LessonEightMinutesWriting会议记录写作.ppt

LessonEight MinutesWriting会议记录写作南京人口管理干部学院外语系杨丽lisayangli Outline 1 Briefintroductionofminutes2 Structureofminutes3 Typesofminutes4 Stagesofproducingminutes5 Languageofminutes6 Exercises Sourcesofinformation 1 1Definitionofminutes Minutesareaformalbriefsummaryofproceedingsatmeetingswhichiscirculatedtoallpeoplewhowere orshouldhavebeen atthemeeting Itisafinalaccuraterecordofwhattranspiredatameeting andanofficialrecordofthebusinessofanorganization Atsomemeetings especiallyofbodieswithlessformalaccountabilities theterm minutes issometimesreplacedbytheterm note Notesdifferfromminutesinthat typically theyarelessformal dependingonthestatusofthecommittee workingpartyconcerned Also notesarelessdetailedandtheyarenotnecessarilytobeapprovedatthenextmeeting Usually itisanormalpracticeforthesecretaryateachmeetingtotaketheminutes Minute minit Anofficialrecordoftheproceedingsatameeting 会议记录 会议进程的正式记录最为涉外文秘写作技能的一种 会议记录是指将会议的内容和过程用书面的形式记录下来 以备将来参考 会议记录者需要具有扎实的语言功底 以及总结归纳能力 要具有一定的书写速度和很强的理解能力 会议记录是一种相对来说格式比较固定的实用文体 经过多次练习 就可以较好地掌握其写作方法 图示 Chairorspeaker Participants SecretaryMinutestaker 1 2FunctionsofMinutes Takingminutesisanecessityofmanyorganizationalgatherings Thedecisionsmadeandissuesdiscussedduringameetingarecrucialtothecontinuedfunctioningofabusinessoranorganization Inotherwords minutesserveanumberofbusinessfunctions Provideanauthoritativesourceandpermanentrecordofproceedingsforfuturereference Provideformalevidenceofdecision e g appointment financialallocations authorizedactions Provideastartingpointforactiontobetakeninfuture Createanofficialrecordwhichcanbeusedinlegalproceedings Informmembersnotpresentatthemeetingsandanyothersoftheactionsofthebodyconcerned Assistinplanningtheagendaforfuturemeetings 2 StructureofMinutes GenericstructureOutline HeadingsandSub headings UNIVERSITYOFWALES CARDIFFDEPARTMENTFORCONTINUINGEDUCATIONMinutesofStaffMeetingheldonFriday 11February1999PresentApologiesofabsencewerereceivedfrom1MINUTESOFMEETINGHELDON21JANUARY19992MATTERSARISING1 Part timeDegrees2 MidGlamorganCommunityEducationForum3DEANSCOMMITTEEPAPERONCREDITSANDMODULES4FUNDINGNEWS5ANYOTHERBUSINESS6NEXTMEETING Heading Sub heading Peoplepresentandabsent Detailsofmeeting MINUTESOFMEETINGTIME PLACEOFMEETINGPURPOSEOFMEETINGPRESIDINGPRESENTABSENTSUMMARYOFTHEMEETING withheadlinesorsub headlines Preparedby Signature Notesandexplanation Althoughtherearedifferentstylesofminutes theyhavethekeyinformationincommon Allshouldcoverfourbasicthings WhereandwhenthemeetingtookplaceWhowasthereandwhowasnotWhathasbeendecidedforthegroupWhohasagreedtodothatTherefore mostminutescanbedividedintofourparts HeadingBodyAdjournmentSignatureoftheminutesrecorder WhatWhen whereWhoWhat textbook 会议记录的内容 开会的日期和时间 开会地点 出席人员 缺席人员 主持人 记录人 休会时间 会议讨论的问题 Content Layout Title Presiding Present Absent ItemsofDiscussionAndBusiness Adjournment Recorder NotesforthevariousSectionsTheheadingThebodyAdjournmentofMeetingSignature TheHeading题头 Thispart whichsometimescanbewrittenevenbeforethemeeting includesthefollowingitems 1 Meetingtitle regular special orannual 2 Thenameofthegroup organizationholdingthemeeting3 Time dateandplaceofthemeeting4 