MinutesWriting會議記錄寫作(52張)課件

1、LessonEightMinutesWriting會議記錄寫作第1頁，共53頁。Outline1. Brief introduction of minutes 2. Structure of minutes 3. Types of minutes 4. Stages of producing minutes 5. Language of minutes6. Exercises Sources of information 第2頁，共53頁。1.1 Definition of minutesMinutes are a formal brief summary of proceedings at

2、meetings which is circulated to all people who were (or should have been) at the meeting. It is a final accurate record of what transpired at a meeting, and an official record of the business of an organization. At some meetings, especially of bodies with less formal accountabilities, the term “minu

3、tes” is sometimes replaced by the term “note”. Notes differ from minutes in that, typically, they are less formal, depending on the status of the committee/working party concerned. Also, notes are less detailed and they are not necessarily to be approved at the next meeting. Usually, it is a normal

4、practice for the secretary at each meeting to take the minutes. 第3頁，共53頁。 Minute: minit An official record of the proceedings at a meeting. 會議記錄：會議進程的正式記錄最為涉外文秘寫作技能的一種，會議記錄是指將會議的內容和過程用書面的形式記錄下來，以備將來參考。會議記錄者需要具有扎實的語言功底，以及總結歸納能力，要具有一定的書寫速度和很強的理解能力。 會議記錄是一種相對來說格式比較固定的實用文體，經(jīng)過多次練習，就可以較好地掌握其寫作方法。圖示第4頁，共53

5、頁。第5頁，共53頁。Chair or speakerParticipants Secretary Minutes taker第6頁，共53頁。1.2 Functions of Minutes Taking minutes is a necessity of many organizational gatherings. The decisions made and issues discussed during a meeting are crucial to the continued functioning of a business or an organization. In oth

6、er words, minutes serve a number of business functions:Provide an authoritative source and permanent record of proceedings for future reference. Provide formal evidence of decision, e. g. appointment, financial allocations, authorized actions. Provide a starting point for action to be taken in futur

7、e. Create an official record which can be used in legal proceedings.Inform members not present at the meetings and any others of the actions of the body concerned.Assist in planning the agenda for future meetings 第7頁，共53頁。2. Structure of MinutesGeneric structure Outline: Headings and Sub-headings 第8

8、頁，共53頁。UNIVERSITY OF WALES, CARDIFFDEPARTMENT FOR CONTINUING EDUCATION Minutes of Staff Meeting held on Friday, 11 February 1999Present Apologies of absence were received from 1 MINUTES OF MEETING HELD ON 21 JANUARY 19992 MATTERS ARISING 1) Part-time Degrees 2) Mid Glamorgan Community Education Foru

9、m 3 DEANS COMMITTEE PAPER ON CREDITS AND MODULES 4 FUNDING NEWS 5 ANY OTHER BUSINESS 6 NEXT MEETING HeadingSub-headingPeople present and absent Details of meeting第9頁，共53頁。MINUTES OF MEETING TIME & PLACE OF MEETING PURPOSE OF MEETING PRESIDING PRESENT ABSENT SUMMARY OF THE MEETING (with headlines or

10、sub-headlines)Prepared by:Signature Notes and explanation第10頁，共53頁。 Although there are different styles of minutes, they have the key information in common. 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

11、has agreed to do thatTherefore, most minutes can be divided into four parts:Heading BodyAdjournment Signature of the minutes recorder What When & whereWho What (textbook)第11頁，共53頁。 會議記錄的內容開會的日期和時間開會地點出席人員缺席人員主持人記錄人休會時間會議討論的問題Content Layout 第12頁，共53頁。TitlePresidingPresentAbsentItems of Discussion And

12、 BusinessAdjournmentRecorder第13頁，共53頁。Notes for the various Sections The heading The body Adjournment of MeetingSignature第14頁，共53頁。The Heading 題頭 This part, which sometimes can be written even before the meeting, includes the following items:1) Meeting title (regular, special, or annual) 2) The name

13、 of the group/organization holding the meeting 3) Time, date and place of the meeting 4) 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)5) List of people attending 6) List of absent member of the group L

