《实用商务英语写作教程》课件Chapter 15 Minutes.pptx

1、Topics coveredPreparation for Taking MinutesHow to Take MinutesSpeed-writing TipsPreparation for Taking MinutesKnowing the Meeting Principles of Your Company Designing a Template of Meeting MinutesBringing a Notebook or Laptop with YouKnowing the Meeting Principles of Your Company Knowing your role

2、is important.Some minute secretaries dont participate in the meeting,while others take minutes while contributing to the discussion.In either case the secretary should not be someone who has another major role,such as chairman or facilitator.Designing a Template of Meeting MinutesTitle of the meetin

3、gName of organizationType of meeting.Is it a regular weekly or annual meeting,a smaller committee meeting or a meeting convened for a special purpose?Date,time,and place.Leave space for convening and adjourning times.Name of chairman or meeting leader and name of secretary(or their substitutes).List

4、 of“attendees”and“apologies of absentees”.Note whether the number of people sufficient to carry out votes.Space for your signature.As a minute-taker,you will always sign your work.According to your organizations policies,if the minutes should be approved,an additional signature is required.Bringing

5、a Notebook or Laptop with YouBecause you often take meeting minutes,preparing a notebook or a computer with you is very necessary.You can write your minutes in a notebook and a laptop.Besides,if you took minutes at an earlier meeting and they have not been submitted for approval,make sure to bring t

6、hose with you as well.How to Take MinutesProviding an Attendance SheetFilling out the TemplateTaking NotesListening to Reports and Obtaining CopiesRecording the Summary of DiscussionTranscribing the MinutesTaking NotesYou should include the following items in your minutes:What was achieved during th

7、e meeting.Decisions that were made at the meeting.Your minutes will serve as a written record.Any actions that were agreed.In this case you should include the action itself,who it was assigned to,and the date it should be completed by.If a follow-up meeting was agreed on,this should be mentioned.Tra

8、nscribing the MinutesFrom Notes to MinutesAs you format them,make sure:You use correct spelling and grammar and use a spellchecker if you need to.Use the past tense or present tense,but dont switch between them in the same document.Your minutes should be objective.You should never add your own opini

9、on to the minutes.You use simple and exact language in your minutes.Use precise wording instead of vague language,correct descriptions instead of flowery ones.You should include only actions taken,not discussions.If you are not asked to record discussions,you should pay attention to what was done,no

10、t what was said.Number the pages for reference.Transcribing the Minutes Distribute and Approve your MinutesDistribute a draft of your minutes to members.Send a copy to each member using the contact information on the sign sheet.You may be asked to read the minutes aloud at the next meeting and submi

11、t them for approval.If the motion passes,mark that the minutes are accepted.If the minutes are corrected before they are accepted,make the changes in the document and indicate at the end that the minutes are corrected.Speed-writing TipsUsing AbbreviationsUsing SymbolsUsing AbbreviationsAbbreviations

12、 Words or phrasesi.e.that is e.g.for exampleapprox.approximatelyb/wbetween1st,2nd,3rdfirst,second,thirdi/eimport/exporto/doverduesigsignificantimpimportantQ1,Q2,Q3,Q4fist,second,third,fourth quarter of the yearb4beforebtbetweenUse only the first syllable of a wordpolpoliticsdemdemocracylibliberalcam

13、capitalismUse the first syllable and the first letter of the second syllableprespresentationsubjsubjectindindividualconsconservativeOmit the vowels,and retain only enough consonants to get a recognizable skeleton of the wordppdpreparedprblmproblembkgdbackgroundgvtgovernmentUse an apostrophe in place

14、 of lettersamtamountcontdcontinuedgovtgovernmenteducatleducationalUsing SymbolsMeaning=equals,isis not equal toLeads to,results inthe result of,due torises,increasesandapproximately,aboutdrops,reducesbecause of thereforeSample linesThe minutes of the last meeting of the Domestic Sales Team on 15 Apr

15、il 2018 were read and approved by Mr Conrad.2018年4月15日本地销售小组召开了会议，本次会议上康纳德先生宣读并通过了上次会议的会议记录。The meeting was held to look into the recent fire involving cooling tower 11 on the roof of the Rose Building in Tsinmshatsui and to make arrangements with Tiffa Maintenance regarding remedial work.本次会议的目的是就尖

16、沙咀玫瑰大楼顶11号冷却塔失火事件进行深入调查，并与迪发维修公司商议维修事宜。Sample linesNo other business was discussed,and the meeting adjourned at 4:00 pm.会议于下午四点结束，其他事宜未及。Mr Gregg concluded the meeting with a summary of the decisions reached.最后，格莱哥先生就会议作出的决定进行了总结。Lucy stated that she would recommend a further exploratory visit to the Senior Management Group when they next met in December.露西表示她下次与高层管理成员会晤将是12月，届时她会提议作进一步的考察。