秘书英语：Unit 7.doc

Unit 7 How Does a Secretary Deal with Meetings?本单元教学要求：1 掌握会议记录的技巧2 学写邀请函3 学习如何做好会议的准备工作Section 1 Taking the Minutes at a Meeting一、 背景知识会议记录是一种实用文体，是由负责记录的人员对会议进行情况及会上发言和决定事项所作的记载。它是会议情况的真实反映。会议记录要求准确、真实、清楚、完整。记录人员应当以严肃认真的态度忠实记录发言人的原意。必须完整记录会议的主要情况，发言的主要内容和意见，不要有遗漏。会议记录包括如下内容：1会议日期、时间及地点。2与会者与缺席者姓名。3会议形成的每项决议及采取的措施，尽量按会议事项的顺序写清楚。4会议中提到的每件事情或发言者提出的所有不同意见的重点。秘书要谨记会议记录要便于将来整理成会议纪要。二、 课前提问1. Usually, who is supposed to take the minutes of a meeting?2. What should be included in the minutes of a meeting?3. Why should the minutes of a meeting be taken?4. Does a secretary need to write down every word that everyone says at a meeting?5. When the minutes have been confirmed, who is supposed to sign them?三、 语言学习1. get my notebook ready for the meeting把开会要用的笔记本准备好。get (sb./sth.) ready (for sth.) 为把准备好：He is ready for the trip.他已准备好去旅行。She will tell you when she gets ready.她准备好了会告诉你的。2. in the chair 主持。The chair主持会议的主席：Who is in the chair today?今天谁当主席？She takes the chair in all our meetins.她担任我们一切会议的主席。All remarks should be dressed to the chair.所有意见均应向主席提出。3. fill in 1） 填写：Fill in the blanks with suitable words.在空格里填上适当的字。2） 代替：Steve is ill. Can you fill in for him?史蒂夫病了,你能代替他吗?4. as soon as 一经.;立即.;一.就.。He left as soon as he heard the news.他一听到这事儿就走了。Ill tell him as soon as I see him.我一见到他就告诉他。He didnt arrive as soon as wed hoped.他到达的时间比我们预期的要迟。5. write down 把.写下。Write your idea down while its clear in your mind.趁着还清楚的时候把你的灵感写下来。Write down the address before you forget it.把地址写下来，省得忘了。=make a note of sth. 把.记下来。The secretary made a note of what her boss had asked her to do.秘书已把老板要她做的事记下来了。6. heres a copy of the minutes of the last meeting, and here are my notes. 这是一份上次会议的记录，而这个是我做的笔记。由地点和时间副词引出的完全倒装句：以地点副词here, there和时间副词now, then 开头，后面的动词是be, come, exist, fall, follow, go, lie, remain, seem, stand等，而主语又是名词时，构成完全倒装句。比如：There come the rest of the party. 剩下的人都来了。Here is the address of your hotel. 这儿就是你旅馆的地址。Now comes your turn. 现在轮到你了。Then opens an epoch of social revolution. 这时开始了一个社会革命的时代。7. right away马上right/ straight away/ off毫不犹豫地；毫不耽搁地：He didnt answer right away.他没有马上回答。I want it typed right away, please.请立刻把它打印出来。I told her right/straight off what I thought of her.我把我对她的看法直截了当地告诉了她。四、 参考答案Keys to the exercisesIII. Further exercises1 Restudy the dialogue and briefly answer the questions about it. 1）Who was the chairman of the Meeting of Branch Managers held in Managing Directors office at 2:30 p.m. on Friday, 2nd March 2002? Mr. Ling Yun, Managing Directo was.2) What is the first item of the minutes of a meeting? It is “Apologies for Absence”.3) What is the second item? It is “Minutes of Last Meeting.” 4) Who will sign the minutes when they have been confirmed? The chairman will sign them. 5) According to A, how will a secretary write down what everyone says? He or she just makes a note of the topics that are discussed and the result of the discussions. 6) Is there a difference between “It was agreed that” or “It was resolved that”? No, there is not really any difference. “Resolved” is a special committee word. When a proposal has been agreed by the committee, it is called a “resolution.”2. Change direct speeches into reported speeches with “The chairman argued that /remarked that ” 1) “The company spent rather too much on training in the previous year.”The CEO said that the company had spent too much on training in the previous year.2) “Efforts must be made to increase links with mainland China.”The