商务英语写作Chapter 10-minutes.ppt

1、Minutes,Contents,Composing Your Message,Meeting Minutes,What is meeting minutes? a record of discussion and decisions made at a meeting. What tense you should choose? past tense What skills you should use? formality: formal tone: objective (no opinions, but facts) How important is meeting minutes? M

2、inutes are considered legal documents by the auditors, IRS (international revenue service美国国税局) and courts. Many assert that if its not in the minutes, it didnt happen.,Preparation for Minutes,Before the Meeting,During the Meeting,Add your title in here,After the Meeting,Choose your tool: Decide how

3、 you will take notes, i.e. pen and paper, laptop computer, or tape recorder. Make sure your tool of choice is in working order and have a backup just in case. Use the meeting agenda to formulate an outline.,Pass around an attendance sheet. Get a list of committee members and make sure you know who i

4、s who. Note the time the meeting begins. Dont try to write down every single comment - just the main ideas. Write down motions, who made them, and the results of votes, if any; no need to write down who seconded a motion. Make note of any motions to be voted on at future meetings. Note the ending ti

5、me of the meeting.,Type up the minutes immediately after the meeting. Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special), and purpose of meeting. Include the time the meeting began and ended. Proofread the minutes before submitting them.

6、,Content of Minutes,Heading,name, title and signature of the minutes keeper,name of the organization / meeting date, time, place of the meeting name of the chairman / host nature of the meeting,name list of attendees and absentees statement of previous minutes, announcement Jon White Bear; Elizabeth

7、 Drucker; Jack Porter Absent: Sheila Anderson Meeting called to order at 7:00p.m. April 14, 2006 by Chair, Douglas Carver for the purpose of solving customers problems in payment. Proceedings: 1. (Last months) meeting minutes were amended and approved. 2. After the meeting was declared open, Mr. Dou

8、glas Carver, chairman of the meeting, made a positive comment on the total sales of the company of last week, and pointed out that our customers didnt know how to pay properly. He MOTIONS to send a leaflet to them to ensure our organization receives more payments on time. After discussion, staff mem

9、bers agreed. 3. In the discussion, Jon White Bear, Elizabeth Drucker and Jack Porter gave more suggestions about the content of the leaflet: a. The leaflet can be placed on the counters. b. The leaflet should remind the customers to pay by cash, credit card or debit card. c. The leaflet should remin

10、d them not to post cash to us and when they wish to pay by telephoning, they should give us their card details. d. The leaflet should remind wholesale clients to write their account number on the back of the check and pay within 10 days after receiving the bill or statement of account. Other Busines

11、s: Elizabeth mentioned that staff member, Sheila Andersons husband is ill and in the hospital. MOTION to send a gift to Andersons husband, expressing the organizations sympathy and support; seconded and passed. Meeting adjourned at 9:30 p.m. Minutes submitted by Secretary, Bhata Bhatacharia.,Check Y

12、ourself,Task 1,Choose the best option(s) to complete the statement(s) and answer the question(s): 1. b 2. a, b, d, e, f 3. a, b, c, d,Task 2: Translate the following sentence,1. Annie explained that, as prospects for the future appeared sound, she should strongly recommend an increase in staff salar

13、ies. 2. Mr. Birdwhistle recommended that drink machines should be purchased. 3. Miss Shirley announced that she has made all necessary arrangement for the promotional activity. 4. The Chairman reported that the concert held on Saturday, April 12, 2006 was a great success, making a profit of $3,000.

14、5. The Chairman commented on the poor condition of the heating system. Mr. Dillon Williams was requested to find out the cost of new ones.,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Dillon Williams 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

15、水机。,Task 2: Translate the following sentence,6. Helen Paterson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（4:00 p.m.）举行。 10. Gary Clark 先生已正式说明缺席原因，他因参加商业会议而不能到会。,Miss Helen Paterson volunteers to do a marketing survey, and report back

16、 at the next meeting.,The company secretary submitted a report from the sales manager containing all the details of the new project.,The minutes of the last meeting, having been previously circulated, were approved and signed by the Chairman as a correct record.,It was agreed that the next meeting w

17、ould be held on Tuesday January 3, 2005 at 16:00 .,Apologies were received from Mr. Gary Clark who was attending a business conference.,Task 3: True or False,1. Keep the minute short and to the point. 2. Minutes should be accurate. So you need to record every topic discussed on the meeting, even tho

18、se irrelevant to the business at hand. 3. To help taking accurate minutes, obtain the meeting agenda, minutes from the last meeting, and any background documents to be discussed. 4. Minutes should be in a verbatim manner. 5. Minutes can be taken by participants.,F (Avoid writing down the details of

19、each discussion. Taking minutes is not the same as taking dictation.),T,T,F (Minutes note down only the points and events instead of the unnecessary repetitions and nonsense words.),F (In order to ensure an impartial and objective minutes, it should be taken by secretaries who will not speak at the

20、meeting.),Task 3: True or False,6. You should develop your own way of taking notes. 7. Headings, numbers and bullet points are common devices to help build up a logic structure. 8. Now that you have taken detailed notes during the meeting, you can transcribe the minutes at any time after the meeting

21、. 9. As the minutes taker and a participant in the meeting, you can include your own subjective opinions in the minutes. 10. No matter what type of minutes you take, focus on capturing and communicating all important actions that took place.,F (Transcribe minutes soon after the meeting, when your me

22、mory of the event is still fresh.),T,T,F (Write in a concise, accurate manner, taking care not to include any sort of subjective opinion.),T,Task 4: Choose proper heading,F. Attendance,A. Approval of Agenda,E.Student Lounge Proposal,B. Officers Reports,D. Committee Reports,C. Adjournment,Task 5: Com

23、ment on the minutes and improve it,Suggested answers: 1. The names and titles of the participants and absentees are not included in the minutes. And they should be put at the beginning of minutes. 2. The several actions at the meeting should be bullet-pointed. 3. The place of the next meeting is not clear.,