优质英语讲义Module10MeetingAgendaandMinutes会议日程和记录课件.ppt
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1、Module 10Meeting Agenda and Minutes 会议日程和记录会议日程和记录Do you make meeting agendas and minutes?What are the contents and forms?Meeting AgendaActivity:Fill in the gaps with the words from the box to obtain the definition of a business meeting agenda.events attend title business plan includesA business mee
2、ting agenda is a _ for a business meeting.It _ elements such as the time,place,and _ of the meeting,people who _ the meeting,and the order of the _ to occur in the meeting.Creating an effective agenda is one of the most important elements for a productive meeting.Here are some REASONS why the meetin
3、g agenda is so important.The Agenda communicates(传达)important information such as:ltopics for discussionlpresenter or discussion leader for each topicltime allotment(分配)for each topic lprovides an outline(大纲)for the meeting(how long to spend on which topics)lcan be used as a checklist(备忘录)to ensure
4、that all information is covered llets participants know what will be discussed if its distributed(分发)before the meeting.This gives them an opportunity to come to the meeting prepared for the upcoming(即将到来的)discussions or decisions.lprovides a focus for the meeting(the objective(目的)of the meeting mus
5、t be clearly stated in the agenda).The structure of a meeting agenda1.Reference(编号)2.Name of the sponsor(赞助者)3.Time of the meeting4.Title of the meeting5.Place of the meeting6.People who will attend the meeting7.Events in time sequence(顺序):Event 1.Event 2.Event N.Situation:A secretary prepares a mee
6、ting agenda for the members of the Board of Directors of Far East Textiles Enterprise Ltd.In the meeting,a report,a price list,recent company progress will be discussed.Sample1Ref:BD/11.2/032345Agenda for the meeting of the Board of Directors to be held in the Boardroom 202 at 2:30 p.m.on Thursday,2
7、nd November,2003.The meeting will consider the following issues:6a)Matters arising from(由引起)the report.b)The quotation(报价单)received from Ishiboda Machine Tools Ltd.for the supply of textile weaving equipment.c)To review the progress of the companys recent sales program for its synthetic(人造的)silk.d)D
8、ate and place of the next meeting.Structure analysis:1.Reference of the agenda2,3,4,5 Title,people,place,time of the meeting etc.6.Issues to be discussed in the meeting.Activity:Write a meeting agenda with the following details.会议:经理会议时间:2004年5月10日星期一上午9点地点:第一会议室议程:评估2004年春季销售进展讨论下列人员谋求助理会计职位的申请:Mr.
9、T.A.Grison,31岁,现任贸易促进委员会助理会计Mr.B.Ball 27岁,现任N&B有限公司财务经理助理Miss J.Simpson,26岁,现任本公司的会计助理下次会议的时间和地点Ref:MM/5.10/04|Ref:MM/5-10-04Agenda for the managerial(经理的)meeting to be held in the No.1 Meeting Room at 9:00 am on Monday,10th May,2004.The meeting will consider the following issues:1.To review the sal
10、es progress of Spring 2004.2.To consider applications received for the post of Assistant Accountant as follows:Mr.T.A.Grison,aged 31,presently Assistant Accountant at the Trade Promotion CouncilMr.B.Ball,aged 27,currently Assistant to the Accounting Manager,N&B Company Ltd.Miss J.Simpson,aged 26,pre
11、sently Accounting Assistant with the company.3.Date and place of the next meeting.MinutesDefinitionMinute is a summarized or condensed record of what has taken place in a meeting.It is a written record to be kept for future reference.It may record review of the past activities,new decisions and poli
12、cies,and provide the decision-making process.The structure of a meeting minute1.The name of the organization2.The place,date and time of the meeting3.The name of the person presiding(主持)4.A record of attendance(for small meetings,a list of those present or absent;for large meetings,the number of mem
13、bers in attendance(出席))5.A reference(提及)to the minutes of the previous meeting(a statement that they were read and either accepted or revised(修改),or that the reading was dispensed with(省掉))6.An account of all reports,motions(提议),or resolutions(决议)made(including all necessary details and the results
14、of votes taken)7.The date,time,and place of the next meeting8.Time of adjournment(休会)(the time when the meeting finished)9.Signature(the name of the recorder)SituationThe Secretary of Xinhua Electronic Co.Ltd.Sophie Liu writes the minutes of the Managers meeting held on January 11,2004.At the meetin
15、g,the Personnel Manager Sue informed the staff change,the Sales Manager Alan made a report on the latest market development,the manager of the Technical Dept.David suggested interflow(交流)of technology and experience between the branch offices,and the manager of the Financial Dept.Edward proposed the
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