Managing in the Present

Present Tenses

Focus: time management and current problems facing a service company

1. Management themes

Read the following text and then discuss the questions below.

Time management has become one of the key issues of the second half of the twentieth century. Managers, grappling with work pressures and deadlines, have come to recognise that time is a precious commodity to be 'saved', 'gained', and not 'wasted' or 'lost'. But if time is a commodity, how then can we best describe, measure and manage it?

To describe and manage it, imagine a line that goes back to the beginnings of creation and continues into the mists of the future. And on that line are a number of significant marks-these separate the past from the present from the future. And within each time zone-past, present and future-we can differentiate periods of time from points of time. For example, the 1980s gave us a period of rapid economic growth; black Monday was a point of sudden financial catastrophe.

How can this brief analysis help the international manager? Firstly, there is the link between past, present and future. In other words, historical performance should be a guide to the future, and the present ought to represent last year's forecast. So change-that which normally differentiates any two periods on our continuum-can be seen as a gradual evolution rather than a dramatic revolution.

Secondly, the use of a time-planning system, on which key points and periods are plotted, enables managers to organise their activities so that bottlenecks can be avoided and deadlines can be met. So stress, where the jobs to be done exceed the available time, can be reduced to an acceptable and productive level.


1.1  Discussion

Does your organisation live in the present? Does it change with the times?

Do you work in a stressful environment? Do you think that time management can reduce stress?


2. Listening

You are going to hear an extract from a meeting between Anna. Brian and Pete, the three partners of Softsys, a small company supplying business software. The company was established two years ago and after a period of rapid growth is trying to consolidate its market position.

As you listen, make notes of the tasks that are agreed and note the partner who is going to do the task.


Listening task

(A=Anna; P=Pete; B=Brian)

P: I think we all feel that things are getting a little out of control. We're pushing ourselves almost to breaking point and I'm worried that something's going to snap unless we take control of the situation.

B: Exactly. We have to start managing the business-rather than letting it manage us. So what can we do about it?

A: Well, the first thing we can do is to start planning. I mean up to now we have done everything by intuition, but I'd like to know where we plan to be five years from now.

B: That's good-a long-term plan. OK, Pete, are you prepared to start working on it?

P: I can make some notes and circulate them. Then we can discuss them.

A: Good.

P: Fine.

A: Now what about roles? I mean I know that we each have got our own specialist functions within the organisation and that we also function pretty well as a team, but perhaps we need a leader.

P: You mean like a managing director?

B: Yes, but I thought our philosophy was to keep a flat management structure.

A: Yes, I accept that we don't want to create a hierarchy, but I still think that it can help us if we choose a managing partner who has overall control.

P: Yes, I really don't think that will harm the relationship between us and I agree that it can help us to run the company more efficiently.

B: Well, I am not totally convinced, but I'm willing to be persuaded. As you two are keen on the idea, why don't you prepare a paper about what the management structure would be and the functions of the managing partner?

A: Well, I'd like to have a go at that. I'll prepare some notes and circulate them. Then we can discuss them at our next meeting. If that's OK with you, Brian?

P: Yeah, fine by me.

B: Well, we've talked about planning and managing. Now, what about improving the organisation? I think we need to look at how we can organise ourselves better.

A: Well, having a managing partner should help.

B: Of course, but we need to look at our own roles, too.

P: To identify areas of responsibility?

B: Yes, first the areas where each of us has the main responsibility and then the areas where we are involved, but not primarily responsible. Take purchasing, for example. We need to buy in goods-everything from machines down to plugs. We buy in machines when a customer has placed an order and then we check cashflow and consult the others. But we buy the smaller items without any consultation.

A: Oh, come on, we always discuss major purchases and the minor ones are made when we need to. We can't consult with each other for every bit of cable we buy.

B: I know we can't. But that's exactly why we need one person with responsibility for authorising purchases. Then we can consistently check where we can get the best value for money by putting one person in charge. And that person can reconcile the purchases made against the invoices that come in. It's simply a matter of streamlining the system-which must be in everyone's interest.

A: So, what do you suggest?