chairman argued that efforts must be made to increase links with mainland China.3) “I shall oversee the move to new premises personally.”The manager remarked that he would oversee the move to new premises himself.4) “My department wants to enter the Central American market.”The Sales Manager claimed that his department wanted to enter the Central American market.5) “The personnel issue will not go away if the company simply ignores it.”The Human Resource Manager complained that the personnel issue would not go away if the company simply ignored it.3. DictationThe minutes should be a record of the main threads of discussion as well as statement of proposals made and the result of any voting that took place. The minutes also include the reference to the time, date and place of the next meeting， if this has been arranged. The minutes usually end by stating what time the meeting closed. 4. Complete the following dialogue and look at the disc for a suggested version of each and listen to its recording.A: How long have you been working here now, Zhang Yi?B: (我在这里工作三个月了) Ive been working here for three months since August.A: Well, do you think you can look after the office on your own?B: Yes, I think I can. Why, shall I have to?A: Yes, youll have to look after the office on your own this afternoon because (我必须去为凌云先生作记录) I have to take minutes for Mr. Ling Yun.B: Take minutes? How can you take minutes?A: OhZhang Yi, really! To take minutes means to (在会议上作笔记) take notes at a meeting so that afterwards you can write a record of what has happened.B: So you go to the meeting, take notes and then type out the minutes from your notes.A: Thats right. And while Im taking the minutes, you have to (照看办公室) look after the office.5. Translate the following sentences into English or Chinese and look at the disc for a suggested version of each.1. 你今天下午需要做会议记录的这次会议是一场大会吗？Is the meeting that you have to take minutes this afternoon a big one?2. 我只写一个简短的报告就可以了。I just make a short report.3. 你能给我看一份副本吗？Could you show me a copy?4. You must make sure that you include everything. First the time and then the place.你必须确保你把一切都包括在内了。首先是时间，然后是地点。5. Mr. Ling Yun said that all drivers must obey city car parking regulations. 凌云先生说所有的司机都必须遵守城市汽车停车规则。6. He said that in the future any parking fines would have to be paid by the drivers themselves.他说将来任何停车罚款都必须由司机本人支付。五、 课文译文A: 会议室布置好了嘛？B: 布置好了。我已经把记录本和一些备用的议程表放在桌子上了，还有纸和铅笔。A: 谢谢你。现在我需要把开会要用的笔记本准备好。B: 能让我看看你是怎么做的吗？A: 好的。是这样的。这是公司名称ABC公司，然后是各部门经理会议记录。时间：2002年三月二日，星期五，下午两点半。地点：经理办公室。再下面是出席人：主席-总经理凌云先生。B: 你在下面留了一些地方，用来填写经理们的名字。A: 是的。第一项一般都是“请假致歉。”B: 下面一项呢？A: 第二项总是“上次会议的记录”。上次会议的记录一读完，我就可以写上“上次会议的记录已宣读，确认并签字。”B: 签字？A: 是的。记录被确认之后，主席要签字的。B: 还有吗？A: 哦，我现在不能再写了。B: 你是不是要把每个人说的每句话都记下来？A: 天哪，那哪行呢！那是很难作到的，况且也没有那个必要。我只记下讨论的题目和结果。B: 讨论的结果？A:一个题目讨论了一段时间之后，通常就会有人提出一些建议。B: 然后呢？A: 然后主席就问与会者是否赞成这个建议。如果赞成，我就写下“会议同意”或者“会议决定”B: 两者有什么区别嘛？A: 区别不大。“决定”是专门的委员会用语。经委员会同意的建议就称“决议”。你看，这是一份上次会议的记录，而这个是我做的笔记。B: 让我看看你的笔记上面写的是什么。（朗读声）建议：12月25日不办公。同意。A: 对，会议记录上是这样写的：会议决定12月25日不办公。凌云先生来了。我想他一定准备好开会了。嗨！凌云先生，我马上就过来。