsip kesekretariatan dalam tugas-tugas
sekretaris.
4. Kompetensi Dasar:
Mahasiswa dapat memahami peran dan kualifikasi sekretaris
Mahasiswa dapat tugas-tugas sekretaris berkaitan dengan pengetahuan
Mahasiswa dapat memahami tugas-tugas sekretaris berkaitan dengan keterampilan.
Mahasiswa dapat mengaplikasikan tugas-tugas sekretaris berkaitan dengan
Keterampilan tulis
Mahasiswa dapat mengaplikasikan tugas –tugas sekretaris berkaitan dengan
Keterampilan lisan.
Mahasiswa dapat mengapilkasikan tugas-tugas sekretaris berkaitan dengan
Pengetahuan dan keterampilan lisan.
Mahasiswa dapat mengaplikasikan tugas-tugas sekretaris berkaitan dengan
Pengetahuan dan keterampilan tulis.
5. Pedoman Pemakaian:
Bahan ajar ini digunakan oleh mahasiswa semester VII yang sudah mengambil
mata kuliah Business Correspondence. Bahan ajar ini digunakan sebagai buku
wajib mahasiswa selain menggunakan buku- buku referensi yang lain atau buku
penunjang lainnya yang relevan dengan English for Secretary. Dengan buku ajar
ini mahasiswa memperoleh selain pengetahuan teori dan juga contoh –contoh
dialogue tetapi juga lebih pada praktik langsung baik secara individu maupun
kelompok dan tentunya mahasiswa harus dapat improvisasi dalam praktiknya
bukan semata mata mengkopi saja dari buku ajar ini. Oleh karena itu mahasiswa
harus juga praktik lapangan untuk memperoleh data riil guna keperluan tambahan
untuk bahan UAS.
The role of secretary
The secretary is a professional --not only because of the knowledge and preparation
necessary for the job but also because being a professional implies competence, pride in
one‟s work, and a dedication to excellence. The secretary is a professional with each of these
qualities. Moreover, the secretary is an important member of the management team,
responsible not only for carrying out the executives‟ wishes but also for helping to maintain a
well-organized and efficient office.
The secretary of today is still an employee who is privy to confidential information.
The word “secretary” is from Latin (secretarius) meaning “confidential employee” The job
has not changed. However, the tools of the trade have changed over the years. Office
automation and machine dictation have revolutionized the type of work that the secretary
does, and changes are expected to continue. The changes that will take place in the future are
impossible to predict, but the professional secretary-also sometimes known as the
administrative assistant, administrative secretary, private secretary or several other titles-will
be able to learn and adapt to each new challenging environment.
Secretaries are professionals with career goals. Specialized training is a matter of
professional survival in a world where the methods of handling information are changing
rapidly. The secretary will be increasingly involved with office automation and needs to be
familiar with the concept and the technology. The responsibilities of the secretary arc
multifunctional: typing / keyboarding, transcribing; processing mail; telephoning; scheduling
appointments; greeting visitors; composing and editing documents; researching; coordinating
meetings, conference and teleconferences; making travel arrangements; and organizing time
and work. .
Personal Qualifications of a Secretary
Generally speaking, personal qualifications are qualities that become apparent during a
personal interview, referees usually stress personal qualities in their letters of recommendation,
usually favorable ones. One of such personal qualifications is appearance, which is especially
important when coming for an interview for a new ,position. Appearance includes poise, dress,
posture, smile and cleanliness. A secretary may easily pass the appearance test successfully if the
impression she makes is that she is intelligent, neat, appropriately dressed, pleasant and well
mannered.
She must also have a good character, be honest, reliable, trustworthy. possess moral
excellence and firmness. A secretary must dress suitably. The dress must be in tune with the
environment. Attractive , colorful suits will reveal the charm and good taste of ,he wearer.
Cosmetics should be applied lightly and should enhance the wearer's appearance.
A college education plus the companion elements of self confidence, wide Intellectual
experience and mastering foreign languages and computer systems / high technology are very
required for all companies. For that reason the qualifications of secrctary in Millennium Era do
not only have good - personality (performance and communication skills) but also skills and
knowledge such as managing files (data are useful information), managing visitors (telephone
for superior), managing life for superior and managing agenda for superior.
THE FUNCTIONS OF THE SECRETARY
Secretary are very much needed in organizations to assist managers and executives, in carrying
out their responsibilities. Unlike a shorthand typist whose main duty is to take down shorthand from
dictation and then transcribe it, a secretary does more than these things. Her duties may be divided into
primary and secondary functions.
The primary functions of a secretary are those that almost all secretaries are expected to perform,
these basic secretarial skills involve typewriting, taking dictation, answering telephones, dealing with
mail, receiving visitors, keeping a desk diary, filing and duplicating.
The secondary functions require knowledge rather than skill. She has to acquire the knowledge of
the business world, the divisions of industry and commerce especially the branch of industry or
commerce her boss is involved in. Further, a knowledge of correspondence and communication is
essential in almost all secretarial work; the ability to compose letters from notes or draft replies
independently is one important feature that distinguishes a secretary from a shorthand typist.
Other attributes which a secretary should possess is the ability to use reference books and other
sources of information, a knowledge of committee procedures and taking minutes and how to handle
simple accounting. In addition to communicating with people, the secretary provides the communication
link between people and machines. The rapid advancement of modern science and technology will not
replace secretarial work with machines. The secretary can provide the human element in this constant
flow of information in today‟s business world.
Writing Correspondence
Every business person occasionally faces circumstances that vary from the usual
day to day operations. Many of these situations require letters that provide an opportunity
to create goodwill for the business and the individual. Secretary is as the image of
company should tackle everythings coming to her company including keeping good
business atmosphere either from in or out of company. Dealing with letters for business
associates, secretary is also responsible for writing letters signed based on her authority
among them: Letters of Congratulation, Invitation, Reservation and Condolence,
Recommendation.
In addition to promotions and elections such events as births, weddings and
engagements call for acknowledgment. We always acknowledge the events when those
involved are employees in our firm.
Letter of Congratulation:
I just learned of your promotion to the post of The Vice President of Security , Inc.
Please accept my warmest congratulations and best wishes for every success.
Replying to Congratulations
Many thanks for your nice words about my promotion and for the good wishes.
I look forward to continuing to work with you at the Chamber of Commerce
I always enjoy it.
Letter of Invitation
We are pleased invite you to be our guests at the Installation Ball of the Chamber
at the Beachrider Hotel on January 8.
As was recently announced, Robert Dodson, our executive Vice president will be
installed then as president of the Chamber of commerce for the coming year. A cocktail
receptions at seven o‟clock will be followed by dinner and dancing.
Will you plese let me know by December 29 whether you will attend I will be glad to see
you there
Formal Invitation
The Board of Director
Massachusetts Invesments Company
Request the company of
At dinner
On Saturday, the twelfth of June
At seven thirty o‟ clock
744 North New York Evenue
Chicago, Illinois
Black Tie R.S.V.P
To the
Secretary
Replying of Invitation
Mr and Mrs Charles Longworth accept with pleasure the invitation of the Board
of directors of the MassachusettsInvesment Company for dinner on Saturday, the twelfth
of june , at seven thirty o‟clock.
Letter of Reservations
Please reserve a single room for me for the nights of June 15, 16 and 17 .
I shall arrive about 5 p.m on June 15 and depart at noon on June 18.
Will you please send a prompt confirmation.
Letter of Condolence or Sympathy
I was deeply sorry to hear of your sad news, Jim was a fine man with whom I
spent many enjoyable and constructive times. Be will be greatly missed by all of us who
knew him and who worked with him in building a better community. Please accept my
warmest sympathy and best wishes.
MEMORANDUM
A memorandum is a written communication from one person to another for a group of
people within the same organization.
Memoranda serve a variety of purposes:
to inform of decisions, actions, etc
to request decisions, actions, etc
to remind of action which is required
to provide information of anv kind.
If the subject matter is confidential, a memo may be enclosed within an envelope. The
message may be signed, initialed or left unsigned, depending on the procedure adopted within
individual organizations.
Structure and style
Memo head
Subject heading : A brief indication of the topic
Introduction : Background information
Briefly give the reason for writing
Refer to previous communication, if applicable
Who? What? Where? When?
Details : Facts and figures
Ensure a logical sequence
Separate into paragraphs, each dealing with a particular aspect of
the main theme.
