LAPORAN TUGAS - sitiazizah.yolasite.comsitiazizah.yolasite.com/resources/TUGAS Applied...

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,


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



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



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



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


lisan

Being as a

guide

Non tes Performance

assessment

Pronunciation

Gesture

Content-run

down

Language

11 Mahasiswa dapat

mengaplikasikan



lisan

Receiving

telephone

Non tes Performance

assessment

Pronunciation

Language

Gesture

Content

12. Mahasiswa dapat

mengaplikasikan



lisan

Receiving

visitors

Non tes Performance

assessment

Pronunciation

Language

Gesture

Content

13

14.

Mahasiswa dapat

mengaplikasikan



lisan

Making

appoinment

Non –tes Performance

assessment

Pronunciation

Language

Gesture

Content

15

16

Mahasiswa dapat

mengaplikasikan



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


Menjelaskan manfaat

Materi pembelajaran


menjelaskan tujuan

pembelajaran.


menjelaskan materi


menghubungkan

materi baru dengan

materi sebelumnya

yang relevan.

5. Kemampuan dosen

membuka dan

menutup kuliah


memilih materi

belajar sesuai ke

butuhan.


menyesuaikan

materi dengan

media pembelajaran


mengelola kelas


Mengaktifkan

Mahasiswa


Menghidupkan

kelas



Menggunakan metode


menggunakan waktu

7, Keterampilan dosen

Memberikan

penilaian

memberikan

motivasi & feedback


menggunakan

metode yang ber

variasi


menggunakan

metode yang tidak

membosankan dan

menyenangkan

3. Keterampilan

dosen mengguna

kan high technologi

dalam menyajikan

materi


menggunakan waktu

yang efektif


mengawali dan

mengakhiri waktu

(Kedisiplinan dalam

waktu PBM)


memberikan

penilaian ujian


memberikan

Penilaian tugas


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


Sistimatika

dalam urutan

penyajian materi

Review

dokumen


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


Penggunaan

Media /


Pengelolaan

kelas


Penggunaan

waktu


Pemberian

Penilaian


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



30%

Kejelasan:

Format diary

Isi diary



Mudah difahami

40%

Informasi:

Akurat

Memadai

Penting

30%

3 Membuat memo Pemahaman: seberapa baik tingkat



50%

Kejelasan:

Format memo

Isi memo



Mudah difahami

50%

4 Membuat notulen Pemahaman: seberapa baik tingkat



30%

Kejelasan:

Format notulen

Isi notulen



Mudah difahami

40%

Informasi:

Akurat

Memadai

Penting

30%

5 Merancang

perjalanan keluar

negeri atasan




30%

Kejelasan:

Format rancangan perjalanan

Isi rancangan perjalanan



Mudah difahami

40%

Informasi:

Akurat

Memadai

Penting

30%

6 Merancang rapat/

konferensi




30%

Kejelasan:

Format rancangan rapat/

konferensi

Isi rapat/ konferensi


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



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




Kompetensi Dasar : Mahasiswa dapat memahami tugas –tugas sekretaris

Tenang pengetahuan .


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


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




Kompetensi Dasar : Mahasiswa dapat memahami tugas tugas sekretaris

tentang keterampilan tulis dan lisan


Indikator : Mahasiswa dapat menjelaskan tugas sekretaris tentang

keterampilan tulis dan lisan.

Materi Pokok : The functions of secretary deal with written and oral

Skills.


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




Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas –tugas

Sekretaris berkaitan dengan keterampilan tulis.


Indikator : Mahasiswa dapat membuat macam-macam surat yang

Ditandatangani sekretaris

Materi Pokok : Writing correspondence; letters of appointment,

Hospitality, reservation, invitation, condolence.


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




Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas-tugas

sekretaris berkaitan dengan keterampilan tulis.


Indikator : Mahasiswa dapat membuat diary untuk atasan dan

rencana perjalanan atasan keluar negeri.

Materi Pokok : Making a diary dan Travel arrangements



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


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



kesekretariatan dalam tugas-tugas sekretaris.

Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas-tugas

sekretaris berkaitan dengan keterampilan tulis.


Indikator : Mahasiswa dapat membuat memo dan notulen rapat

Materi Pokok : Writing Memo and Taking the Minute.



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


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



Kesekretariatam dalam tugas-tugas sekretaris.

Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas-tugas sekretaris

berkaitan dengan keterampilan tulis.


Indikator : Mahasiswa dapat membuat perencanaan rapat dan

konferensi

Materi Pokok : Meeting Coordination



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


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




Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas sekretaris

berkaitan dengan keterampilan lisan.


Indikator : Mahasiswa dapat praktik menjadi guide (MC) dalam

Ulang Tahun Perusahaan.

Materi Pokok : Being a guide ( MC) of anniversary of company.


Pembela

jaran


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




Kompetensi Dasar : Mahasiswa dapat memahami mengaplikasikan tugas

sekretaris berkaitan dengan keterampilan lisan.


Indikator : Mahasiswa dapat praktik menjadi guide (MC) dalam

acara Anniversary of Company.

Materi Pokok : Being a guide (MC) of anniversary of company.


Pembelaja

ran


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



kesekretariatan dalam tugas-tugas sekretaris,


tentang keterampilan lisan.


Indikator : Mahasiswa dapat praktik dialogue menerima telepon

Materi Pokok : Receiving telephone



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





tentang keterampilan lisan.


Indikator : Mahasiswa praktik dialogue menerima tamu

Materi Pokok : Receiving visitors



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





tentang tentang keterampilan lisan.


Indikator : Mahasiswa praktik role plays tentang membuat janji.

Materi Pokok : Making appointment



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


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




Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas sektretaris

berkaitan dengan keterampilan lisan.


Indikator : Mahasiswa praktik interview antara personal manager

Candidate of secretary.

Materi Pokok : Interview



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


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




Kompetensi Dasar : Mahasiswa dapat mengaplikasikan tugas sektretaris

berkaitan dengan keterampilan tulis.


Indikator : Mahasiswa dapat membuat makalah tentang tugas

sekretaris

Materi Pokok : Paper about the secretary’s duties in a company



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


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


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

June 2006

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 ...................

http://college.pm/

http://college.pm/

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

http://moment.it/

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.

LAPORAN TUGAS - sitiazizah.yolasite.comsitiazizah.yolasite.com/resources/TUGAS Applied...

Documents

Transcript of LAPORAN TUGAS - sitiazizah.yolasite.comsitiazizah.yolasite.com/resources/TUGAS Applied...