Thenameofthepresidingofficerandminutesrecorder thelatteralsoappearsattheendoftheminutes withsignaturetypedorprintedname 5 Listofpeopleattending6 Listofabsentmemberofthegroup Layout MeetingTitle NameofCommittee MeetingDate Time MeetingLocation MembersPresent MembersAbsent Minutes Recorder TheBody正文 Asthefirstpurposeofaminutesistosetouttheconclusionsreachedsothatthosewhohavetotakeactionwillknowpreciselywhattheyhavetodo thesecondistogivethereasonswhytheconclusionswerereached Thebodypartfallsclearlyintothreesections Openingstatement thatis thebackgroundPointsindiscussionConclusions thatis resolutionsorrecommendationsordecisionsreached OpeningStatement开场白 Thispartstatesthepurposeofthemeetingorprovidesthebackgroundinformationaboutitemstobediscussed Itcanshowwhowasresponsibleforputtingtheitembeforethemeeting whatwerethereasonsfortheproposalandtheprevioushistoryofthematter Thesolepurposeoftheopeningstatementistomakethesubsequentdiscussionintelligiblewithoutreferencetootherdocuments Casesofopeningstatements 1 Theminutesbeginbyrecordingcertaindocumentunderdiscussion givingthenameanddateofeach Itgoeslikethese Thepresidentnotedaletterdated from statingthat Thepresidentnotedthefollowinginformationconcerning 2 Insomemeetingminutesthefirstitembeginswithapprovalofminutesofthelastmeeting Forexample Minutesofthelastmeetingwereapprovedasanaccuraterecord 3 Theminutesofmeetingcanalsobeginwithcalltoorder Forexample TheChairmancalledthemeetingtoorderat10 00a m PointsinDiscussion议题Thissectioncontainsthereasonsadvancedinthemeetingforthedecision Itwillusuallyproceed Thefollowingpointswereraisedindiscussion andwillthensetout inseparateparagraphsorinpointform aconcisesummaryofthevariouspointsmadebeforetheconclusionwasreached Itisnormallydesirablethatthispartoftheminutesshouldbeimpersonal thatis itshouldnotattributeviewstopersons Theminutesrecordershouldnothesitatetodiscardtheirrelevantinformation Itisoftenunnecessarytoreproducethepointsindiscussionintheorderinwhichtheyweremade Itisbettertoarrangethepointsinalogicalorder Conclusion结论Aminuteendswithclearandpreciseconclusions Thechairpersonwillsometimeshavesummedupthediscussionandindicatedtheconclusionsreached But ifheorshehasnotdonethis itisthedutyofthesecretarytodraftasetofconclusionswhichexpressfairlythesenseofthemeeting Whereactionisrequired theconclusionplacestheresponsibilityfirmlyuponanindividualortheorganizationtocarryitout Ifseveralcommitteemembersareconcernedtheyshouldallbenamed toindicatewhohasthemainresponsibility Forexample Itwasresolved ThatDr Wangberequestedtodraftarevisedstatementon ThattheVice Chancellorbeinvitedtodiscussthematter AdjournmentofMeeting休会 Thelastparagraphcontainsthehourofadjournment forexample Thechairmanthankedallparticipantsfortheirpresenceandconcludedthemeetingat5 30p m Therebeingnootherbusiness themeetingwasadjournedat1 15p m Signature签名 TheminutesareclosedwiththesignatureandtitleoftheSecretary 3 TypesofMinutes会议记录类型 MinutesofNarration叙述型会议记录MinutesofResolution决议型会议记录MinutesofAction行动型会议记录 3 1MinutesofNarration叙述型会议记录 Narrativeminutesprovideasummarizedrecordofwhatwassaidatameeting Theygiveafullaccountofthemeetinginthattheyincludediscussionwhichmayleaduptoadecision