Response : An action statement
Action required from recipient?
Action you will take?
Deadline?
Close : A relevant‟ one-liner
Tone
A tone should be adopted which is appropriate to these factors:
Avoid abruptness (add “please”)
Avoid over-politeness (eg “I should be very grateful”)
Avoid unnecessary expressions like “Thank you‟ and “Regards”
Layout : no salutation and complimentary close
MEMORANDUM
To: All office staff Subject : Redundancies
From: personnel Officer Date: 13th
September
As you know the current rise in manufacturing costs ........................... (cause) a reduction in our
profit margins. Normally, we .....................(employ) fifty staff in the Personnel department, but
we ...................(plan) to reduce the number of factory workers and therefore also the number of
office staff. For these reasons the Managing director ...................... (ask) for names of staff who
vyould like to take early retirement.
Many people .................... (complain) that we are presently understaffed, but at the moment we
……….. (try) to resolve the problems. On October 1st we will computerize the department, end I
………. (think) you all know the probable consequences.
At the moment, I .... (try) to improve working conditions in the department, and at this difficult
time I .... (need) your help in achieving these objectives
Taking The Minutes
At a large formal meeting, it is profitable that an elected officer of the organization or
some other designated person will take the minutes of the meeting. The proceedings may also be
recorded on tape for future reference. However, it is possible that you will be asked to take the
minutes. Regardless of who takes notes. the final typing of the minutes is very likely to be one of
your responsibilities. If you know that you are to take the minutes, prepare for this assignment
carefully First, check previous minutes in the tiles, second consult another secretary who has
taken minutes at similar meetings. third confer with your boss concerning the procedures and
tone he would like to hate followed.
The minutes serve as the official record of the proceedings of the meeting, the name of
the presiding officer and a list of those present and those ahsent. Discussion should he
summarized, not recorded in full. However. resolution and motion should be fully recorded in
their proper order, together with the names of those who introduced the motions. The minutes
are usually duplicated and copies are sent to “each person present at the meeting, to members
who could not attend the meeting and to other designated individuals. They are usually kept as
permanent records, sometimes in a minute book Papers presented are often attached to the final
typewritten copy. The minutes are signed by the person who took them and sometimes also by
the presiding officer.
In addition to typing the notes and minutes of meetings. You may be asked to assist your
employer in preparing announcements concerning action taken at the meeting and in typing
letters of appreciation or congratulation. You may also be asked to prepare publicity releases
about action taken and officers selected or appointments made at the meeting. Your careful
attention to the follow up details is just as important as your care in making the arrangements for
the meeting.
There are many models in taking the minutes and the following are one of examples of
taking note and agenda as well as taking the minutes. Minutes are a written record of what took
place at a meeting. Minutes should he written in the past tense using third person and reported
speech.
Notice And Agenda
Company‟s name ......................... AURORA HOLDINGS
Title of meeting .............................. WELFARE COMMITTEE
Notice section state ...................... The monthly Welfare committee will be held in the
Venue, time and date ..................... “Taylor‟s Office at 16.30 on Tuesday 21 October 2006
AGENDA
1. Apologies for absence
Opening ordinary business.... ......... 2. Minutes of last meeting
3. Matters arising (Will Thomas)
4. Staff Restaurant (Jim Cage)
5. Christmas and dance (Wendy)
Final ordinary business .................. 6. Any other business
7. Date of next meeting
Minutes of meeting
AURORA HOLDING
WELFARE COMMITTEE
MINUTES OF A MEETING OF THE WALFARE COMMITTEE FIELD IN THE
CHAIRMAN”S OFFICE ON TUESDAY 21 OCTOBER 2006 AT 16:30.
PRESENT : Eileen Taylor (Chairman)
Jim Cage
Wendy Sheppard
Will Thomas
Georgia Thomas
1. APOLOGIES FOR ABSENCE
Apologies were received from Anthony Long who was attending a business conference.
2. MINUTES OF LAST MEETING
The minutes had already been circulated and the Chairman signed them as a correct record.
3. MATTERS ARISING
Will Thomas reported that he and Georgia had visited Renee Simpton in hospital on 16
October to deliver the committee‟s basket of flowers and good wishes for a speedy recovery.
Renee said that she hopes to return to work on Monday 4 November and will be able to
attend the next committee meeting.
4. STAFF RESTAURANT
Jim Cage distributed copies of the accounts for the half year ending 31 July. He pointed out
that a profit of $1300 was made over the first 6 months of the year. He suggested that some
of this be used to buy a new coffee machine as the present one is old and unreliable. It was
agreed that he would obtain some estimates and discuss this further at the next meeting.
5. CHRISTMAS DINNER AND DANCE
Miss Wendy Sheppard passed around sample menus which had been obtained from hotels.
After discussion it was agreed that arrangements should be made with the Marina hotel for
Saturday 21 December. Miss Sheppard agreed to make all the necessary arrangements.
6. ANY OTHER BUSINESS
There was no other business.
7. DATE OF NEXT MEETING
It was agreed that the next meeting would be held on Wednesday 20 November at 19:00
............................................ (Chairman)
............................................ (Date)
ET/ST ..................................
30 June 2006
Planning Journeys / Travel Arrangements
Every secretary should know about the details of travel arrangements. Planning journeys
for your boss needs a lot of preparation. Firstly, you should discuss the itinerary with your boss.
An itinerary is a detailed plan of journey. It contains the time, date and day of departure and
arrivals. It also includes business meetings, and hotel reservation and other information.
Secondly, look it that all the travel and business documents your boss needs are
complete. Make sure that passport, visa and vaccination certificates are still valid. If your toss
also carries some business documents such as contracts, invoices etc, be sure to make them ready
a few days before your boss‟ departure.
If you come across some problems during your boss‟ absence, make your own decision
on matters that arc of relative importance to the company. If you are unable to decide, contact
your boss‟ deputy. You can also contact your boss by cable or telephone. Experience and
wisdom will help you to decide what to do.
MEETINGS
Meeting is a media of coordination and communication. In further definition,
meetings are an important setting for oral communication and are used for a variety of purposes:
to provide information to a group of people
to report on some activity or experience
to co-ordinate and arrange activities
to obtain assistance
to put forward ideas or grievances for discussion
to create involvement and interest
Types of meeting:
Formal
Statutory Meetings Formal rules of procedure
Annual General Meetings Official quorum
Extraordinary General Meetings Full Written record
Board of Directors‟ Meetings
Meetings of managers/
Section Heads
Meetings of Managers with
Subordinates
Departmental meetings
Committee Meetings No formal rules
Working Party / project Task Informal notes may
Meetings be taken
Informal
Formal meetings
A preplanned, structured meeting
A prepared agenda
A quorum must be present (the minimum number of people who should be present in
order to validate the meetings)
A specified amount of notice must be given to members A formal record of each meeting
must be kept.
Informal meetings:
They are not restricted by the same rules and regulations as formal meetings. They may
be short and announced only a short time before they are held and usually on company
promises.
Strict agendas may not be used, especially in brainstorming or discussion sessions A
record of what took place may not be kept.
Meeting can be divided based on:
Purpose ; meeting is used to provide information, solve problem, take decision.
Planning; meeting is divided into formal and informal.
Periodic; meeting consists of periodical meeting and specific meeting.
Participants; meeting covers vertical and horizontal
Urgency; meeting includes regular and important.
THE SECRETARY AS A GUIDE
The one of important function the secretary has to perform time to time is acting as a guide.
In celebrating the company‟s anniversary or other similar celebrations among various functions
of the secretary, the secretary is often required to act as a guide. When visitors come to attend the
celebration, the secretary should welcome and greet them warmly, make necessary introductions, give
essential explanation and information about the company, and make the visitors feel at home. In receiving
visitors, particularly those who come from far, the secretary help if required. Before a celebration, she has
to arrange a lot of things such as sending out invitations, arrnging hotel and seating accommodation.
By acting as a guide, the secretary has fulfilled one of her primary secretarial functions.
CELEBRATING THE SILVER ANNIVERSARY
You will meet Carol Wagner, Personel secretary to Mr. Black, the Managing Director of
intercontinental Ltd. manufactures of office furniture and general merchants. Carol is welcoming visitors
for the silver anniversary of the company.