B: Well, I think we should each make a list of the major functions within the organisation. We've talked about purchasing. Then there's sales and after-sales service...

P: ... and finance.

B: Yes, and installation. Well, I'd like to see one person with primary responsibility for each area, just as we said for purchasing. And the others may have secondary responsibility for that area. So, I propose that I draw up a list of the primary areas or activities that we need to carry out, and then at the next meeting we decide who will have the primary responsibility for each. I'm sure it'll streamline our business.

A: So, where does that leave us?

P: With some homework to do and some key issues to discuss at our next meeting. By the way, when are we meeting?

A: Well, let's say that...


1. 本課主題

閱讀下面這篇由一位“商業(yè)醫(yī)生”撰寫的文章并就列出的問(wèn)題進(jìn)行討論。

成功的起因

精神分析家們通過(guò)深入病人的過(guò)去——通常是病人的童年時(shí)代——來(lái)給他們治病，試圖以此幫助他們了解現(xiàn)在的感覺和行為。公司顧問(wèn)們?cè)噲D通過(guò)了解他們客戶的歷史和跟蹤記錄來(lái)找出失敗的根源或成功的起因。

從某些方面講，公司顧問(wèn)們的工作有時(shí)很簡(jiǎn)單，他們可以察看資產(chǎn)負(fù)債表和損益表來(lái)分析該公司的資產(chǎn)管理、盈利狀況和費(fèi)用控制情況。他們可以跟蹤公司的歷史，從開始盈利的頭一件產(chǎn)品到現(xiàn)在的生產(chǎn)和服務(wù)規(guī)模。他們可以研究公司的組織結(jié)構(gòu)、市場(chǎng)營(yíng)銷和人事制度，甚至工廠和辦公室的布局等等。

然而，要正確指出一個(gè)公司失敗而另一個(gè)公司的原因常常并非易事。公司向外界尋求建議是因?yàn)閺膬?nèi)部找不到答案。公司期冀咨詢?nèi)藛T能運(yùn)用其豐富的經(jīng)驗(yàn)——或許就是他（她）以前所診斷過(guò)的類似病例來(lái)為公司找出癥結(jié)所在，開出使公司復(fù)蘇的良方，進(jìn)而為公司推薦一種新的自下而上方式以保證他們未來(lái)的健康發(fā)展和繁榮。


1.1 討論問(wèn)題

你們的公司是現(xiàn)代企業(yè)嗎？它隨著時(shí)代變化而變化嗎？你的工作環(huán)境壓力大嗎？你認(rèn)為很好地管理時(shí)間能減輕這種壓力嗎？


—生詞與短語(yǔ)—

1．grapple with 與……搏斗，盡力解決

e.g. Some one tried to poach our market manager; she grappled with her moral dilemma.

有人企圖挖走我們的市場(chǎng)主管，面對(duì)這種道德難題，她進(jìn)行了激烈的思想斗爭(zhēng)。

2．differentiate  加以區(qū)分

3．black Monday 黑色星期一，指1987年10月國(guó)際股票市場(chǎng)崩潰的日子。

4．catastrophe   大災(zāi)難，大禍

e.g. The financial catastrophe initiated by the collapse of the stack market hit the country a deadly blow.

由股市崩潰引發(fā)的金融災(zāi)難，使這個(gè)國(guó)家遭受了致命的打擊。

5．continuum  連續(xù)時(shí)間

6．dramatic 戲劇性的

7．exceed 超過(guò)

e.g. Supply exceeds demand. 供過(guò)于求


2. 聽力練習(xí)

—生詞與短語(yǔ)—

intuition 直覺

circulate 傳閱

philosophy 哲學(xué)，見解，觀點(diǎn)，信條

hierarchy 等級(jí)制度，統(tǒng)治集團(tuán)，領(lǐng)導(dǎo)層  hierarchical

convince 使確信，說(shuō)服 convince sb. of sth.

purchase 購(gòu)置

plug 插頭

cashflow 現(xiàn)金流量，收入現(xiàn)款額

authorize 批準(zhǔn)，準(zhǔn)許，授權(quán)

reconcile 調(diào)解，使一致  reconciliation

invoice 發(fā)票

streamline 使合理化，使效率更高


你將聽到安娜、布賴恩和皮特之間一次會(huì)議的摘要，他們 是Softsys公司的三個(gè)合伙人。該公司是一家提供商業(yè)應(yīng)用軟件的小公司，兩年前成立，經(jīng)過(guò)一度快速增長(zhǎng)后，打算鞏固其市場(chǎng)位置。


—注解及樣例—

1. out of control失去控制

e.g. Measures must be taken to have the overheated economy cooled down. Otherwise, it would be out of control.

