商务英语写作会议纪要

MinutesjInthismodule,youareexpectedModule4:MinutesObjectivestolearnabouttheformatandthenecessarypartsofaminutes；towriteaminuteswithcorrectformatandsufficientinformation.MinutesMr.JiangasksthemanagersofalldepartmentstoattendameetingthisFridaymorning.Hehopestolistentothemanagers’reportsonthediscussionson“flextimesystem”.QiuXiaoyunisalsoaskedtoattendthemeetingandisassignedthetaskoftakingminutes.CanyouhelpQiuXiaoyuntofinishthistaskwiththehelpofthefollowingrecordofthemeeting?(Inordertofulfillthistaskbetter,youcanfindsomeofyourclassmatesandrole-playthemeeting)TaskYourTry1MinutesWhatispurposeforpeopletotakemeetingminutes?WhocanbethetakerofmeetingMinutes?Canheorsheanyonewhospeaksatthemeeting?Youaredividedintoseveralgroups.Eachgroupshouldrole-playtheabovemeetingfirstlyandthendiscussthefollowingquestions.Notes:Doyouthinkitisaneffectivemeeting?Why?CommunicativeActivity2Listsomekindsofpreparationaminutes-takershouldgetreadytobeforethemeeting.Whatshouldwetakedowninameetingminutes?Minutes1)Doyouthinkitisaneffectivemeeting?Why?Yesitisaneffectivemeeting.Chairofthemeetingcontrolledthemeetingverywellandeveryoneattendedthemeetingstatedouttheiropinionsclearlyatthemeeting.2)Whatispurposeforpeopletotakemeetingminutes?Aminuteisabriefsummaryofproceedingsatmeetingsandsoareasnapshotofthedecisionsmadeandactionsagreedatameeting.Thepurposeofminutesistorecordwhatwasdone,notwhatwassaid.CommunicativeActivity2Minutes3)Whocanbethetakerofmeetingminutes?Canheorsheanyonewhospeaksatthemeeting?Usuallyaminuteistakenorproducedbythemeeting’ssecretarybutthistaskisn'treservedformeetingsecretaryonly.Anypersonwhoattendsameetingwithoutspeakingmaybeaskedtodothis.4)Listsomekindsofpreparationaminutes-takershouldgetreadytobeforethemeeting.Firstly,theminutes-takershouldprepareforanattendancebookincasehedoesn’tknowsomeoneoftheattendants.Secondly,heshouldgetfamiliarwiththemeetingagenda.Lastly,ifitispossible,hecouldprepareforatape-recorderorarecordingpentohelphimtakedownthemainpointsofthemeeting.CommunicativeActivity2Minutes3)Whatshouldwetakedowninameetingminutes?Althoughtherearedifferentstylesofminutes,theyhavethekeyinformationincommon.Allshouldcoverfourbasicthings:(1)whereandwhenthemeetingtookplace;(2)whowasthereandwhowasnot;(3)whathasbeendecidedforthegroup;(4)whohasagreedtobethisorthat.Therefore,mostminutescanbedividedintofourparts:heading,body,adjournmenttime,andsignatureoftheminute’srecorder.CommunicativeActivity2MinutesMinutesDate:February20,2008,9:00a.m.Present:ThomasJiang,ChairpersonQianHuilin,managerofDepartmentAChenZhen,managerofDepartmentBZhangYan,managerofDepartmentCLiJing,managerofDepartmentDZhaoQiang,managerofDepartmentEApologiesforAbsence:Mr.YuanGuojun,managerofDepartmentFSampleAnalysisHeadingMinutesThechiefitemofthemeeting:Possibilityofcarryingoutflextimesysteminthecompany.Differentopinions:1.Ms.Qian’sopinions:Shereportedthatherpeoplefeelhappywiththepresentnon-flexiblesystem.Sheandthestaffinherdepartmentthinkit’shardtocoverforothersiftherewasaflextimesystem.2.Ms.Zhang’sopinions:Shesuggestedtovoteonthenewproposal.Sheagreedwiththenewworkingsystemandevensuggestedtohavegapworkingdays.3.Ms.Li’sopinions:Sheagreedwiththeflextimesystemandproposedanewworkingsystem,whichiscalled“coretimes”.Coretimes,inMs.Li’sideas,meanthebasichoursoneshouldbeinthecompany.SampleAnalysisBodyMinutesSampleAnalysis4.Mr.Chen’sopinion:HeagreedwiththenewworkingsystembutdisagreedwithMs.Li’snewproposalon“coretimes”.5.Mr.Zhao’sopinion:Becauseofthetimedifference,it’sveryhardforMr.Zhao’sdepartmenttocarryoutflextimesystem.AdjournmentThemeetingadjournedat9:45a.m.QiuXiaoyunBusinessAssistantBodySignatureMinutesThedefinitionofmeetingminutesMinutesofmeetingskeeppermanentandformalrecordsofdiscussionsanddecisionsatmeetings.Minuteisthewrittenrecordofameetingandservestoprovideanaccuraterecordofwhathasbeensaid,discussedandlegibletosomeonewhowasnotpresentatthemeeting.Itisanaccurateandconcisesummaryofalldecisionandmainpointsforfuturereference.SummaryMinutesTheformatofmeetingminutesThere’reheadingandbodypartsinameetingminutes.Generallyspeaking,theyshouldcoverthefollowingpoints:1)Kindofmeeting(regular,special,general,etc.)2)Day,date,time,andplaceofmeeting.3)Theword“Minutes”,orthetopicofthemeeting,intheheading,.4)Memberspresent.Beginwiththepresidingofficerorchairman.5)Membersabsent.6)Guestsandstaffpresent.7)Timethepresidingofficercallsthemeetingtoorder.8)Actiontakenonthelastmeeting’sMinutes.SummaryMinutesTheformatofmeetingminutes9)Speakers’reports,likeTreasurer’sreport;Executiveofficer’sreport;Committeereports;Electionreport;etc.10)Othercurrentbusiness.11)Oldbusiness12)Newbusiness13)Adjournment–Day,date,andtimeofnextmeeting,ifannounced.14)Signaturelineforindividualsigningtheminutes.Atlast,youshouldpayattentionthatthereisnocomplimentaryclosingattheendofmeetingminutes.SummaryMinutesSummaryStepsintakingminutesAtsomepointyourbossmayaskyoutotakeminutesatameeting.Herearesomepointstohelpyoumasterthisskill.—BeforetheMeeting1)Chooseyourtool:Decidehowyouwilltakenotes,i.e.penandpaper,laptopcomputer,ortaperecord