Carol : Good morning, ladies and gentlemen. On behalf of the company I would like to
welcome you to london and to our head office. I‟m Carol Wagner, personal secretary
to Mr. Gerry Black, our Managing Director, who will be here in a moment. We‟re
very happy that you have accepted our invitation for our 25th anniversary and hope
you will enjoy your visit to England and to us. I presume most of you have met Mr
Black before. (voices of confirmation). Hello, Mr Postma. You‟re from Rotterdam
office, suppose.
Mr. Postma : That‟s right. Good morning Carol
Carol : Ah. Here's Mr Halim from Jakarta. How do you do ?
Mr. Halim : How do you do, Carol ? nice meeting you again.
Carol : Thank you, Mr Halim. And you are Mr. Mason from Melbourne, I presume.
Mr. Mason : You‟re right, Carol. You do have a good memory.
Carol : And you are Mr. Carlos from Mexico City, right ?
Mr. Carlos : Hi, Carol. How‟re you ? Our names are almost the same.
Carol : (laughing) Yes. Carlos-Carlos. (every body laughes).
Carol : And Mrs. Singh from New Delhi .... Mr. Pike from New York ... Mr. Well, it‟s really
nice to have you all here. 25 years have passed since the founder of Intercontinental
Ltd. Mr. George Nelson laid the first stone. As you know the company started from
scratch and developed very rapidly since the last fifteen years due to proper
management and close cooperation from all of you, I am not going give you an
elaborate explanation of the company as we will soon watch a film about the history
and activities of the company. Any questions ?
Mr. Postma : I have a problem, Carol. I lost my traveller‟s checks on my way here.
Carol : I see. Our personnel department will get the refund for you today. Give me the
numbers of the checks, please.
Mr. Postma : Here you are. Thank a lot.
Carol : It‟s pleasure.
Mr. halim : I have a small problem too, Carol. My hotel is too far from the office, and the food is
not nice at all.
Carol : O.K. Halim. We‟re arrange a better place for you to stay.
Mr. Halim : Thank you. The sooner the better.
Carol : After the film, we are going to see all the department and then....
Receiving Telephone
Strategical Ways in Telephoning
Alexander Graham Bell in 1890‟s demonstrated the way / the telephone manner to
encourage its use in business. Dooley says even though visual input of your body is lost, you are
on the telephone should improve your telephone techniques,
1. Smile.
Sticking a smiley face in the center of a rotary phone used to be one effective way. When
you pick up that phone, leave the tiredness, the frustration, the anger, the boredom and the
anguish behind. Plants a smile squarely on your face sprinkle it with enthusiasm and make
the person on the end catch the feeling.
2. Slow down
May be we have all come across the speedters, so we should speak at around 130 words per
minute in face to face conversation, but need to slow this down to about 100 words per
minute on the phone. On the phone the figure is up 30% so we must ensure that our words
are heard crisply and clearly.Where accents are a difficulty, a slower speed will also help to
clarify speech. Before you star, pause, take a deep breath, then speak clearly and slowly.
Don‟t be a snail which is boring. But if you know you are a speedters make an effort to calm
and control your speech.
3. Breath
Slow breaths can do wonders for you. Breaths stimulate the oxygen flow to the brain, making
you more alert and you thinking clearly. It will relax you so you can deal with the next call
more calmly.
4. Don’t eat, drink or smoke
Don‟t believe that because you can not be seen you can not be heard. Don‟t put sweet,
cigarette while you are telephoning because the person on the other end of the line can hear
the chews and the drawn in breath. It is impolite.
5. Avoid jargon
For example: within industry talk about “con notes” meaning consignment or freight notes
(form of the freight when sent it on its journey).
6. Stand up
Towards the end of the day you tend to slip lower and lower in the chair. As your body
slouches, so does your tone. Try it and hear the difference, stand up, stretch, walk about
always ensure that you have a long cord on the phone that allows you to move. This will help
greatly when you are feeling a bit down.
7. Be ware the monotone ( manage your voice)
Add color your voice. People trust and purchase from are those who sound confident in their
product-they are enthusiastic and definite in their information handling. Use variations in
your tone, pitch and add color and feeling.
8. Clarity
Clearness or intelligibility. Speak clearly and slowly and project your voice (spelling T,D,B)
etc.
9. Use radio / tape / CD
It can assist with a brightening the atmosphere in the office. It can also help you speak up. A
radio playing softly in the background- a nice middle ensures you will speak up to be clearly
heard
Rules for outgoing calls and incoming calls
Outgoing calls Incoming calls
Identifying yourself Identifying yourself
This is …………. Here Azizah speaking
My name is
Asking to speak to someone Helping the caller
Could you put me through to.... Can / may I help you?
Could I speak to ……. please? Who would you like to speak to....
I‟d like to speak to ………
Giving further information Asking for caller’s identification
It‟s connection with Who's calling / speaking, please?
Which company arc you from?
Explaining the purpose of call Connecting the caller
I‟m calling to ask about .... Just a moment / minute, please!
I‟m calling to tell you …. Hold / hang on, please!
I‟m putting you through now
Showing understanding You‟re through now
I see I‟m connecting you now
I understand
Leaving a message Explaining someone is not available
Could you give ………. Message‟? I‟m afraid ….. is not available now
Could you tell .... (I‟ll call back later) I‟m sorry but .... is in a meeting now
Could you ask .... to call me (when he gets back)
Thanking Alternative actions
Well, thanks for the information Could you phone / call back later?
I‟m very grateful for you assistance Would you like to leave a message?
Ending the call Responding to thanks
I look forward to seeing you You‟re welcome / not at all
Good bye Ending the call
Thanks for calling
Good bye
Receiving Visitors
Receiving visitors is one of the important functions of secretarial work. You have to be
gracious and tactful at all times. In receiving a caller, you have a double duty. First, to carry out
your boss‟s wishes and to make friends for your oganizations. Second, to help visitors, within the
limit of your department, to accomplish their purpose of visit. One of the most important things
in dealing with visitors is to find out your boss' police toward visitors.
In welcoming visitors, you are first impression of your organization. Try not turn away
visitor if you can possibly avoid it, for it could destroy the exiling relationship of break the ones
that are developing. If you have to, be very nice to them, and let them know that they can come
back some other time. Remember, one of your duties is to make visitors feel at home. The result
of your warm reception to a visitor will strengthen or build up a nice relationship between the
visitor and your executive, and this will produce more business in the long run.
.
Public Relations Techniques For A Secretary
A business, whether small or large, relies upon company personnel to strengthen the
public image created by the public relations department In all of a secnetary‟s dealing with the
public, she represents the organization. If she provides prompt and pleasant customer service,
she creates goodwill for herself and her company. A secretary is responsible for maintaining a
business like atmosphere.
With a pleasant sruile and friendly greeting she communicates goodwill. Therefore she
must practice good public relations techniques. If these techniques are used wisely and well, she
will provide a good image to the company‟ clients or customers which is useful for the success
and progress of the company.
A customer or client who has been gr ed pleasantly by a secretary when he entered the
office will surely also expect a pleasantly spoken goodbye when he lives. It tikes only a moment
for the secretary to smile nod goodbye, yet the departing individual will be favorably impressed
and remember the friendly gesture by saying “good bye” pleasantly.
Public relations techniques are as follows; a pleasant smile, a friendly goodbye, an appropriate
greeting, suitable conversation, pleasant to of voice, good listening ability, attentive attitude,
efficien
There are suggestions for being interviewer and interviewee:
1. Your name, address and telephone number
2. The title and reference number of the job
3. Your date of birth
4. Your marital status
5. The name of present/lasst employer
6. The address of present/last employer
7. Your hobbies and leisure interests
8. The sports you play
9. Details of the job you have had
10. The languages you speak, read and write
11. Details of the examinations you passed at school
12. Details of professional diplomas or degrees you have gained
13. Details of training courses you have attended
14. Details of you achievements and responsibilities in your working career
15. Your suitability for the job advertised
16. You reasons for applying for this job
17. When you are available for interview
18. Details of you present / last job
19. Your current / last salary
20. The salary you would expect to receive
21. The name - and addresses of two or three referees.
Questions on the job and the organization
1. Why do you want this job?
2. Can you work independently?
3. What qualities do you look in your boss?
4. Would you work overtime if necessary?
5. When could you start working?
Questions on the secretary’s role
1. What are the differences between a private secretary and a personal assistant?
2. What qualities should an effective secretary posses?
3. What qualities do you think are most important?
4. What arc the most important functions of the secretary‟s role?
5. Could there be a conflict between a secretary's loyalty to her boss and the firm?
6. What has been the most difficult situation you have ever had to deal with in the office?
Questions on ambitions
1. Why did you take up a secretarial career?
2. What do you hope to be doing in five year‟s time?
3. Would you consider yourself suitable to enter management?
4. What do you look for in your job?
Questions on interests and hobbies
1. What do you do in your free time?
2. How long have you been interested in your hobby / sport?
3. Are you attending any part time classes?
THE INTERVIEW
PM : Personnel Manager
MM : Marketing Manager
HB : Hillary Beacham
PM : Come in, ah, good morning Miss Beacham. Thank you for coming
11B : Good morning
PM : Please sit down
HB : Thank you
PM : Can I introduce you to Alice Everett, our Marketing Manager
HB : How do you Do?