14、ayout 第15頁，共53頁。Meeting Title: _Name of Committee _Meeting Date: _ Time: _Meeting Location: _Members Present: _Members Absent: _Minutes _ _Recorder: _第16頁，共53頁。The Body 正文 As the first purpose of a minutes is to set out the conclusions reached so that those who have to take action will know precisel

15、y what they have to do; the second is to give the reasons why the conclusions were reached. The body part falls clearly into three sections:Opening statement, that is, the background Points in discussionConclusions, that is, resolutions or recommendations or decisions reached 第17頁，共53頁。 Opening Stat

16、ement 開場白This part states the purpose of the meeting or provides the background information about items to be discussed. It can show who was responsible for putting the item before the meeting, what were the reasons for the proposal and the previous history of the matter. The sole purpose of the ope

17、ning statement is to make the subsequent discussion intelligible without reference to other documents. Cases of opening statements 第18頁，共53頁。 (1) The minutes begin by recording certain document under discussion, giving the name and date of each. It goes like these: “The president noted a letter date

18、d from stating that” “The president noted the following information concerning” (2) In some meeting minutes the first item begins with approval of minutes of the last meeting. For example: “Minutes of the last meeting were approved as an accurate record.” (3) The minutes of meeting can also begin wi

19、th call to order. For example: “The Chairman called the meeting to order at 10:00 a. m.”第19頁，共53頁。 Points in Discussion 議題 This section contains the reasons advanced in the meeting for the decision. It will usually proceed “The following points were raised in discussion” and will then set out, in se

20、parate paragraphs or in point form, a concise summary of the various points made before the conclusion was reached. It is normally desirable that this part of the minutes should be impersonal, that is, it should not attribute views to persons. The minutes recorder should not hesitate to discard the

21、irrelevant information. It is often unnecessary to reproduce the points in discussion in the order in which they were made. It is better to arrange the points in a logical order. 第20頁，共53頁。Conclusion 結論 A minute ends with clear and precise conclusions. The chairperson will sometimes have summed up t

22、he discussion and indicated the conclusions reached. But, if he or she has not done this, it is the duty of the secretary to draft a set of conclusions which express fairly the sense of the meeting. Where action is required, the conclusion places the responsibility firmly upon an individual or the o

23、rganization to carry it out. If several committee members are concerned they should all be named, to indicate who has the main responsibility. For example:It was resolvedThat Dr. Wang be requested to draft a revised statement onThat the Vice-Chancellor be invited to discuss the matter第21頁，共53頁。Adjou

24、rnment of Meeting 休會The last paragraph contains the hour of adjournment, for example:“The chairman thanked all participants for their presence and concluded the meeting at 5:30 p.m.”“There being no other business, the meeting was adjourned at 1:15 p.m.”第22頁，共53頁。Signature 簽名The minutes are closed wi

25、th the signature and title of the Secretary. 第23頁，共53頁。3. Types of Minutes 會議記錄類型Minutes of Narration 敘述型會議記錄Minutes of Resolution 決議型會議記錄Minutes of Action 行動型會議記錄第24頁，共53頁。3.1 Minutes of Narration 敘述型會議記錄Narrative minutes provide a summarized record of what was said at a meeting. They give a full a

26、ccount of the meeting in that they include discussion which may lead up to a decision.第25頁，共53頁。FYT Network GameMinutes of the 6th Group Meeting Date: 4th October 2006Time: 10:00 a.m. 11:00 a.m. Duration: 1 hour Venue: Prof. Lochovskys office Present: Prof. Lochovsky, Chen Ting, Tony Young Minutes r

27、ecorder: Tony Young Absent: Shu Yan, Patrick Chris 1 APPROVAL OF MINUTES OF THE LAST MEETING Minutes of the last meeting were approved as an accurate record. 2 DISCUSSION OF PROJECT DEVELOPMENTMinutes of narration第26頁，共53頁。2.1 Chen Ting raised the question about the camera: if the camera is above th

28、e character at some particular angle, then we are unable to see very far to the front and may not see the enemies. 2.2 Professor Lochovsky said that there was no so-called “good” view angle. If the camera view is that of the character, then we can see the virtual world, but we are unable to see the

