商务英语写作Chapter 10-minutesPPT课件

Minutes,Contents,ComposingYourMessage,MeetingMinutes,Whatismeetingminutes?arecordofdiscussionanddecisionsmadeatameeting.Whattenseyoushouldchoose?pasttenseWhatskillsyoushoulduse?formality:formaltone:objective(noopinions,butfacts)Howimportantismeetingminutes?Minutesareconsideredlegaldocumentsbytheauditors,IRS(internationalrevenueservice美国国税局)andcourts.Manyassertthatifitsnotintheminutes,itdidnthappen.,PreparationforMinutes,BeforetheMeeting,DuringtheMeeting,Addyourtitleinhere,AftertheMeeting,Chooseyourtool:Decidehowyouwilltakenotes,i.e.penandpaper,laptopcomputer,ortaperecorder.Makesureyourtoolofchoiceisinworkingorderandhaveabackupjustincase.Usethemeetingagendatoformulateanoutline.,Passaroundanattendancesheet.Getalistofcommitteemembersandmakesureyouknowwhoiswho.Notethetimethemeetingbegins.Donttrytowritedowneverysinglecomment-justthemainideas.Writedownmotions,whomadethem,andtheresultsofvotes,ifany;noneedtowritedownwhosecondedamotion.Makenoteofanymotionstobevotedonatfuturemeetings.Notetheendingtimeofthemeeting.,Typeuptheminutesimmediatelyafterthemeeting.Includethenameoforganization,nameofcommittee,typeofmeeting(daily,weekly,monthly,annual,orspecial),andpurposeofmeeting.Includethetimethemeetingbeganandended.Proofreadtheminutesbeforesubmittingthem.,ContentofMinutes,Heading,name,titleandsignatureoftheminuteskeeper,nameoftheorganization/meetingdate,time,placeofthemeetingnameofthechairman/hostnatureofthemeeting,namelistofattendeesandabsenteesstatementofpreviousminutes,announcementJonWhiteBear;ElizabethDrucker;JackPorterAbsent:SheilaAndersonMeetingcalledtoorderat7:00p.m.April14,2006byChair,DouglasCarverforthepurposeofsolvingcustomersproblemsinpayment.Proceedings:1.(Lastmonths)meetingminuteswereamendedandapproved.2.Afterthemeetingwasdeclaredopen,Mr.DouglasCarver,chairmanofthemeeting,madeapositivecommentonthetotalsalesofthecompanyoflastweek,andpointedoutthatourcustomersdidntknowhowtopayproperly.HeMOTIONStosendaleaflettothemtoensureourorganizationreceivesmorepaymentsontime.Afterdiscussion,staffmembersagreed.3.Inthediscussion,JonWhiteBear,ElizabethDruckerandJackPortergavemoresuggestionsaboutthecontentoftheleaflet:a.Theleafletcanbeplacedonthecounters.b.Theleafletshouldremindthecustomerstopaybycash,creditcardordebitcard.c.Theleafletshouldremindthemnottopostcashtousandwhentheywishtopaybytelephoning,theyshouldgiveustheircarddetails.d.Theleafletshouldremindwholesaleclientstowritetheiraccountnumberonthebackofthecheckandpaywithin10daysafterreceivingthebillorstatementofaccount.OtherBusiness:Elizabethmentionedthatstaffmember,SheilaAndersonshusbandisillandinthehospital.MOTIONtosendagifttoAndersonshusband,expressingtheorganizationssympathyandsupport;secondedandpassed.Meetingadjournedat9:30p.m.MinutessubmittedbySecretary,BhataBhatacharia.,CheckYourself,Task1,Choosethebestoption(s)tocompletethestatement(s)andanswerthequestion(s):1.b2.a,b,d,e,f3.a,b,c,d,Task2:Translatethefollowingsentence,1.Annieexplainedthat,asprospectsforthefutureappearedsound,sheshouldstronglyrecommendanincreaseinstaffsalaries.2.Mr.Birdwhistlerecommendedthatdrinkmachinesshouldbepurchased.3.MissShirleyannouncedthatshehasmadeallnecessaryarrangementforthepromotionalactivity.4.TheChairmanreportedthattheconcertheldonSaturday,April12,2006wasagreatsuccess,makingaprofitof$3,000.5.TheChairmancommentedonthepoorconditionoftheheatingsystem.Mr.DillonWilliamswasrequestedtofindoutthecostofnewones.,Annie提议由于公司前景明朗，应给于与员工加薪。,主席谈到了供热系统的不良状况，要求DillonWilliams先生调查新供热系统的价格。,主席作报告称2006年4月12日举行的演唱会取得成功，获利3000美元。,Shirley小姐说她已经为促销活动做好了所有的准备。,Birdwhistle先生提到应该购买饮水机。,Task2:Translatethefollowingsentence,6.HelenPaterson小姐自愿做市场调查，并将在下一次会议上作相关报告。7.公司秘书递交了销售经理关于新工程的详细报告。8.事先发下去的上次会议的记录时得到主席签字确认的正式纪录。9.会议同意下次会议将在2005年1月3日16点（4:00p.m.）举行。10.GaryClark先生已正式说明缺席原因，他因参加商业会议而不能到会。,MissHelenPatersonvolunteerstodoamarketingsurvey,andreportbackatthenextmeeting.,Thecompanysecretarysubmittedareportfromthesalesmanagercontainingallthedetailsofthenewproject.,Theminutesofthelastmeeting,havingbeenpreviouslycirculated,wereapprovedandsignedbytheChairmanasacorrectrecord.,ItwasagreedthatthenextmeetingwouldbeheldonTuesdayJanuary3,2005at16:00.,ApologieswerereceivedfromMr.GaryClarkwhowasattendingabusinessconference.,Task3:TrueorFalse,1.Keeptheminuteshortandtothepoint.2.Minutesshouldbeaccurate.Soyouneedtorecordeverytopicdiscussedonthemeeting,eventhoseirrelevanttothebusinessathand.3.Tohelptakingaccurateminutes,obtainthemeetingagenda,minutesfromthelastmeeting,andanybackgrounddocumentstobediscussed.4.Minutesshouldbeinaverbatimmanner.5.Minutescanbetakenbyparticipants.,F(Avoidwritingdownthedetailsofeachdiscussion.Takingminutesisnotthesameastakingdictation.),T,T,F(Minutesnotedownonlythepointsandeventsinsteadoftheunnecessaryrepetitionsandnonsensewords.),F(Inordertoensureanimpartialandobjectiveminutes,itshouldbetakenbysecretarieswhowillnotspeakatthemeeting.),Task3:TrueorFalse,6.Youshoulddevelopyourownwayoftakingnotes.7.Headings,numbersandbulletpointsarecommondevicestohelpbuildupalogicstructure.8.Nowthatyouhavetakendetailednotesduringthemeeting,youcantranscribetheminutesatanytimeafterthemeeting.9.Astheminutestakerandaparticipantinthemeeting,youcanincludeyourownsubjectiveopinionsintheminutes.10.Nomatterwhattypeofminutesyoutake,focusoncapturingandcommunicatingallimportantactionsthattookplace.,F(Transcribeminutessoonafterthemeeting,whenyourmemoryoftheeventisstillfresh.),T,T,F(Writeinaconcise,accuratemanner,takingcarenottoincludeanysortofsubjectiveopinion.),T,Task4:Chooseproperheading,F.Attendance,A.ApprovalofAgenda,E.StudentLoungeProposal,B.OfficersReports,D.CommitteeReports,C.Adjournment,Task5:Commentontheminutesandimproveit,Suggestedanswers:1.Thenamesandtitlesoftheparticipantsandabsenteesarenotincludedintheminutes.Andtheyshouldbeputatthebeginningofminutes.2.Theseveralactionsatthemeetingshouldbebullet-pointed.3.Theplaceofthenextmeetingisnotclear.,Write