六、 课文录音全文A: Is the room ready for the meeting?B: Yes, Ive put the minutes and some spare copies of the agenda on the table. And paper and pencil.A: Thank you very much. Now I need to get my notebook ready for the meeting.B: Can I see how you do it?A: Yes, here. This is the heading “ABC Company” Then underneath that: “Minutes of the Meeting of Branch Managers held in Managing Directors office at 2:30 p.m. on Friday, 2nd March 2002. Then underneath that: “Present: Mr. Ling Yun, Managing Director, in the Chair.”B: And youve left a space underneath to fill in the names of the managers.A: Yes, thats right. Then the first item is always “Apologies for Absence.”B: What comes next?A: The next item is always “Minutes of Last Meeting.” As soon as the minutes of the last meeting have been read, I can write: “The minutes of the last meeting were read, confirmed and signed.”B: Signed?A: Yes, when the minutes have been confirmed, the chairman signs them.B: Anything else?A: Well, I cant write any more now.B: Do you have to write down every word that everyone says?A: Good gracious, no! Thats very difficult and hardly ever necessary. I just make a note of the topics that are discussed and the result of the discussions.B: The result of the discussions?A: When a topic has been discussed for some time, someone usually proposes that some action should be taken.B: Then what happens?A: Then the chairman asks whether the members agree to the proposal. And if they do agree, I write down “It was agreed that” or “It was resolved that”B: Is there a difference?A: Not really. “Resolved” is a special committee word. When a proposal has been agreed to by the committee, it is called a “resolution.” Look, heres a copy of the minutes of the last meeting, and here are my notes.B: Let me see what you wrote in your notes: (reading voice) “Proposal that the office would be closed on 25 December. Agreed.”A: Yes, and here it is in the minutes: It was resolved that the office would be closed on 25 December. Oh, theres Mr. Ling Yun. I think he must be ready to start the meeting. Yes, Mr. Ling Yun. Im coming right away. Section 2 Learning How to Take the Minutes一、 背景知识会议记录的技巧一般说来，有四条：一快、二要、三省、四代。一快，即书写运笔要快，记得快。二要，即择要而记。就记录一次会议来说，要围绕会议议题、会议主持人和主要领导同志发言的中心思想，与会者的不同意见或有争议的问题、结论性意见、决定或决议等作记录，就记录一个人的发言来说，要记其发言要点、主要论据和结论，论证过程可以不记。就记一句话来说，要记这句话的中心词，修饰语一般可以不记。要注意上下句子的连贯性、可讯性，一篇好的记录应当独立成篇。三省，即在记录中正确使用省略法。如使用简称、简化词语和统称。省略引文，记下起止句或起止词即可，会后查补。四代，即用较为简便的写法代替复杂的写法。但在整理和印发会议记录时，均应按规范要求办理。二、 课前提问1. What are minutes of a meeting?2. What should be moted down at the beginning of the minutes of a meeting?3. Is it necessary to list all who are present at the meeting?4. What is the body part of minutes?5. If a secretary misses something or some information while taking minutes, what should she/he do?三、 语言学习1. take place发生;举行When will the basketball game take place?篮球赛何时举行?take place, happen 和occur都有发生的意思：take place 指的事情是有计划的：The funeral took place on 24 April at 3 pm.葬礼已于4月24日下午3时举行。happen 和occur指偶然发生的或未经筹划的事件；occur比happen文雅些：The accident happended/ occurred at about 9:30. 事故发生在9点30分左右。happen亦可指某件事是由另一件事引起的：What happened when you told him the news?你告诉他这个消息时，他有什么反应？2. It is up to the convention to习惯做法是be up to sb.1） 是某人的指责或义务：Its up to us to help those in need.我们有责任帮助那些有困难的人2） 由某人决定：An Indian or a Chinese meal? Its up to you. 吃印度菜还是吃中国饭菜？由你决定吧。3. start with以.开始。Her illness started with a high fever.她的病开始时是发高烧。4. along with 与.在一起;在.以外。Tabacco is taxed in most countries, along with alcohol. 除酒之外，烟草在多数国家也要征税。5. as well (as sb./ sth.) 也，还，而且。He grows flowers as well as vegetables. 他既种菜也种花。She is a talented musician as well as being a photographer.她不但是摄影师还是个天才的音乐家。Are they coming as well? 他们也来吗？6. in case 1）假使，倘若，如果：In case she comes back, let me know immediately. 如果她回来了,立刻告诉我。2） 免得：Take the raincoat in case it rains. 带着雨衣,以防下雨。 in case of 如果发生。In case of fire, open this safety door.一旦发生火灾,打开这扇安全门。7. word for word 原原本本地，逐字地。