minutes会议记录PPT

1、Page 1Page 2 Minute 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 polices, and provide the decision-making process. Page 31. Provide an authoritative sou

2、rce and permanent record of proceedings for future reference; 2. Provide formal evidence of decisions, e.g. appointments, financial allocations, authorized actions;3. Give continuity to procedures, traditional activities;4. Provide a record of policy decisions made and the basis for them;5. Create a

3、n official record which can be used in legal proceedings;6. Provide a starting point for action to be taken in future;7. Inform members not present at the meeting and any others of the actions of the body concerned;8. Assist in planning the agendas for future meetings;9. Provide documentary evidence

4、 for audit purpose.Page 4There are different styles of minutes, but they have the same key information. All should cover four basic things: Where and when the meeting took place; Who was there and who was not; What has been decided for the group; Who has agreed to do what.Therefore, most minutes can

5、 be divided into four parts: 1. Heading 2. Body 3. Adjournment time 4. Signature of the minutes recorderPage 5This part, which sometimes can be written even before the meeting, includes the following items:1) Meeting title (must be full title)2) The name of the group/organization holding the meeting

6、;3) Time, date and place of the meeting;4) List of people attending5) List of absent members of the group;6) Quorum person7)The name of the presiding officer and minutes recorder (the latter also appears at the end of the minutes, with signature typed or printed name).Page 6The body part falls clear

7、ly into three sections: Opening statement, that is, the background; Points in discussion; Conclusions, that is, resolutions or recommendation Page 7Opening statement This part provides the background information about items to be discussed. It can show who was responsible for putting the item before

8、 the meeting, what were the reasons for the previous history of the matter. “The president noted a letter dated .from.stating that.” “The president noted the following information concerning.” Begin with approval of minutes of the lasting minutes：“Minutes of the last meeting were approved as an accu

9、rate record.” Begin with call to order:“The Chairman called the meeting to order at 10:00 a.m.”Page 8Points in discussion This section contains the reasons advanced in the decision. It will usually proceed “The following points were raised in discussion”, and will then set out, in separate paragraph

10、s or in point form, a concise summary of the various points made before the conclusion was reached. It is normally describe that this part of the minutes should be impersonal, that is, it should not attribute views to persons.ConclusionsA minute ends with clear and precise conclusions. The chairpers

11、on will sometimes have summed up the discussion and indicated the conclusion reached. But, if they have not done so, it is the duty for the secretary to draft a set of conclusions which express fairly the sense of the meeting.Page 9Where action is required, the conclusion places the responsibility f

12、irmly upon an individual or the organization to carry it out. If several committee members are concerned they should all be named, care should be taken to indicate who has the main responsibility. To take them stand out as clearly as possible, the conclusions are divided into their constitute parts,

13、 putting each into a separate provision, E.g. It was resolved. It was resolved. that Dr Wang be requested to draft a revised statement on. that Dr Wang be requested to draft a revised statement on. that the Vice-Chancellor be invited to discuss the matter at the next that the Vice-Chancellor be invi

14、ted to discuss the matter at the next meeting of.meeting of.The conclusions are normally set out at the end of the minute. If, however, the minute falls naturally into a number of different sections, the conclusions can be interspersed in the record of the discussion instead of being brought togethe

15、r at the end of the minute. In that event, each separate section should end with the relevant conclusion, inset in the text. Page 10 The last paragraph (maybe a sentence) contains the hour of adjournment: “The chairman thanks all participants for their presence and concludes the meeting at 5:30 p.m.

16、” “There being no other business, the meeting was adjourned at 1:20 p.m. ” The minutes are closed with the signature and title of the Secretary. (respectful submitted)Page 11Minutes of the monthly meeting of the Labor Grievances Committee The Slate and Johnson Luggage CompanyEmployees canteen, Septe

17、mber 23, 2003 Presiding: Mr. Falk, PresidentPresent: Mr. Baum Ms. Dulugatz Mr. Fenster Ms. Liu Ms. SunAbsent: Ms. Penn1. Call to order The chairman called the meeting to order at 4:00 p.m. 2. Discussion As the first item on the agenda, the minutes of the previous meeting (August 21) was read by the

18、Secretary Ms. Liu. Then Mr. Falk corrected a mistake made in the minutes that it was Ms. Dulugatz, not Ms. Penn to conduct a study of the employee washroom in the warehouse. The correction was approved by all present. Mr. Fenster summarized the results of a survey of office employees. He was going t

19、o write a report on this and present it to the Board of Directors. 3. Any other businessThe next meeting will be held at the same time and place on October 22, 2003. The meeting adjourned at 5:15 p.m. (signature)Ms. Liu, SecretaryPage 12Format 1) In the heading, every title usually appears in bold l

20、etters and capitalization 2) Between the heading and body, there is at least one black line 3) In the body part, you have three choices, but only one in one minute “Setup of a Discussion Group” “SETUP OF A DISCUSSION GROUP” “Setup of a discussion group” All of them need to bold letters, one thing or

21、 one persons say for one paragraph 4）At least 2-4 black lines between the signature and last partPage 13Tips for good minutes writing Brevity A minute should be selective. The points made in the minute should be recorded as briefly as possible.Self-contained Its able to be understood without reference to other documents.Decisive This is especially important for the conclusions. Correct Minutes should be written in the past tense, for example: “The Safety Officer confirmed that he has written to member of staff concerned and has not received a