Module 10-Meeting Agenda and Minutes商务英语-会议日程和记录

Module10MeetingAgendaandMinutes会议日程和记录Doyoumakemeetingagendasandminutes?Whatarethecontentsandforms?MeetingAgendaActivity:Fillinthegapswiththewordsfromtheboxtoobtainthedefinitionofabusinessmeetingagenda.eventsattendtitlebusinessplanincludesAbusinessmeetingagendaisa____forabusinessmeeting.It______elementssuchasthetime,place,and_____ofthemeeting,peoplewho______themeeting,andtheorderofthe______tooccurinthemeeting.Creatinganeffectiveagendaisoneofthemostimportantelementsforaproductivemeeting.HerearesomeREASONSwhythemeetingagendaissoimportant.TheAgendacommunicates（传达）importantinformationsuchas:topicsfordiscussionpresenterordiscussionleaderforeachtopictimeallotment（分配）foreachtopicprovidesanoutline（大纲）forthemeeting(howlongtospendonwhichtopics)canbeusedasachecklist（备忘录）toensurethatallinformationiscoveredletsparticipantsknowwhatwillbediscussedifit‘sdistributed（分发）beforethemeeting.Thisgivesthemanopportunitytocometothemeetingpreparedfortheupcoming（即将到来的）discussionsordecisions.providesafocusforthemeeting(theobjective（目的）ofthemeetingmustbeclearlystatedintheagenda).Thestructureofameetingagenda1.Reference（编号）2.Nameofthesponsor（赞助者）3.Timeofthemeeting4.Titleofthemeeting5.Placeofthemeeting6.Peoplewhowillattendthemeeting7.Eventsintimesequence（顺序）:Event1.Event2.EventN.Situation:AsecretarypreparesameetingagendaforthemembersoftheBoardofDirectorsofFarEastTextilesEnterpriseLtd.Inthemeeting,areport,apricelist,recentcompanyprogresswillbediscussed.Sample1Ref:BD/11.2/032345AgendaforthemeetingoftheBoardofDirectorstobeheldintheBoardroom202at2:30p.m.onThursday,2ndNovember,2003.Themeetingwillconsiderthefollowingissues:6a)Mattersarisingfrom（由…引起）thereport.b)Thequotation（报价单）receivedfromIshibodaMachineToolsLtd.forthesupplyoftextileweavingequipment.c)Toreviewtheprogressofthecompany’srecentsalesprogramforitssynthetic（人造的）silk.d)Dateandplaceofthenextmeeting.Structureanalysis:1.Referenceoftheagenda2,3,4,5Title,people,place,timeofthemeetingetc.6.Issuestobediscussedinthemeeting.Activity:Writeameetingagendawiththefollowingdetails.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.T.A.Grison，31岁，现任贸易促进委员会助理会计Mr.B.Ball27岁，现任N&B有限公司财务经理助理MissJ.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/5-10-04Agendaforthemanagerial（经理的）meetingtobeheldintheNo.1MeetingRoomat9:00amonMonday,10thMay,2004.Themeetingwillconsiderthefollowingissues:1.ToreviewthesalesprogressofSpring2004.2.ToconsiderapplicationsreceivedforthepostofAssistantAccountantasfollows:Mr.T.A.Grison,aged31,presentlyAssistantAccountantattheTradePromotionCouncilMr.B.Ball,aged27,currentlyAssistanttotheAccountingManager,N&BCompanyLtd.MissJ.Simpson,aged26,presentlyAccountingAssistantwiththecompany.3.Dateandplaceofthenextmeeting.MinutesDefinitionMinuteisasummarizedorcondensedrecordofwhathastakenplaceinameeting.Itisawrittenrecordtobekeptforfuturereference.Itmayrecordreviewofthepastactivities,newdecisionsandpolicies,andprovidethedecision-makingprocess.Thestructureofameetingminute1.Thenameoftheorganization2.Theplace,dateandtimeofthemeeting3.Thenameofthepersonpresiding（主持）4.Arecordofattendance(forsmallmeetings,alistofthosepresentorabsent;forlargemeetings,thenumberofmembersinattendance（出席）)5.Areference（提及）totheminutesofthepreviousmeeting(astatementthattheywerereadandeitheracceptedorrevised（修改）,orthatthereadingwasdispensedwith（省掉）)6.Anaccountofallreports,motions(提议),orresolutions（决议）made(includingallnecessarydetailsandtheresultsofvotestaken)7.Thedate,time,andplaceofthenextmeeting8.Timeofadjournment（休会）(thetimewhenthemeetingfinished)9.Signature(thenameoftherecorder)SituationTheSecretaryofXinhuaElectronicCo.Ltd.SophieLiuwritestheminutesoftheManager’smeetingheldonJanuary11,2004.Atthemeeting,thePersonnelManagerSueinformedthestaffchange,theSalesManagerAlanmadeareportonthelatestmarketdevelopment,themanageroftheTechnicalDept.Davidsuggestedinterflow（交流）oftechnologyandexperiencebetweenthebranchoffices,andthemanageroftheFinancialDept.Edwardproposedthecutting-downonlunchallowance（补贴）whichwouldcontinuetobediscussedlater.SampleMinutesoftheManager’sMeetingXinhuaElectronicCO.LTD.January11,2004Presiding:Mr.RobinHillPresent:MissSueChenMissSophieLiuMr.AlanSmithMr.DavidYangMr.EdwardLeeThechairmancalledthemeetingtoorderat3:00p.m.Asthefirstitemontheagenda,heaskedforapprovaloftheminutesofthemeetingheldon14,December2003,whichwereagreedandsigned.ThechairmanfirstaskedMissSueChen,thePersonnelManager,toinformthestaffchanges.MissSueChensaidthattheTreasurer（出纳员）hadretiredattheendofDecemberandMr.EdwardLeehadbeenappointedtoreplacehim.TheSalesManagerMr.AlanSmithmadeabriefreportonthelatestmarketdevelopment.HesaidthattheCompanywasfacingfiercecompetitionfromaSouthKoreanelectronicmanufacturer.Heoutlinedhowactioncanbetakentocounter（反击）Kolung’smarketingstrategies.TheManageroftheTechnicalDepartmentMr.DavidYangsuggestedtechnicalexpertsgoaroundbranchofficestostimulate（激励）theinterflowoftechniqueandexperience.Mr.EdwardLee,thenewlyappointedTreasurer,presentedhisideaonthecutting-do