MM : How do you do?
PM : And lam Sheila Poison, the Personal Manager. So, miss Beacham, did you find us easily
this morning?
HB : Yes, it/s an easy route from where I live in Southtown
PM : And do you have your own car?
HB : Yes, I have
PM : Good. Can we check on a few of your personal details? You were born in 1953, is that
right?
HB : Yes, 3 rd September 1953 to be exact
PM : And you are single
HB : Yes I am
PM : OK Can we move on to your education now? You‟ve got four 0 levels including English
Language?
HB : That's right
PM : Thank you very much, Miss Beacham. Alice, would you like to continue?
MM : Yes, certainly, Miss Beacham, can you tell us a little bit about where you have worked
before?
HB : Well, my last job was with format
MM : And You were a PA there?
HB : yes, that‟s right
MM : And when did you start with them?
HB : two years ago
MM : I see, So why did you decide to leave?
HB : Well, Perhaps you heard that the company went into liquidation earlier this year
PM : So what did you like about that job?
HB : Well, my job was PA to the Marketing Manager. What I enjoyed most was coming into
contact with customers and suppliers both face to face and on the phone.
MM : And where did you work before Format?
HB : Ideal Systems
MM : And how long did you work for ideal Systems?
HB : For ten years, as a secretary
PM : And why did you leave that job?
HB : Well, I felt that I needed a change, I think I had learnt all I could there.
MM : going back to format. What did you work for there?
HB : A man called Peter Smith. Do you know him?
MM : We‟ve met. OK, that‟s enough on work experience. Do you have any
word processing experience?
HB : Yes, as secretary at Ideal systems I used a word processing system
designed by the company. It was called “word”
MM : And what about at Format‟? That was also a computer company, wasn‟t it ?
HB : Yes, that‟s right
MM : S how much experience do you have of working in computer companies?
HB : Well, two years at Format and ten at Ideal Systems. Oh and I also had some work
experience with a software company while I was at college.
PM : What secretarial qualifications did you get while you were at college?
HB : Well, I‟ve got two secretarial qualifications. I‟ve got RSA Stage 11
Typing
PM : So your typing should be pretty good?
HB : Well, in fact I didn‟t do much typing at Format. I‟ve got RSA in shorthand
PM : and which qualification exactly?
HB : The RSA 100 ... so 100 words per minute
PM : Fine. And one final question. If we decided to offer you the job, when could you start?
HB : Oh, I could start immediately, or as soon as you wanted me to
PM : Fine. I think that‟s everything. Have you got any questions?
HB : well, I would like to know ...................
Buying Tickets For a Group
Several days before Wong ang his party return to Hong Kong
Christine, reserves seats for their flight.
Chris : Hello, is this Vata Travel agency ?
Clerk : Yes Can I help you ?
Chris : Yes. please this is the Golden Hand Co.l‟d like to make a booking for three persons
on Cathay Pasific Flight to Hong Kong on the twentieth of May. Are there still seats
available ?
Clerk : Yes, miss. Would you like me to book them in the moning or in the
afternoon ?
Chris : In the moning, I guess. The names are Mr Wang, Mr Lee and Mr Hoo. Is
there a flight at a quarter to eleven ?
Clerk : There is. Shall I make them return tickets ?
Chris : Oh no. One way, please. How much is it in rupiah ?
Clerk : Just a moment. it will be one hundred and eighty five thousand rupiah each.
Chris : Okay. By the way, what‟s to day‟s exchange rate for the US dollar Clerk : It‟s one
thousand one hundred and ten rupiah to one US dollar
Chris : Thank you
Clerk : It‟s a pleasure. Shall I send the tickets to your office or would you rather collect them
and settle the invoice here ?
Chris : I‟ll appreciate it if you can send the tickets and the invoices to my office.
Chris : How many flights a week do you have to Hong Kong ?
Clerk : We have ten flights a week that 5, every moning at aquater to eleven and every
afternoon at there except Saturdays and Sundays.
Chris : Do you stop over in Singapura?
Clerk : Yes, for just twenty minutes
Chris : Thank you
II. Booking a Room for a Guest
Situation : Linda dan Joko telah memesankan kamar bagi tamu perusahaan mereka
Mr. Black, di hotel Mandarin dan menanyakannya apakah mereka
langsung pergi ke hotel atau tidak.
Linda : Mr. Black, we‟ve already booked a room for you at the Mandarin Hotel.
Mr. Black : Thank you very much.
Linda : Shall we go straight to the hotel?
Mr. Black : Okay. What type of room did you book for me?
Linda : A single room, looking out on Hotel Indonesia.
Mr. Black : That‟s good. I need an electric typewriter to type some letters to my clients
here in Jakarta. Could you get one for me?
Linda : You don‟t have to do it yourself, Mr. Black. Just draft them and I‟ll have
them typed for you in the office.
Mr. Black : Will it not interfere with your work?
Linda : No, not at all.
Mr. Black : Thank you, then. I will bring them to you this afternoon. Is 2.00 o‟clock
OK?
Linda : That‟s fine. I‟ll be waiting for you at the office.
III. Ordering Food in a Restaurant
Situation : Anda berada di restoran hotel dan Anda ingin memesan makanan atau
minuman. Percakapan ini adalah percakapan antara seorang tamu dan
pelayan restoran, dari menyambut tamu sampai memesan minuman dan
makanan. Percakapan ini menunjukkan cara bagaimana memesan
makanan di restoran.
Waiter : Good afternoon, Sir.
Mr. White : Good afternoon. Do you have a table for me?
Waiter : Did you make a reservation, Sir?
Mr. White : No.
Waiter : In that case, there‟s a small table for one person over there. Would you
please come this way? (Mr. White and the waiter go to the table. Mr.
White sits down).
Mr. White : Can I have the menu, please?
Waiter : Here you are, Sir.
Mr. White : Do you have a special today?
Waiter : No, we don't. We have specials only on Sundays, Wednesdays and
Saturdays. Would you like to have a drink first, Sir?
Mr. White : I‟d like to have an orange juice. For dinner, a T-Bone steak.
Waiter : Would you like to have wine or another drink with your food, Sir?
Mr. White : Yes, please bring me draft beer.
Waiter : Yes, Sir. Anything for dessert?
Mr. White : An ice cream.
Waiter : What flavor, Sir?
Mr. White : Vanilla.
Waiter : Yes, Sir.
Mr. White : I'm pretty thirsty. So, please bring nee the orange juice first.
Waiter : Yes, Sir. Right away.
Mr. White : Thank you.
Booking a Hotel
L : Lancaster Hotel
HB : Hello. My name is Hilary Beacham from Compact System. I‟d like some information,
please.
L : Sorry. You „ll have to speak up: it‟s a very bad line
HB : OK. Can you tell me if you have any single rooms available on the 5th, 6th and 7th may
L : Soory. I didn‟t quite catch those dates.
HB : The 5th, 6th and 7th May
I : Yes, we still have rooms for those dates
HB : And does every room have a telephone ?
L : Oh yes
HB : And the location is very important. Are you near Lancaster Road ?
L : Well, we‟re actually in Lancaster Road. Number 16
HR : (writing) 60 Lancaster Road
L : Excuse me. Not „60‟ – 16
HB : 16 - thank you. And the next question is do you have any meeting rooms ?
L : Can you repeat that please ?
HB : Meeting room. Do you have any ?
L : We do. I‟ll just check that we have one available for any those dates…….yes, we do
HB : Good
L : Is there anything else ?
HB : Oh yes. Is there a restaurant in the hotel ?
L : Did you say „ restaurant ‟ ?