29、character. The player may lose his orientation since he has no sense about where the character is. 2.3 Tony Young asked whether it was a problem for the character to turn around because the scene would change very quickly and thus make the player feel uncomfortable. 2.4 Prof. Lkchovsky said that lim

30、iting the speed of turnaround could solve the problem. He said that the main point was to make the game interesting and exciting. The view angle was not that important. 2.5 Prof. Lochovsky suggested that we should design a map to display the location of the character so that the players can be aware

31、 of the progress and the place of the character. 3 MEETING ARRANGEMENTS 第27頁，共53頁。3.1 Prof. Lochovsky asked each group to give s simple demo of their FYP in the next group meeting. 3.2 For the demo, each group should be able to implement a 3D environment with the characters movements, for instance,

32、forward and backward movements. 3.3 The purpose of the demo is to make sure each group has some basic ideas of how to implement 3D objects and control them. 4 ADJOURNMENT OF MEETING There being no other business, the meeting was adjourned at 11:00 a.m.5 NEXT MEETING Date: 17th October, 2006Time: 6:0

33、0 p.m. 7:00 p.m.Place: FYP Lab Signature: Tony Young 第28頁，共53頁。3.2 Minutes of Resolution 決議型會議記錄Resolution minutes, sometimes called decision minutes, only show or record the decision reached during the meeting, not the discussion leading up to the decision. In other words, they are limited to the r

34、ecording of the actual words of all resolutions that were passed.第29頁，共53頁。Resolution Minutes of Meeting Date: 27 April 2007, 14:00 17:45Venue: Room 302, East Saxon Savings Bank Participants: All the middle-level managers from Saxony Economic Development Corporation and East-Saxon Savings Bank Minut

35、es recorder: Ms. Koch, secretary from Saxony Economic Development Corporation The following resolutions on proceeding were taken in the subsequent discussion. Setup of a Discussion Group “Developers of Economy” The establishment of a regular Discussion Group that will take place, following a rotatio

36、n principle, at least twice a year has been agreed upon as a suitable instrument for the exchange of information and for coordination. 第30頁，共53頁。Presentation of the Economic Region There has bee3n agreement that the attractiveness and the profile of the region need to be made visible. Main focus for

37、 this purpose should be formed by the economy with concentration on certain branches. Profile Sheet and Contact Patterns Filling in a profile sheet for participating partners is regarded as helpful for the provision of basic information, contact partners and probably, core competence. All partners a

38、re requested to return this profile sheet (Attachment) to Saxony Economic Development Corporation by 13 June 2007. They will subsequently be made accessible to all partners. The meeting was adjourned at 17:45.(Signature)Dresden Koch第31頁，共53頁。3.3 Minutes of Action 行動型記錄Action minutes show the same co

39、ntent as the narrative minutes, but in addition indicate any future action required and assign responsibility of tasks to specific people. Therefore, action minutes compromise between resolution and narrative minutes.Examples: 73 of textbook第32頁，共53頁。4. Stages for Producing Minutes做會議記錄的步驟Before the

40、 meeting During the meeting After the meeting 第33頁，共53頁。4.1 Before the meeting Before the meeting starts, you should review a copy of the agenda to understand what the meeting is about. Also, examine the names of the attending participants in order to become familiar with the context of the meeting.

41、 You can also use the agenda to serve as the format for the minutes. Before the meeting begins, prepare an outline using the topics from the agenda and leave plenty of white space for notes. 第34頁，共53頁。4.2 During the meeting Use whatever recording method is comfortable for you: a notepad, laptop, tap

42、e recorder and so on. It might be a good idea to make sound recordings of important meetings as a backup to your notes. It can be replayed for the vital information that might have been overlooked. An important issue to remember is that writing minutes is not the same as transcribing. Effective note

43、-taking does not mean you are recording every word that is spoken. Concentrate on getting the gist of the discussion and taking enough notes to summarize it later. The minutes of a meeting should serve as snapshot of the decisions and discussions, so keep them brief and to the point. 第35頁，共53頁。4.3 A

44、fter the meeting Youd better write the minutes as soon as possible after the meeting. That is because on one hand the matters concerned are still fresh in your mind, and on the other hand, those who attended can be reminded of actions items, and those who did not attend will promptly know what happe