如果再不采取果斷措施給過(guò)熱的經(jīng)濟(jì)降溫，經(jīng)濟(jì)局面會(huì)失控。

2. to snap斷裂，垮掉

e.g. The twigs snapped under the snow.雪把樹枝壓斷了。

Our manager works too hard. I'm afraid she will snap suddenly.

我們經(jīng)理工作太認(rèn)真，我真擔(dān)心哪天她的身體會(huì)垮掉。

3. intuition 直覺

e.g. My intuition told me to keep this company as our supplier.

直覺告訴我應(yīng)當(dāng)仍然以該公司為供貨商。

I've got an intuition that something has gone wrong.

憑直覺我感到出了問(wèn)題。

4. to circulate 傳閱

e.g. The report will be circulated to all members.

該報(bào)告將在全體成員中傳閱。

5. to have a go at 躍躍欲試

e.g. The sales manager recently in power itched to have a go at the East Asian market.

新上任的銷售經(jīng)理躍躍欲試，要進(jìn)軍東亞市場(chǎng)。

6. to convince 說(shuō)服

e.g. It took me a few weeks to convince my boss of the importance of training.

我花了幾個(gè)星期才說(shuō)服老板培訓(xùn)的重要性。

At last I felt convinced that I was again on the wrong track.

我最后確信自己考慮問(wèn)題的思路又錯(cuò)了。

to persuade 說(shuō)服，是指勸誘（induce）他人相信或去做某事

e.g. he persuaded me to buy that huge 30-inch TV set.

他勸我買了那臺(tái)30寸的大電視。

&大致說(shuō)來(lái)，persuade與人的意志（will）或感情（feeling）相關(guān)，convince是與人的理智（reason）或理解力（understanding）相關(guān)。

7. to authorise授權(quán)

e.g. She has been authorized to sign the contract.

她被授權(quán)簽訂合同。

8. to reconcile 使……相吻合，核對(duì)，調(diào)和

e.g. He failed to reconcile statement with the fact.

他難以作出符合事實(shí)的陳述。

to reconcile a checkbook with a bank statement

按銀行結(jié)帳單核對(duì)支票薄。

I can't reconcile the two extreme views.

我無(wú)法調(diào)和這兩種極端的觀點(diǎn)。

9. to streamline 精簡(jiǎn)，使……更有效率

e.g. The leadership had streamlined the plant organization. As a result, the output doubled and the overheads fell drastically as well.

由于領(lǐng)導(dǎo)精簡(jiǎn)了工廠機(jī)構(gòu)，不僅產(chǎn)量翻了一番，而且大大縮減了企業(yè)經(jīng)營(yíng)費(fèi)用。

10. to invoice 給……開發(fā)票

e.g. The seller may invoice the goods at $70 per ton.

賣方可以每噸70美元開具該貨的發(fā)票。

Invoice us after the shipment.

請(qǐng)?jiān)谘b船后給我公司開具發(fā)票。

名詞——發(fā)票

e.g. Enclosed is our invoice in triplicate for Art. No.1204.

隨函附上1204號(hào)貨物的發(fā)票一式三份。

11. in everybody's interest 符合大家的利益

12. fine by me 我覺得沒問(wèn)題

e.g. Is the newly bought cream OK with you?