HB : That‟s right
L : No. I‟m afraid not; just a snack bar. But there are a number of exellent ones just round the
corner
HB : OK. Thanks very much. Goodbye
L : Goodbye
PERSONALITY
Mr. Black, the managing director of Intercontinental Ltd, asks Carol to look for a junior secretary.
Mr. Black : Well, Carol, as my personal assistant, one of your duties is to appoint a junior
secretary. Will you prepare the advertisement ?
Carol : Yes, I will, Mr. Black…. Here you are. Would you like to see if it‟s right ?
Mr. Black : (Reading) O.K. That‟s fine. Let‟s see how many applicants we‟ll get. What are the
necessary qualities a secretary should possess ? What do you think ?
Carol : I should say independence, responsibility, intiative and a pleasant personality.
Mr. Bleck : She should also be presentable and good looking at the same time. What else.
Carol : Let‟s say………..discipline and humour.
Mr. Bleck : I do like a girl who is humorous and who can create a pleasant atmosphere in the
company, but I don‟t like a talkative girl who might reveal secrets of the company.
Carol : I think she must have the skills and knowledge required to carry out her duties.
Mr. Bleck : That‟s it! She must be able to carry out both the primary and secondary functions
of secretary.
I. A Telephone Conversation
Situation : Mr. Steve Martin menelepon Sumarecon untuk menanyakan tentang
sewa ruang kantor di PT. Sumarecon.
Operator : Sumarecon, good morning. Can I help you?
Steve Martin : Good morning. I‟d like to speak to someone about renting office
space, please.
Operator : I‟ll put you through to Mr. Budi. He‟s in charge of it. Steve Martin
Thank you.
Operator : The number is engaged. Can you hold?
Steve Martin : Yes, I will.
(after 1 minute)
Operator : I‟ll connect you now.
Steve Martin : Thank you.
Mr. Budi : Budi speaking. Can I help you?
Steve Martin : Yes, I‟m interested in renting office space in the Pulomas area.
Mr. Budi : What is your line of business?
Steve Martin : General supplies.
Mr. Budi : May I have the name of the company, please?
Steve Martin : Yes. PT. KENCANA INDAH.
Mr. Budi : Can I have your name too, please?
Steve Martin : Steve Martin.
Mr. Budi : S-T-E-V-E M-A-R-T-I-N? And your telephone number?
Steve Martin : That‟s right. 4393195.
Mr. Budi : 4893195? Okay. I‟ll pass this information to Mr. Handoko who will
help you. Can we call you back in an hour?
Steve Martin : Yes, certainly.
Mr. Budi : Thank you. Goodbye.
Steve Martin : Goodbye.
II. Telephone Conversation
Situation : Mr. Brown adalah Direktur PT. ADHI INSURANCE COMPANY. Dia
ingin berbicara dengan Mr. Anton Direktur PT. JAYAKARTA, untuk
menegaskan persetujuan tentang asuransi karyawan yang mereka telah
diskusikan bulan yang lalu. Untuk mengatur persetujuan itu, Mr. Brown
menyuruh sekretarisnya, Tuti, menghubungi Mr. Anton di kantornya
melalui telepon. Inilah percakapan mereka.
Mr. Brown : Tuti, I‟d like to speak to Mr. Anton of PT. Jayakarta. Get him on the phone
for me, please.
Tuti : Certainly, Sir.
(to herself) What is the telephone number of Mr. Anton? Oh, here it is: five, two, seven,
eight, three, one, oh.
Mr. Anton‟s
Secretary : PT. Jayakarta, good morning. Can I help you?
Tuti : Good morning. This is PT. Adhi Insurance Company. My director. Mr.
Brown, would like to speak to Mr. Anton.
Lina : Hold the line, please. I‟ll connect you to Mr. Anton.
Mr. Anton : Anton speaking.
Tuti : Good morning, Mr. Anton. Mr. Brown of PT. Adhi Insurance Company
would like to speak to you.
(Tuti pushes Mr. Brown's line button, and says “Mr. Anton is on the line”)
Mr. Brown : Hello, Mr. Anton. Brown here. I‟d like to ask you about the labor insurance,
that we discussed at PT. Jayakarta last month.
Mr. Anton : Oh, yes. The labor insurance.
Mr. Brown : That‟s right.
Mr. Anton : I‟ve planned a meeting with some of my assistants next Monday to discuss
it. I‟ll give you a call after the meeting. Is that alright?
Mr. Brown : Yes, that‟ll be fine. I‟ll hear from you next week, then. Thank you very
much, Mr. Anton.
At a Bank Anne : Good morning, where can I change some money ?
Clerk : Over there, madam, at the Foreign Exchange Counter.
Anne : What‟s the rate to day, please ?
Clerk : What currency, madam ?
Anne : Dollars, please
Clerk : Are you buying or selling, madam ?
Anne : I want to change dollars into rupiah
Clerk : We can give 6500 rupiah per dollar, madam
Anne : That‟s a poor rate of exchange, isn‟t it.
Clerk : It lower than usual, madam. The dollar has dropped
Anne : It that the official rate of exchange?
Clerk : Yes, it is. It will be the same in all the banks ?
Anne : The reason lam asking, is that I want to change a large amount.
Clerk : I understand, madam
Anne : Oh well never mind, I‟d like to cash these travellers cheque
Clerk : Very good, madam. Would you sign the cheque, please
How much do you want to change, madam ?
Anne : 1.000 US $, please
Clerk : Do you have your passport with you, madam ?
Anne : Yes, here it is
Clerk : Could you sign the cheque, please. How would you like it ?
Anne : What‟s your largest note ?
Clerk : 50.000 rupah, madam
Anne : Well, I‟ll have to take those them
Clerk : Would you like some small change as well ?
Anne : Yes, please, Just a few coins, may be
Clerk : There we are, madam
Anne : Thank you.
ACCOUNTING
Carol is explaining some accounting systems to Linda
Carol : It‟s now time for you to deal with some accounting data, Linda.
Linda : Sure. But I‟m afraid I don‟t know much about accounting
Carol : Don‟t worry about it. All you need to know are simple and pratical accounting practices
that a secretary should know.
Linda : I learned some theory of accounting a college, such as balance sheet, income statement,
changes in financial position and _ and _ accounting cycle.
Carol : Good. That will be sufficient for you to perform your duty without difficulty. Today we
are required by our Accounting Manager, Mr Allan Young, to type these financial
statement: the balance sheet, income statement and retained earnings. Mr.Young has
marked the accounts that belong to assets and those that belong to liabilities. We have to
be careful not to place an account wrongly
Linda : Certainly not. The amount on the left hand side must be equal to that on the right
Carol : That‟s what we call accounting equation. We have got to finish everithing within thesetwo
days. We expect the visit of the auditors next week to examine the company‟s annual
accounts
Linda : An auditor is a person who reviews or examines the financial statement of company. Right
?
Carol : And after the examination, he will submit his report called the auditor‟s report, to the
stockholders
Linda : He will examine my petty cash as well
Carol : Definitely. Make sure that your accounts are kept in order. Otherwise the auditor might
accuse you of committing fraud. (Linda and Carol laugh) Now let‟s get to work.
MAKING APPOINTMENTS
It is common for a visitor to make an appointment before paying a visit.
Carol : Linda, as you see there are lot of visitors everyday, and I would like you from now on
to take over the job.
Linda : OK. I will do my best.
Carol : Most visitors will make an appointment before visiting. In making entries in your
appointment calendars, we must give priority to customers in the order of importance.
Linda : But how do I know who is more important than whom ?
Carol : You will soon learn it by experience ( A few minutes later, the office phone rings).
Linda : Intercontinental. Can I help you ?
Caller : Good morning. I‟m Jerry Kehoe. I‟d like to make an appointment with Mr. Black to
discuss a new contract as soon as possible, what is a convennient time for Mr. Black
to see me ?
Linda : Let me see (Checking the appointment book). Would ten o‟clock tomorrow morning
be o.k ?
Mr.Kehoe : That‟ll be just all right for me.
Linda : Mr. Kehoe....at 10. oo o‟clock tomorrow morning.
Mr.Kehoe : That‟s right. Thank you and good bye.
Linda : Would you kindly spell your last name
Mr.Kehoe : K-E-H-O-E, Karen - Edward - Henry - Otto - Edward.
Linda : I‟ve got it. Thank you, sir.
Mr.Kehoe : Bye
Linda : Bye, sir.
