商务英语写作3-4会议纪要课件

j

Inthismodule,youareexpectedModule4:MinutesObjectivestolearnabouttheformatandthenecessarypartsofaminutes；towriteaminuteswithcorrectformatandsufficientinformation.

Mr.JiangasksthemanagersofalldepartmentstoattendameetingthisFridaymorning.Hehopestolistentothemanagers’reportsonthediscussionson“flextimesystem”.QiuXiaoyunisalsoaskedtoattendthemeetingandisassignedthetaskoftakingminutes.CanyouhelpQiuXiaoyuntofinishthistaskwiththehelpofthefollowingrecordofthemeeting?

(Inordertofulfillthistaskbetter,youcanfindsomeofyourclassmatesandrole-playthemeeting)TaskYourTry1

Whatispurposeforpeopletotakemeetingminutes?WhocanbethetakerofmeetingMinutes?Canheorsheanyonewhospeaksatthemeeting?Youaredividedintoseveralgroups.Eachgroupshouldrole-playtheabovemeetingfirstlyandthendiscussthefollowingquestions.Notes:Doyouthinkitisaneffectivemeeting?Why?

CommunicativeActivity2Listsomekindsofpreparationaminutes-takershouldgetreadytobeforethemeeting.Whatshouldwetakedowninameetingminutes?3)Whocanbethetakerofmeetingminutes?Canheorsheanyonewhospeaksatthemeeting?Usuallyaminuteistakenorproducedbythemeeting’ssecretarybutthistaskisn'treservedformeetingsecretaryonly.Anypersonwhoattendsameetingwithoutspeakingmaybeaskedtodothis.4)Listsomekindsofpreparationaminutes-takershouldgetreadytobeforethemeeting.Firstly,theminutes-takershouldprepareforanattendancebookincasehedoesn’tknowsomeoneoftheattendants.Secondly,heshouldgetfamiliarwiththemeetingagenda.Lastly,ifitispossible,hecouldprepareforatape-recorderorarecordingpentohelphimtakedownthemainpointsofthemeeting.CommunicativeActivity23)Whatshouldwetakedowninameetingminutes?

Althoughtherearedifferentstylesofminutes,theyhavethekeyinformationincommon.Allshouldcoverfourbasicthings:(1)whereandwhenthemeetingtookplace;(2)whowasthereandwhowasnot;(3)whathasbeendecidedforthegroup;(4)whohasagreedtobethisorthat.Therefore,mostminutescanbedividedintofourparts:heading,body,adjournmenttime,andsignatureoftheminute’srecorder.CommunicativeActivity2MinutesDate: February20,2008,9:00a.m.Present: ThomasJiang,Chairperson QianHuilin,managerofDepartmentA ChenZhen,managerofDepartmentB ZhangYan,managerofDepartmentC LiJing,managerofDepartmentD ZhaoQiang,managerofDepartmentEApologiesforAbsence: Mr.YuanGuojun,managerofDepartmentFSampleAnalysisHeadingThechiefitemofthemeeting: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.SampleAnalysisBody

Thedefinitionofmeetingminutes

Minutesofmeetingskeeppermanentandformalrecordsofdiscussionsanddecisionsatmeetings.Minuteisthewrittenrecordofameetingandservestoprovideanaccuraterecordofwhathasbeensaid,discussedandlegibletosomeonewhowasnotpresentatthemeeting.Itisanaccurateandconcisesummaryofalldecisionandmainpointsforfuturereference.SummaryTheformatofmeetingminutes 9)Speakers’reports,likeTreasurer’sreport;Executiveofficer’sreport;Committeereports;Electionreport;etc. 10)Othercurrentbusiness. 11)Oldbusiness 12)Newbusiness 13)Adjournment–Day,date,andtimeofnextmeeting,ifannounced. 14)Signaturelineforindividualsigningtheminutes. Atlast,youshouldpayattentionthatthereisnocomplimentaryclosingattheendofmeetingminutes.

SummarySummary—DuringtheMeeting1)Passaroundanattendancesheet.2)Getalistofcommitteemembersandmakesureyouknowwhoiswho.3)Notethetimethemeetingbegins.4)Don’ttrytowritedowneverysinglecomment—justthemainideas.5)Writedownmotions,whomadethem,andtheresultsofvotes,ifany;noneedtowritedownwhosecondedamotion.6)Makenoteofanymotionstobevotedonatfuturemeetings.7)Notetheendingtimeofthemeeting.Summary—AftertheMeeting1)Typeuptheminutesassoonaspossibleafterthemeeting,whileeverythingisstillfreshinyourmind.2)Includethenameoforganization,nameofcommittee,typeofmeeting(daily,weekly,monthly,annual,orspecial),andpurposeofmeeting.3)Includethetimethemeetingbeganandended.4)Proofreadtheminutesbeforesubmittingthem.Youareprovidedmoremeetingminutestolearnbyyourself.Youcanmakecomparisononthesamplesaccordingtowhathavebeentaught.IndividualStudyTipsMinutes1:Minutesofaboardmeeting

Minutes2:Minutesofayear-endsalesmeeting

Minutes3:Minutesofamonthlymeeting

PracticesMatching1【Directions】MatchtheEnglishwordsandphraseswiththeirproperChineseMeaning.(f)adjournment (c)unanimously(a)calltoorder (g)resolution(h)inturn (b)tosecond(d)motion (i)proceedings(j)agenda (e)abstaina.宣布开会b.附议c.全体一致地，无异议地d.提议e.弃权f.休会 g.决议h.轮流 i.会议进程 j.会议议程1)Theminutesofthelastmeeting,havingbeenpreviouslycirculated,wereapprovedandsignedbytheChairmanasacorrectrecord.上次会议的会议记录已事先传阅，该会议记录已被确认通过并由主席签字。

2)ThemeetingsuggestedinvitingexpertsfromCanadatogiveatrainingcoursetoalltheemployeesofthecompany.与会者一致提议从加拿大聘请专家为公司全体员工开设培训课程。

3)Mr.Zhangvolunteeredtoarrangeforestimatestobeobtainedonthecostofrepairs,andreportbackatthenextmeeting.张经理自愿安排人员就修理费用作出估价并在下次会议上汇报有关情况。

PracticesTranslating28)全体一致同意下次会议于2009年7月1日上午10时在会议室举行。Itwasa