FYTNetworkGameMinutesofthe6thGroupMeetingDate 4thOctober2006Time 10 00a m 11 00a m Duration 1hourVenue Prof Lochovsky sofficePresent Prof Lochovsky ChenTing TonyYoungMinutesrecorder TonyYoungAbsent ShuYan PatrickChris1APPROVALOFMINUTESOFTHELASTMEETINGMinutesofthelastmeetingwereapprovedasanaccuraterecord 2DISCUSSIONOFPROJECTDEVELOPMENT Minutesofnarration 2 1ChenTingraisedthequestionaboutthecamera ifthecameraisabovethecharacteratsomeparticularangle thenweareunabletoseeveryfartothefrontandmaynotseetheenemies 2 2ProfessorLochovskysaidthattherewasnoso called good viewangle Ifthecameraviewisthatofthecharacter thenwecanseethevirtualworld butweareunabletoseethecharacter Theplayermaylosehisorientationsincehehasnosenseaboutwherethecharacteris 2 3TonyYoungaskedwhetheritwasaproblemforthecharactertoturnaroundbecausethescenewouldchangeveryquicklyandthusmaketheplayerfeeluncomfortable 2 4Prof Lkchovskysaidthatlimitingthespeedofturnaroundcouldsolvetheproblem Hesaidthatthemainpointwastomakethegameinterestingandexciting Theviewanglewasnotthatimportant 2 5Prof Lochovskysuggestedthatweshoulddesignamaptodisplaythelocationofthecharactersothattheplayerscanbeawareoftheprogressandtheplaceofthecharacter 3MEETINGARRANGEMENTS 3 1Prof LochovskyaskedeachgrouptogivessimpledemooftheirFYPinthenextgroupmeeting 3 2Forthedemo eachgroupshouldbeabletoimplementa3Denvironmentwiththecharacter smovements forinstance forwardandbackwardmovements 3 3Thepurposeofthedemoistomakesureeachgrouphassomebasicideasofhowtoimplement3Dobjectsandcontrolthem 4ADJOURNMENTOFMEETINGTherebeingnootherbusiness themeetingwasadjournedat11 00a m 5NEXTMEETINGDate 17thOctober 2006Time 6 00p m 7 00p m Place FYPLabSignature TonyYoung 3 2MinutesofResolution决议型会议记录 Resolutionminutes sometimescalleddecisionminutes onlyshoworrecordthedecisionreachedduringthemeeting notthediscussionleadinguptothedecision Inotherwords theyarelimitedtotherecordingoftheactualwordsofallresolutionsthatwerepassed ResolutionMinutesofMeetingDate 27April2007 14 00 17 45Venue Room302 EastSaxonSavingsBankParticipants Allthemiddle levelmanagersfromSaxonyEconomicDevelopmentCorporationandEast SaxonSavingsBankMinutesrecorder Ms Koch secretaryfromSaxonyEconomicDevelopmentCorporationThefollowingresolutionsonproceedingweretakeninthesubsequentdiscussion SetupofaDiscussionGroup DevelopersofEconomy TheestablishmentofaregularDiscussionGroupthatwilltakeplace followingarotationprinciple atleasttwiceayearhasbeenagreeduponasasuitableinstrumentfortheexchangeofinformationandforcoordination PresentationoftheEconomicRegionTherehasbee3nagreementthattheattractivenessandtheprofileoftheregionneedtobemadevisible Mainfocusforthispurposeshouldbeformedbytheeconomywithconcentrationoncertainbranches ProfileSheetandContactPatternsFillinginaprofilesheetforparticipatingpartnersisregardedashelpfulfortheprovisionofbasicinformation contactpartnersandprobably corecompetence Allpartnersarerequestedtoreturnthisprofilesheet Attachment toSaxonyEconomicDevelopmentCorporationby13June2007 Theywillsubsequentlybemadeaccessibletoallpartners Themeetingwasadjournedat17 45 Signature DresdenKoch 3 3MinutesofAction行动型记录 Actionminutesshowthesamecontentasthenarrativeminutes