RECEIVING VISITORS
Mr Pike : Good morning, Miss Palmer
Miss Palmer : Ah, good morning, Mr Pike. How are you ?
Mr Pike : Fine, fine. Thank you. I have an appointment with Mr Black at 11.00 this
morning.
Miss Palmer : Oh. yes. I‟ll call his secretary. Wait a minute. Sit down, please. Here‟s today‟s
paper.
Mr Pike : Thanks. That‟s very nice of you.
Miss Palmer : Hello... Carol. Mr Pike has just come for his 11.00 o‟clock appointment with
Mr Black.
Carol : OK. I‟ll come down at once... Hello, Mr.Pike, Mr. Black is expecting you now.
Please come with me.
Mr. Pike : It‟s very kind of you to escort me, Carol. (A new visitor arrives).
Visitor : Hello, good morning, miss
Miss Palmer : Good morning, sir. What can 1 do for you ?
Visitor : My name‟s Harry Hall. I would like to see Mr. Black
Miss Palmer : Do you have an appointment, Mr. Hall ?
Mr. Hall : No. I don‟t. I come with the intention to introduce a new produc to him.
Miss Palmer : Oh 1 see. I‟ll contact his secretary ... Hello Carol. A certain Mr. Hall is here and
wants to introduce a new product to Mr. Black.
Carol : I‟m afraid Mr. Black is fully engaged today. However, I can arrange a meeting
with Mr. Nida.
Miss Palmer : All right. I‟ll tell him. Mr. Hall, I‟m sorry Mr. Black is unable to see you today,
but our purchasing manager. Mr. Nida can receive you now.
Mr. Hall : I‟d like to see Mr. Nida all the same. Thank you.
Miss Palmer : O.X. I‟ll take you to his office.
TAKING MINUTES
Mr. Black has a meeting with five respresentatives from different countries. He has asked
Linda to welcome the visitors and assist Carol in taking minutes.
Dialoque
Mr. Halim : Hm__ hm. Excuse me
Linda : O__ Good morning, sir. Can I help you ?
Mr. Halim : Oh, yes. My name is Robert Halim
Linda : Ah, I remember, Mr. Halim from Jakarta. We met a few months ago, didn‟t we ?
You‟ve come for the meeting, right ?
Mr. Halim : That‟s right. You have a good memory
Linda : Thank you, Mr Halim. Do sit down. Welcome to our office__ Ah, here is Mr.Tan
from Singapura
Mr. Tan : How are you, Linda ? Ah, Mr. Halim. Good to see you again.
Mr. Halim : Nice meeting you. How‟s business
Mr. Tan : Not too bad.
Vices : Good morning, everybody
Linda : Good morning, Miss Strauss, Mr Scholten and Mr. Maison. I believe you all
know one another already.
Voice of Agreement.
Linda : Now would you please come with me to the conference room ? Mr. Black is
expecting you all
At The Meeting
Mr. Black : Well, ladies and gentlemen, thank you very much for attending this meeting. I
think we have all members of the branches present. Mr. Halim from Jakarta, Mr.
Carlos from Mexico, Miss Sttrauss from Zurich, Mr.Tan from Singapura and Mr.
Maison from Sydney. I believe that Carol has already distributed the agenda of
the meeting to you. Now let's begin with the first item. Carol !
Carol : The first item of the meeting is reports from the representative.
Mr. Black : Good ! Mr. Maison, will you begin, please ?
Mr. Maison : Thank you, Mr. Chairman. Sales in Australia have doubled in the last two
months. One problem we are facing now is late deliveries from the head office.
Mr. Black : Oh., I‟m sorry to hear it, Mr. Maison. I‟ll see to it that you get better shipping
facilities. Any more problems, Mr. Maison___O.K. Let‟s proceed. Mr. Tan, will
you submit your brief report ?
Mr. Tan : Thanks, Mr. Chairman. Unlike the market in Australia, in Singapura we can
hardly keep up with the competition from similar products with cheaper prices
from Japan, which have been flooding the market.
Mr. Black : Oh, the Japanese again! I‟ll have our marketing manager, Mr. Wilson, take care
of this problem.
Mr. Wilson : I‟ll discuss this matter with Mr. Tan after the meeting, and believe we will be
able to cope with this problem
Mr. Tan : I‟d appreciate it. Thank you, Mr. Wilson
Mr Black : Let‟s do it that way, Now, Miss Strauss, please
Miss Strauss : My problem is different. As you know switzerland is a rich, and very developed
country. Every body wants superior quality regardless of price. I suggest that the
company produces non-stock item of superior quality.
Mr. Black : That‟s very interesting indeed. I think we can arrange it. Let us know later the
specific demand of your customers.
Miss Strauss : You‟ll be informed about the details.
Mr. Black : Thank you. Miss Strauss. Mr. Halim, would you like to proceed, please ?
Mr. Halim : The only problem we have is a shortage of publicity materials for sales
campaign. I propose that the company send us more materials as brochures,
slides and the like.
Mr. Black : We will certainly comply with your request, Mr Halim. Anything else >
Mr. Halim : That‟s all, Mr. Chairman. Thank you
Mr. Black : Now last but not least, Mr. Carlos report.
Mr. Carlos : I don't have any problem at all. our business in Mexico has been running very
smoothly.
Mr. Black : I‟m glad to hear it, well, any other business to discuss ? ___ Fine. I would like to
repeat my sincere thanks to all of you who have come to attend this meeting.
Ladies and Gentlemen, the meeting is now over (applause from members).
I. Making Preparations for a Meeting
Situation : Tuan Brov n adalah direktur salah satu perusahaan minyak di Jakarta.
Dia akan mengadakan rapat rutin. Untuk itu Tuan Brown meminta
Santi (sekretarisnya) untuk mempersiapkan segala sesuatu yang
diperlukan untuk rapat. Karena Tuan Brown akan menjemput Tuan
Thomson (seorang rekannya dari Amerika) di airport, maka Tuan
Brown menginstruksikan Santi mcminta Tuan Tobing, wakilnya, untuk
membuka rapat terlebih dahulu. Ini adalah percakapan antara Tuan
Brown dan Santi.
Mr. Brown : Santi, we are going to have our regular meeting at two o‟clock
tomorrow.
Santi : Yes, Sir. I have ordered the office boys to prepare the room for the
meeting.
Mr. Brown : Good. Now you have to prepare all material needed.
Santi : Yes, Sir. I have prepared the agenda, note books, and other important
material.
Mr. Brown : Good. I know that you would have no problems in preparing
everything.
Santi : Is there anything else that you want me to arrange, Sir?
Mr. Brown : Yes, tomorrow morning, I have to meet Mr. Thomson at the airport and
take him to his hotel.
Santi : What time will you go to the airport, Sir?
Mr. Brown : The plane arrives at eleven o‟clock, and 1 must be there in good tim(
because this is his first visit to Indonesia.
Santi : If Mr. Thomson goes through immigration and customs smoothly I
think you still have enough time to get to the office before th meeting
begins, Sir.
Mr. Brown : I am afraid we will be rather late because I will first have lunch i the
hotel with Mr. Thomson,
Santi : So, if you aren‟t here at two o‟clock, what do you want us to do?
Mr. Brown : If I‟m late, please ask Mr. Tobing to start the meeting first. They can read the
minutes of the last meeting, and start discussing the first item on the agenda.
Ask him also to explain my absence and that I will join them as soon as
possible.
Santi : Yes Sir, I will inform them before the meeting.
Mr. Brown : Thank you, Santi.
Santi : You're welcome, Sir.
II. Taking Notes At a Meeting
Situation : Mary adalah seorang Sekretaris di Bank of America di Jakarta. Dia orang
Amerika. Di kantornya ada Anita, seorang Indonesia, yang baru saja
bekerja sebagai Sekretaris Junior. Mary akan mengikuti rapat untuk
mencatat notulen rapat bagi atasannya, Tuan Andrew, General Manager.
Oleh karena itu Mary menyuruh Anita untuk menunggu di kantor
sementara Mary mengikuti rapat. Ini adalah percakapan mereka. Anita
bertanya tentang cara membuat notulen.
Mr. Andrew : Mary, I have a manager‟s meeting at two o‟clock. I want you to be
(In his office) there with me to take the minutes. Tell Anita to take care of the office
while we are at the meeting.
Mary : Yes, Sir.
Mr. Andrew : If there is a call for me, tell her to take the message.
