Task
1 Your Try
Mr. Jiang asks the managers of all departments to attend a meeting this Friday morning. He hopes to listen to the managers’ reports on the discussions on “flextime system”. Qiu Xiaoyun is also asked to attend the meeting and is assigned the task of taking minutes. Can you help Qiu Xiaoyun to finish this task with the help of the following record of the meeting?
Adjournment The meeting adjourned at 9:45 a.m.
Qiu Xiaoyun Business Assistant
Signature
Minutes
Summary
The definition of meeting minutes Minutes of meetings keep permanent and formal records of discussions and decisions at meetings. Minute is the written record of a meeting and serves to provide an accurate record of what has been said, discussed and legible to someone who was not present at the meeting. It is an accurate and concise summary of all decision and main points for future reference.
Minutes
Sample Analysis
Minutes
Date: Present:
Apologies for Absence:
February 20, 2008, 9:00 a.m. Thomas Jiang, Chairperson Qian Huilin, manager of Department A Chen Zhen, manager of Department B Zhang Yan, manager of Department C Li Jing, manager of Department D Zhao Qiang, manager of Department E Mr. Yuan Guojun, manager of Department F
MinutesΒιβλιοθήκη Sample Analysis
Body
4. Mr. Chen’s opinion: He agreed with the new working system but disagreed with Ms. Li’s new proposal on “core times”. 5. Mr. Zhao’s opinion: Because of the time difference, it’s very hard for Mr. Zhao’s department to carry out flextime system.
2) What is purpose for people to take meeting minutes? A minute is a brief summary of proceedings at meetings and so are a snapshot of the decisions made and actions agreed at a meeting. The purpose of minutes is to record what was done, not what was said.
What should we take down in a meeting minutes?
Who can be the taker of meeting Minutes?Can he or she anyone who speaks at the meeting?
Minutes
2 Communicative Activity
Do you think it is an effective meeting? Why?
What is purpose for people to take meeting minutes?
Notes:
List some kinds of preparation a minutes-taker should get ready to before the meeting.
Minutes
2 Communicative Activity
3) Who can be the taker of meeting minutes? Can he or she anyone who speaks at the meeting? Usually a minute is taken or produced by the meeting’s secretary but this task isn't reserved for meeting secretary only. Any person who attends a meeting without speaking may be asked to do this.
3. Ms. Li’s opinions: She agreed with the flextime system and proposed a new working system, which is called “core times”. Core times, in Ms. Li’s ideas, mean the basic hours one should be in the company.
j Module 4: Minutes
Objectives
In this module, you are expected
to learn about the format and the necessary parts of a minutes；
to write a minutes with correct format and sufficient information. Minutes
Minutes
2 Communicative Activity
3) What should we take down in a meeting minutes? Although there are different styles of minutes, they have the key information in common. All should cover four basic things: (1) where and when the meeting took place; (2) who was there and who was not; (3) what has been decided for the group; (4) who has agreed to be this or that. Therefore, most minutes can be divided into four parts: heading, body, adjournment time, and signature of the minute’s recorder.
(In order to fulfill this task better, you can find some of your classmates and role-play the meeting)
Minutes
2 Communicative Activity
You are divided into several groups. Each group should role-play the above meeting firstly and then discuss the following questions.
2. Ms. Zhang’s opinions: She suggested to vote on the new proposal. She agreed with the new working system and even suggested to have gap working days.
Minutes
Summary
The format of meeting minutes There’re heading and body parts in a meeting minutes. Generally speaking, they should cover the following points: 1) Kind of meeting (regular, special, general, etc.) 2) Day, date, time, and place of meeting. 3) The word “Minutes”, or the topic of the meeting, in the heading,. 4) Members present. Begin with the presiding officer or chairman. 5) Members absent. 6) Guests and staff present. 7) Time the presiding officer calls the meeting to order. 8) Action taken on the last meeting’s Minutes.