butinadditionindicateanyfutureactionrequiredandassignresponsibilityoftaskstospecificpeople Therefore actionminutescompromisebetweenresolutionandnarrativeminutes Examples Page70 73oftextbook 4 StagesforProducingMinutes做会议记录的步骤 BeforethemeetingDuringthemeetingAfterthemeeting 4 1Beforethemeeting Beforethemeetingstarts youshouldreviewacopyoftheagendatounderstandwhatthemeetingisabout Also examinethenamesoftheattendingparticipantsinordertobecomefamiliarwiththecontextofthemeeting Youcanalsousetheagendatoserveastheformatfortheminutes Beforethemeetingbegins prepareanoutlineusingthetopicsfromtheagendaandleaveplentyofwhitespacefornotes 4 2Duringthemeeting Usewhateverrecordingmethodiscomfortableforyou anotepad laptop taperecorderandsoon Itmightbeagoodideatomakesoundrecordingsofimportantmeetingsasabackuptoyournotes Itcanbereplayedforthevitalinformationthatmighthavebeenoverlooked Animportantissuetorememberisthatwritingminutesisnotthesameastranscribing Effectivenote takingdoesnotmeanyouarerecordingeverywordthatisspoken Concentrateongettingthegistofthediscussionandtakingenoughnotestosummarizeitlater Theminutesofameetingshouldserveassnapshotofthedecisionsanddiscussions sokeepthembriefandtothepoint 4 3Afterthemeeting You dbetterwritetheminutesassoonaspossibleafterthemeeting Thatisbecauseononehandthemattersconcernedarestillfreshinyourmind andontheotherhand thosewhoattendedcanberemindedofactionsitems andthosewhodidnotattendwillpromptlyknowwhathappened 4 LanguageinMinutes 1Pasttenseandpassivevoicee g TheMinutesofthemeetingheldon21Januarywereagreedandsigned Itwasagreedthatsamplesshouldalsobesenttotwootherstate leveltestingcentersforfurthertests Aftersomediscussions itwasdecidedthat 2ReportedspeechInsteadofusing said thereareotherwaysofexpressionlike Thenheoutlinedthemainpurposeofthemeeting FollowingMr Xie Mr Reevesthendescribedingreatdetail Mr Reevesalsogaveabriefreporton Theyexplainedthat notesbelievedadmitted deniedSb thatinsistedthat calledattentionto suggested proposed recommend 3AmendmentsinminutesPara 2 Line3 shouldread Amendheadingtoread Line1toread Inthepenultimateline ContinuingEducationAward shouldbeamendedtoread Delete deleteshouldbedeletedtoread deleteasirrelevant inapplicable notapplicableandshouldthereforebedeleted Others typicalexpressionsandsentences AftercallingtheMay15meetingtoorderat4p m thepresidentrequestedthetreasurer sreport 会议主席在下午4点宣布会议开始 他要求司库作报告 Theminutesofthelastmeetingwerereadandapproved 宣读并通过了上次会议的议程 Thetreasurergavethefollowingreport 司库作如下报告 Itwasmoved seconded approvedunanimouslythataleafletbeprintedtosolicitnewmembership 有人动议印制宣传小册来招募新的会员 得到附议和多数通过 Aftersomediscussionaboutimprovingcommunicationbetweentheclubandthelocalmedia thechairpersonappointedacommitteetoreportonthisatthenextmeeting 在对改善俱乐部和媒体之间的交流进行了讨论之后 主席指定了一个委员会 并将在下一此会议上就此问题作报告 Hisremarksarebrieflysummarizedhere 他的评论简要概括如下Theserecommendationswerediscussedindetailbythespeakerandbyseveralmembersoftheaudience 发言者和几名听众对这些提议进行了详细讨论 Vocabulary Presidev 主持presentadj 在场的 出席的Absentadj 缺席的 不在场的adjournv 休会 结束Call toorder宣布开会 请 遵守会议秩序Respectfullysubmitted记录人Reportv n 报告 汇报agreev 同意Movev 动议motionn secondv 附议Abstainv 弃权disagreev 反对 不同意Approvedunanimo