Mary : Yes, Sir. Anita, I‟m going to take the minutes at the manager‟s
(In her office) meeting this afternoon. So you will be in charge of our office. When there
is a call for Mr. Andrew, take the message.
Anita : Take the minutes? What do you mean by that?
Mary : Anita, to take the minutes means to make notes of things discussed and the
decisions made at a meeting. Afterwards, you type out the minutes. So that
there is a record of what has happened at the meeting.
Anita : I see. But how do you make the notes?
Mary : You listen carefully to the things under discussion. You note down the
topic or subject. Then you wait till they make a decision on the matter, and
you write that down as completely as you can. If somebody brings up a
point, you take that down too.
Anita : That sounds like a difficult thing to do.
Mary : Yes, it‟s very difficult when you do it for the first time. But the more often
you do it, the easier it will be for you. As they say: “Practice makes
perfect”.
Anita : This meeting that you have to take the minutes of, is it a big meeting?
Mary : Oh, yes, it is! All the branch managers will be there. It is what we call a
formal meeting.
Anita : What‟s the difference between a formal and informal?
Mary : Well, a formal meeting is usually planned before, to be held at a certain
place, on certain subjects. An informal meeting can be suddenly without
any planning when there is a need to discuss something.
Anita : I see. Thank you for the explanation.
Mary : OK. Nowk I have to go to the meeting. Remember to take down any
messages for Mr. Andrew or for me.
Anita : Yes, I will, Mary.
Mary : OK. I‟ll see you after the meeting,
Anita : See you.
REFERENCES
Baty, W M,. and Himstreet, W C.1985. Business Communications . Principles and Methods. A. Kent
Publishing Company.
Bieger, Nick and Antony Comia, 1989. Secretarial Contact. Communication Skills for
Secretaries and Personal Assistants. Cambridge: University Press.
Cohen, CPCM, Cary. 1988. The Professional Secretary’s Guide Book.USA: Maywood.
Edwin A. 1992. English Conversation For Bank Cashiers, Kesaint Blanc
Herpinus Simanjuntak. 1981. English For Receptionists, Kesaint Blanc,
Lukito W. 1994. Dialog For Secretaries, Jakarta: Gramedia.
Nick Brieger, Antony Cornia. 1989. Secretarial Contact, Cambridge University Press.
………..1990. ,English For Secretaries, Oxford University
Peter Salim.1986. Secretarial Function, Jakarta: Modem English Press
Shirley Taylor. 1993. Communication for Business. A Practical Approach. Second Edition.
Great Britain: Longman Group UK Limited.
Usulan Penelitian Tindakan Kelas
Judul Penelitian:
Improving Speaking skill Using Contextual Teaching Learning for
The Seventh Semester of th English Department Students of
Wijaya Kusuma University in Surabaya.
A.Introduction:
1. Background of study
Speking skill is very important to college students as it is one of the four skills
should be mastered except for reading, witing and listening. But in reality college
students haven‟ mastered yet in speaking skills as they are lack of practicing. They are
afraid or ashamed of making mistakes in structure even they don‟t have lots
vocabularies. While teacher also never uses the variety of teaching learning
techniques, such as challenging experience or practice interviewing in real world in
learning. Students only read the dialogue texts and some times make conversation
and never have task out side class.
Realizing the reasons above, the writer would Like to improve the students‟
speaking skills using Contextual Teaching Learning as it can be used naturally in any
conditions. It means that teacher can provide a variety of facilities and significance of
learning. Mulyasa (2006:102) says that CTL is the learning concept focuses on the
connection between the material and student‟s real life so that students can relate and
apply their competence in their daily life. Students will feel the importance
meaningful learning deeply toward what they have learned.
Moreover, CTL has characteristics such as work together, support each other,
exciting, learning with spirit, integrated learning, use a variety of sources, active
students, un bored, sharing with friends, critical students and creative teachers. The
learning will be meaningful if the learning activity is carried out from the learning of
students‟ experience and teacher done together in situation of real experience either in
daily life or in environment. That is why teaching speaking using CTL will improve
students‟ motivation in learning languge because CTL gives a lot of advantages
which make students have opportunities to practice either individual or groups in class
or out class.
2. Statement of Problem:
Based on the background of the problem above, the problem can be formulated:
1. How can CTL improve the students‟ speaking skill for the Seventh semester
Students of UWKS
2. How can CTL be implemented for improving students „ speaking skill of
English Department of UWKS?
3. The Purpose of Study: The purpose of the study is to describe
1. CTL can improve Students‟ Speaking Skills for the seventh semester
Students of UWKS
2. CTL can be implemented for improving students‟ speaking skill of English
Department of UWKS
4. Hipothesis:
If CTL can be implemented so it can improve students „speaking skill of English
Department of UWKS.
5. Significance of Study:
1. It can be used for teachers that CTL gives advantages for teaching speaking skills
2. It can be used for students that CTL can motivate them to study without difficulties as
It can provide a variety of facilities of learning naturally.
B. Related Literature and Action Plan
1. Related Literature
Contextual Teaching Learning (CTL).
CTL is the learning concept focuses on the connection between the material and students
real life so that students can relate and apply their competence in their daily life .
Students will feel the importance of meaningful learning deeply towards what they
have learned ( Mulyasa, 2006:103).
CTL has three basic concepts: 1) focusing on process of students in finding out the
material. It means that the process of learning is oriented to the experience process
directly.,2) focusing on materials they have learned with the student‟s real life. It
means that the students are demanded catch between experience learning at campus
with real world so that material will be meaningful and it can be crystallized in
memory so that it is difficult to forget it., 3) insisting the students to apply it in their
daily life. \It means that students don not only understand the materials but also the
they have to apply it in their daily activities either at campus, work or social life.
CTL has several components for implementing in class: 1) Inquiring is learning strategic
done to reach competence inquired. Cycles include observation, questioning, analysis,
formulate theory either individual or group. First is observation, then it is developing
to understand concept/ phenomenon. In this case it develop and use critical thingking
skill. 2) Questioning is a learning tool develop the students curiosity. It insists
students to know something direct students to get information. It is used to evaluate
the students capability in critical thinking and critically train the students to think one
self. 3) Learning community is creating learning society or in groups. In this phase
students can talk and share experiences with others. Students can work together with
other people to create better learning than learning by one self. 4) Modelling is
showing modelas asample of learning (things, teacher, other students, motivation
product). Discussing ideas which they are thinking, demonstrating how the students
need to learn and carried out what they want to do. 5) reflection is carrying out the
reflection in the end of meeting in order that the students fell that today they are
learning something. In this phase, students learn the ways of thinking about what they
have learned. Analysis and responding toward events, activities, and experiences. It is
taking note what they have earned and teaching having new ideas (Nurhadi, 2004:51).
Speaking Skill
Speaking is a skill which deserves attention every bit as much as literacy skills, in
both first and second languages. Speaking skill is the ability of students in using the
language used in class or in real life with different topics and situations they have
learned from the process of teaching learning activities. Baker and Westrup (2005:5)
say that practice during a lesson can reinforce the learning of new vocabularies,
grammar or functional language. Give much students to use much time new language
they are learning, give experience with different situations and topics about language
they have learned
Teaching Speaking
The goal of teaching speaking is communicative efficiency. Students should be able
to make them selves understand their current proficiencymaximally. They should try
to avoid confusing in the massage due to faulty of pronunciation, grammar or
vocabulary and observe the social and cultural rules that apply in each communication
situation. Thus the main point in teaching speaking is the teacher has to develop the
students speaking ablity by giving them much time to practice it. Teacher should give
appropriate activities to the students in order reach the goal of teaching learning
process. In this case speaking is taught the students as the center of learning process
and the teacher as facilitator and she provides a variety of techniques for improving
the students‟ ability and motivation in speaking class. Harmer (2003: 52) states that
clearly a major factor in the continuance of a students‟ motivation is the teacher.
Students usually prefer to keep silent in the classroom rather tan actively involves in
the lesson.
In relation with those factors above, it needs the teachers‟ creativity in making the
teaching learning process runs well and enjoyable. The teacher has to motivate the
students in case of communication during the lesson. Bailey (2005:37) states that in
teaching speaking , teacher should provide something for learners to talk about. It can
be said that students will communicate if the teacher gives something to them. How
ever, students will find the lesson easy if the teacher gives interesting material to talk
about. Dornyei (2001:73) states that in making the teaching learning process run well,
the teacher can pursue three main types of strategies, They are: 1) breaking the
monotonous of learning, 2) making the task more interesting, 3) increasing the
involvement of the students. Thus a good teaching is the teacher does not dominate
the class to much in the activity, but let the students practice using the target
language. The measure of a good lesson is the student activity taking place, not the
performance of the teacher (Harmer, 2003:56).