He repeated the conversation word for word.他原原本本地复述了那段谈话。8. second 支持,赞同。His view was seconded by many experts.他的观点受到许多专家的支持。9. in advance 1）在前面The guard of honor marched in advance.仪仗队走在前面。2）预先I ought to have told you in advance.我应该事先告诉你。四、 参考答案1Restudy the passage and briefly answer the questions about it1) What are the minutes of a meeting? They are official records of what takes place at a meeting in a condensed or summarized form. They contain the answers to the question of where, when, who and what.2) Is it necessary to state who is present at the meeting? Yes, it is. It is necessary to state who is present at the meeting.3) What is the most difficult task for the minutes writer? It is deciding what information should be included and what should be omitted. 4) Under what circumstances should arguments, disagreements, congratulations or praise be written down? If they have a measurable effect on the outcome of the meeting, they should be written down. 5) If you miss anything or need additional information, what will you do? You will signal to the chair.6) In order to signal to the chair when you miss anything or need additional information, what should you do before the meeting? You should arrange in advance for some sign to indicate that the chair should repeat something or to request clarification of something. 2. Translate the following into Chinese and look at the disc for a suggested version of each.While taking minutes, a secretary should pay attention to the following points. 秘书在作会议记录时，要注意以下几点：1）Distinguish between fact and opinion区别事实和观点1) Be selective有选择性地记录2) Sort out ambiguities during the meeting for further checking在会议中整理出有歧义的地方，以备进一步核实3) Keep pace with the meeting与会议的进展速度同步4) Listen in blocks and then paraphrase整段地聆听，然后用自己的措辞记录3. Complete the following passage and look at the disc for a suggested version of each and listen to its recording.Typing the minutes of the meetingRough Draft: After the meeting, a secretary should listen to the tape recording of the proceedings, correct the notes (修改笔记) as needed, and prepare a double-spaced rough draft of the minutes. After the rough draft is approved by the employer/boss（草稿得到老板批准之后）, type the final version.Final Copy: The final copy of the minutes should be prepared in a style consistent with previous minutes (以一种与原来的会议记录一致的风格). But if there is no previous copy to follow, the followings are some guidelines:1. Center the heading all in capitals（将大写的题目放在中间）. The heading should consist of the name of the group or company.2. Give the day, date, hour, place, presiding officer, and type of meeting in the first paragraph. Indicate whether the smallest number of members necessary was present.3. If its a small meeting (如果是小型会议), list the names of those attending in a column or double column under the first paragraph.4. Double-space the text (隔行打印正文) and triple-space between individual items and topics. Single-space resolutions.5. Use above-paragraph subheadings or margin captions. 4. Fill in the blanks with proper articles if necessary and look at the disc for a suggested version of each and listen to its recording. A secretary will not be able to write everything down, nor should he/she try to do so. The secretary must be selective and note down what is relevant. The secretary should look at the balance between “nice to know” and “need to know”. The secretary should eliminate the nice to know and report only the need to know, i.e. the important points of discussion raised. Experience is vital in making these decisions and that comes with practice. However, there is a very useful tool relating to “key words” which helps considerably determining the need to know from the nice to know.