新買的雪花膏用著行嗎？

Yes, fine by me. 我覺得還不錯(cuò)。

13. mailshot 郵寄廣告


聽力譯文：

P：我想我們都感到有些控制不了局面了。我們都在盡力，快要堅(jiān)持不住了。我擔(dān)心，如果我們控制不住局面是會(huì)出事的。

B：說(shuō)的對(duì)。我們應(yīng)當(dāng)開始控制工作而不是讓工作控制我們。我們?cè)撛趺醋瞿兀?br />
A：嗯，首先，我們可以開始制定計(jì)劃。我是指到目前為止我們一直憑直覺做事，但我想知道我們今后5年的發(fā)展目標(biāo)。

B：很好，一個(gè)長(zhǎng)期計(jì)劃。皮特，你準(zhǔn)備做這件事嗎？

P：我可以準(zhǔn)備一份草稿，咱們傳閱一下，然后再討論。

A：好。

P：行。

A：怎么角色？我指的是，雖然在公司里我們每個(gè)人各盡所能，配合也很好，但我們需要一個(gè)領(lǐng)導(dǎo)者。

P：你指執(zhí)行董事？

B：對(duì)，不過(guò)我原以為我們的原則是保持一種平等管理結(jié)構(gòu)。

A：我也認(rèn)為我們不應(yīng)制造等級(jí)，但我仍認(rèn)為如果我們選出一個(gè)合伙人，由他控制全局會(huì)對(duì)工作有好處。

P：對(duì)，我想這不會(huì)影響我們之間的關(guān)系，反而能使我們更有效地開展業(yè)務(wù)。

B：嗯，你們還沒說(shuō)服我，但我愿意再聽聽你們的意見。既然你們倆對(duì)此很熱心，何不準(zhǔn)備一份文件來(lái)講一下今后的管理結(jié)構(gòu)和主管的任務(wù)？

A：嗯，我試一下。我會(huì)準(zhǔn)備一份草稿，傳閱一下，然后在下次會(huì)上討論。布賴恩，你覺得怎么樣？

P：我沒意見。

B：好，我們已談了計(jì)劃和管理問(wèn)題。現(xiàn)在討論一下如何改進(jìn)機(jī)構(gòu)吧。我想我們應(yīng)該考慮一下如何更好地組織。

A：嗯，先出招待董事肯定會(huì)有幫助。

B：當(dāng)然，但我們應(yīng)該也想一下自己的位置。

P：劃分責(zé)任？

B：對(duì)。行劃出我們每個(gè)人員的主要職責(zé)，再劃出相關(guān)的次要責(zé)任范圍。拿進(jìn)貨作例子，我們需要其他負(fù)責(zé)人商量。但買進(jìn)小東西時(shí)，就不必磋商。

A：好啦，凡大件物品的進(jìn)貨我們總是討論，有必要時(shí)小物品的進(jìn)貨也講座但我們總不能買每一寸電纜都先進(jìn)行討論吧。

B：我知道這不可能。正因?yàn)檫@樣，我們才需要一個(gè)人總體負(fù)責(zé)購(gòu)貨。通過(guò)安排這樣一個(gè)負(fù)責(zé)人，我們就可不斷研究如何把錢用在刀刃上。由這個(gè)人來(lái)進(jìn)行核查，以確保貨與發(fā)票相吻合。簡(jiǎn)化體制對(duì)每個(gè)人都有好處。

A：你有何建議？

B：我建議每個(gè)人都列出公司的主要任務(wù)。我們已談了購(gòu)貨，再談一下銷售和售后服務(wù)……

P：……還有財(cái)務(wù)。

B：對(duì)，還有安裝。我想看到在每個(gè)領(lǐng)域有一個(gè)負(fù)主要職責(zé)，就像我們剛才所說(shuō)的采購(gòu)那樣。其他人可以對(duì)那一領(lǐng)域負(fù)次要職責(zé)。我提議由我來(lái)起草一份主要領(lǐng)域或我們需開展的工作的清單，然后在下次會(huì)議上決定在每一領(lǐng)域由誰(shuí)負(fù)主要職責(zé)。我相信這肯定會(huì)使咱們做起生意來(lái)簡(jiǎn)化一些。

A：那還剩下什么要我們來(lái)做？

P：得做些準(zhǔn)備工作，還要列出我們下次會(huì)議上要討論的問(wèn)題。順便說(shuō)一下，咱們下次什么時(shí)候開會(huì)？

A：嗯，就定在……