2. Action plan
Action plan can be used to handle learning speaking to be interestingand students
are motivated and they like practicing in speaking is using CTL. It is an alternative of
learning process in order that learning can be meaningful and enjoyable. There are some
steps for giving action class so the learning process of CTL can be done as follows:
1. Teacher explains basic competence should be obtained by students and the advantages
of learning process and the importance of materials will be learned.
2. Teacher explains the procedures of CTL
3. Students are divided into groups based on the number of students in class.
4. Teacher gives pre test to measure the basic competence of students
5. Teacher divides task to students and they have to do observation. Teacher gives
observation sheet and materials will be prepared by students for presentation.
6. Teacher does ask and answer of questions dealing with the task given.
7. Studets do observation based on the task given in groups and note everythings they
have found.
8. Students so discussion group from the findings based on the task has given.
9. Students submit the discussion result of groups to teacher before doing presentation
in front of class.
10. Students do discussion class or disuss the findings with the group presentation in turn
in front of class.
11. Each group answers every question proposesd by other groups.
12. During presentation and discussion class, teacher evaluates and notes points which are
confirmed.
13. Teacher closes by giving additional points which are confirmed.
14. With the help of teacher , students can conclude the result of observation.
15. Teaher and students do reflection towards the process and learning results.
16. Teacher gives post test to measure the understanding of learning process.
17. From the process teacher can know what is the process of learning.
The action plan is not only given in every meeting but also can be done more than
every meeting in one cycle. After students did observation in field until they finished
doing the task and producing a product as well as presenting it.
C. Research Method
Type of Research :
The research will be designed by using Action Research Class. This research uses cycles;
planning, acting, observing and reflecting. This research wll use more than one cycle until it
can have maximum l reflection particularly in implementing CTL for improving students‟
speaking skill.
Place, Time and Subjects: :
The research activity will be done in Wijaya Kusuma University in Surabaya, Jl. Dukuh
Kupang XX/V/ 54 surabaya. It will take 4 months , November until February 2013. The
Subjects are Seventh Semester of English Department of UWKS in the Year of 2013/2014.
The characteristic of students is they like the process of leaning with various techniques not
only in class. Students will be easy getting bored if it is monotonous learning and they like
the process of learning by giving them chance to exixtency of themselves by seeing their
friends‟presentation. However, the students who are active in discussion only certain
students, some of them are still not active and creative in learning.
Preparation for Research
1. Making observation sheet
2. Preparing the learning material for observation task and discussion
3. Preparing model of learning and media of learning or making RPP in order that it is
easy to understand and interesting.
4. Preparing and deciding location of learning based on the learning material.
5. Preparing for pretest and post test and making attribute for evaluation.
6. Evaluation sheet of process to see the activity, independence, competence,
fluenceness and accurateness.
7. Making observation sheet to see the leaning proess activity and to know the maximum
of learning CTL
To see the complete data and souce .it can be seen as follows:
Data and Sources of Data:
Sutopo says (2002) the sources of data include : 1) data of activity, 2) data of subjects, 3)
data of documents, 4) data of location and 5) things.
Table 1. Data and Sources of Data
Sources of Data Data Taken
Data of activity Data of learning process of CTL
Data of students activity in CTL process
Data of teacher in implementing CTL process
Data of speaking skill using CTL process
Data of Subject /informan Data of background knowledge of students
Data of students perception of \ctl process
Data of teacher‟s perception of CTL process
Data of documents Data of Lesson Plan
Data of raport (score before resecrch)
Data of jurnal of students‟development from teacher class
Data of Pre and Post Test
Data of location Data of background of location of the process of CTL
implementation
Techique of Collecting Data:
Sukmadinata (2005) states there are six techniques of collecting data :1) observation, 2)
questioner, 3) interview, 4) documents, 5) test, and 6) scale method,
Table 2. Technique of Collecting Data and Instruments in Every Data Taken/ Measured
Data Taken Techique of Collecting Data Instrument
Data of Process CTL
Data of students activity in
CTL process
Data of teacher‟s activity in
CTL process
Data of Speaking skill using
CTL process
Data of students task
Observation
Observation
Observation
Performance
Presentation
Obervation Check List
Observation Check list
Observation Check list
List of Performance
Evaluation sheet
Data of background
knowledge of students
Data of students perception
of CTL
Data of teacher‟s perception
of CTL
Pre and Post Test and
documents
Interview
Interview
Test and documents
Interview sheet
Interview sheet
Data of lesson plan
Raport (score before
research)
Jurnal of students
development of teacher class
Documents
Documents
Documents
Document sheet
Document sheet
Document sheet
Procedures of Cycles
Classroom action research uses 3 cycles. Kemmis and Tanggart ( 2006) we can do in
cycle 1 as follows:
Planning: Setting silabus and making lesson plan or scenario the interesting learning
Of CTL.
Preparing media of learning as model in learning and location suitable with
Learning material.
Making observation sheet or instrument of research for observing the process
Of learning using CTL
Making evaluation instrument for knowing the level of students understanding
About the material and assessment of learning process.
Acting and observing:
Pre activities: Teacher explains competence should be reached and the
Advantages and the importance of learning material.
Teacher explains the procedures of CTL learning.
- Students are divided into several groups based on the
number of students. Each group consists of 5 students.
- Each group should do observation based on the material
from the teacher and teacher also gives observation sheet.
- Trough observation students should write all the things they
have found./ met.
Teacher does question –answer about the task done by every
Student. ..
Main activities:
In Location/ Field : Students do observation based on the task given of the
Groups Students note all the things they have met in the field. Suitable with
observation instrument they have decided. Before.
In Class : Students discuss the result of findings suitable with
their group. And collect the result of discussion
Students do the discussion in class from the result of
findings in the field suitable with material given by the
teacher. There are in turn- presentation in front of class
By each group. Each group answers every question
given by other groups.
Post activities : Teacher and students do reflection toward the process and
result of the learning of that day or with the help of teacher
students conclude the result of observation suitable with
indicator the result of leraning. Teacher gives chance to the
students to express their learning experience.
Reflecting : Teacher gives scores groups of students who do discussion
and presentation. Teacher also concludes the result of analysis
observed of the cycle 1. From the first cycle if there is weaknesses so
it can be continued to the second cycle. And with the same phase;
action, observation and reflection. If the result is not maximum it will
be continued to the third cycle with the same phase; action, observation
and reflection.
Analysis and Reflection.
Analysis used in this reserc is the use of descriptive analysis from process and the
result of learning. Analysis also are taken from observation and interview. Analysis based on
cycles through phases. Analysis 1 of cycle 1 the result reflected into cycle of cycle 2. While
reflection done must be suitable with planning done.
Resercher hopes that in implementing CTL, students are motivated in the process of
learning. The follow up of the research , students can be more active and learning with CTL
can be done continuously by the teacher.
Schedule of Reserch.
No Kegiatan Nop Des Jan Feb
3 4 1 2 3 4 1 2 3 4 1 2
1 Penyusunan Proposal V
2 Revisi Proposal v
3 Persiapan penelitian V
4 Penyusunan instrument V v
5 Tindakan siklus1 V V
6 Tindakan siklus 2 V v
7 Penyusunan laporan V V
8 Pengiriman laporan V
References:
Bailey, M.Katleen. 2005. Practical English Language Teaching Speaking. New York:
Mc Graw-Hill ESL/ EFL.
Dornyei, Z. 2001. Motivational Strategies in the Language Classroom. Cambrige:
Cambrige Press.
Harmer, Jeremy.2003. The Practice of English Teaching. Malaysia: Pearson Education
Kemmist, S and Mc.Taggart. 2006. The Action Research Planner. Victoria: Deikin
University.
Mulyasa. 2003. Kurikulum Berbasis Kompetensi. Konsep, Karakteristik, Implemensi.
Bandung : Remaja Rosdaya karya.
Nurhadi, Yasin, Burhan, Gerrad, Agus. 2004. Pembelajaran Kontekstual dan Penerapannya
dalam KBK. Malang: Universitas Negeri Malang.