45、ned. 第36頁，共53頁。4. Language in Minutes 1 Past tense and passive voice e.g. The Minutes of the meeting held on 21 January were agreed and signed. It was agreed that samples should also be sent to two other state-level testing centers for further tests. After some discussions, it was decided that第37頁，共

46、53頁。2 Reported speech Instead of using “said”, there are other ways of expression like:Then he outlined the main purpose of the meeting. Following Mr. Xie, Mr. Reeves then described in great detailMr. Reeves also gave a brief report onThey explained that第38頁，共53頁。 notes believed admitted/denied Sb.

47、that insisted that called attention to suggested/proposed/recommend第39頁，共53頁。3 Amendments in minutes Para. 2, Line 3, should read:Amend heading to read:Line 1 to read:In the penultimate line “Continuing Education Award” should be amended to read:Delete 第40頁，共53頁。 delete should be deleted to read “”

48、delete as irrelevant/inapplicable. not applicable and should therefore be deleted. 第41頁，共53頁。Others: typical expressions and sentences. 第42頁，共53頁。After calling the May 15 meeting to order at 4 p.m., the president requested the treasurers report. 會議主席在下午4點宣布會議開始。他要求司庫作報告。 The minutes of the last meet

49、ing were read and approved. 宣讀并通過了上次會議的議程。 The treasurer gave the following report: 司庫作如下報告。第43頁，共53頁。 It was moved, seconded, approved unanimously that a leaflet be printed to solicit new membership. 有人動議印制宣傳小冊來招募新的會員，得到附議和多數(shù)通過。 After some discussion about improving communication between the club a

50、nd the local media, the chairperson appointed a committee to report on this at the next meeting. 在對改善俱樂部和媒體之間的交流進行了討論之后，主席指定了一個委員會。并將在下一此會議上就此問題作報告。第44頁，共53頁。 His remarks are briefly summarized here: 他的評論簡要概括如下 These recommendations were discussed in detail by the speaker and by several members of t

51、he audience. 發(fā)言者和幾名聽眾對這些提議進行了詳細討論。第45頁，共53頁。Vocabulary Preside v. 主持 present adj. 在場的，出席的Absent adj. 缺席的，不在場的 adjourn v. 休會，結束Call to order 宣布開會；請遵守會議秩序Respectfully submitted 記錄人Report v./n. 報告，匯報 agree v. 同意Move v. 動議 motion n. second v. 附議Abstain v. 棄權 disagree v. 反對，不同意Approved unanimously 以多數(shù)通過O

52、ld business 原先事務 new business 新事務第46頁，共53頁。ExerciseWrite minutes according to the following information. Characters:Don Bradley KateDerek Companies:J K Toys Dealer Dan 第47頁，共53頁。 Mr. Don Bradley proposed that a strategy be outlined. He then summarized the discussion by pointing out the advantages of

53、 J K Toys: a) larger market share; b) cheaper product; c) earlier launch date; d) larger advertising budget. Ms. Kate analyzed the strategy of J K Toys to take up the market share of our company, both the European and the export market. Mr. Don Bradley then asked Kate about the factors our company c

54、ould influence. And Kate outlined two countermeasures: to increase the advertising budget and to bring forward the launch date. Mr. Don Bradley asked Mr. Derek Jones about the feasibility of the plan. Mr. Derek Jones disagreed with the plan. 第48頁，共53頁。Exercise 1 There is an outline of a minutes take

55、n at the meeting at Osman Industries. You can also see a transcript of the meeting which produced these minutes. Try to match each of the spoken statement with the minutes. 2 Then, based on the above information please produce an effective minute of the meeting. 第49頁，共53頁。Date: 26 April 2007Present:

56、 James Clark, Assistant Safety Manager, chairperson Harry Fung, Inspection Engineer, Secretary Peter Koo, Maintenance EngineerMinutes recorder: Harry Fung 第50頁，共53頁。Review: Teaching Syllabus(1) Course Introduction, and an English email(2) Social Correspondence (3) Book Review (4) Public Sign(5) Resume (6) Speech (7)