五、 课文译文会议记录是对会议上发生的事情的一种浓缩的或者是扼要的记录。它所包含的内容要能够回答“什么地方”，“什么时候”，“什么人”和“什么事情”这类问题。习惯做法是一开始就陈述会议发生的日期，时间，和地点。注明谁出席了会议也很有必要。如果董事会或者会议规模很小，要把出席人和那些请假未到会的人的姓名都列出来。另外，在会议记录的开始还要说明会议的目的。如果会议规模很大，比如员工大会或者工会大会，只要说明出席人数就可以了。会议记录应该记录讨论的主要意见，也要记录提出的建议和投票的结果。如果对下一次会议的时间地点做了安排，会议记录也要包括这一点。会议记录通常以会议闭幕时间来结束。“什么事情”部分是会议记录的主体部分。对于做会议记录的人来说，最难的任务就是决定什么信息应该记录，什么信息应该省略。副标题的使用对记录人员很有用，对读者同样有帮助。通常不需要记录争论，不同意见，贺词或者称赞等等，只有当这些东西对会议的结果产生相当大的影响的时候，才需要提及它们。正式会议的会议记录尽管不需要一字不差，但是一定要准确完整。在秘书开始之前，要先浏览一下其他会议的记录，注意其结构，细节的数量，措辞等等。1. 迅速准备好一个座位列表，以帮助你在会议中确定发言人的身份。2. 手边要放一份日程表和其他文件，以防你需要核查事实或者数据。3. 可以总结性地记录一般的讨论，但是要逐字地记录决议，修正条款，重要的陈述，决定和结论。4. 要记录那些发起/支持动议，或者提议某种行动或观点的发言人的姓名。5. 如果你错过了什么，或者需要更多的信息，向主席暗示。你可以事先安排好某个信号表示主席应该重复一下或者要求主席澄清某事。六、 课文录音全文（Section2）The minutes are official records of what has taken place at a meeting in a condensed or summarized form. They contain the answers to the questions of where, when, who and what. It is the convention to start the minutes with a statement of the date, time and place the meeting takes place. It is also necessary to state who is present at the meeting. If the committee or meeting is reasonably small, those present will be listed by name and those who couldnt attend along with those who send their apologies will also be listed. The purpose of the meeting is also stated at the beginning. If the meeting is a large one, such as a staff or union meeting, it may be sufficient to state the number of those who are present. The minutes should be a record of the main threads of discussion as well as a statement of proposals made and the result of any voting that takes place. It also includes the reference to the time, date and place of the next meeting if this has been arranged. The minutes usually end by stating what time the meeting closed.The “what” part is the body of the minutes. The most difficult task for the minutes writer is deciding what information should be included and what should be omitted. The use of subhead sections can be very helpful to the writer, as well as to the reader. Usually its not necessary to write down arguments, disagreements, congratulations or praise, etc.; they should only be mentioned if they have a measurable effect on the outcome of the meeting.Minutes of a formal meeting must be accurate and complete, although not necessarily verbatim. Before a secretary starts, review the minutes from other meetings and notice organization, amount of detail, phrasing, and so on.2. Quickly prepare a seating chart to help you identify speakers during the meeting.3. Have a copy of the agenda and other documents handy in case you need to check facts and figures.4. Summarize general discussions but record resolutions, amendments, important statements, decisions, and conclusions word for word. 5. Record the name of each person who makes or seconds a motion or who proposes any action or opinion.Signal to the chair if you miss anything or need additional information. You might arrange in advance for some sign to indicate that the chair should repeat something or to request clarification of something. Section 3 Writing a Letter of Invitation (1)一、 背景知识邀请函是日常工作和生活中常见的一种信函。有时出于工作、学术要求，出于礼貌、好客或礼尚往来，需要邀请客户、同行、同事、朋友参加会议、庆典、晚会、舞会、招待会等，加强交流与合作、增进友谊与了解。写邀请函是秘书时常做的工作。邀请信分为正式和非正式两种。正