Minutes
2
Communicative Activity
2) 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;
en’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.
Who can be the taker of meeting Minutes?Can he or she anyone who speaks at the meeting?
What should we take down in a meeting minutes?
Minutes
2
Communicative Activity
Minutes
Summary — After the Meeting 1) Type up the minutes as soon as possible after the meeting, while everything is still fresh in your mind. 2) Include the name of organization, name of committee, type of meeting (daily, weekly, monthly, annual, or special). 3) Proofread the minutes before submitting them.
Lastly, if it is possible, prepare for a tape-recorder or a recording pen to help him take down the main points of the meeting (have a backup just in case). Minutes
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Unit 5.2 Meeting 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
• Definition • 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.
Sample Analysis
The chief item of the meeting: Possibility of carrying out flextime system in the company. Body
Different opinions: 1. Ms. Qian’s opinions: She reported that her people feel happy with the present non-flexible system. She and the staff in her department think it’s hard to cover for others if there was a flextime system. 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. 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. Minutes
Minutes
Task 1
pre-activity
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?
Minutes
Sample Analysis Minutes on flexitime system in the company Date: Place: Presiding: Present: February 20, 2008, 9:00 a.m. Meeting room 102 Mr. Harson 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 Heading Apologies for Absence: Mr. Yuan Guojun, manager of Department F Minutes
1) 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.
(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.
Minutes
Summary Steps in taking minutes At some point your boss may ask you to take minutes at a meeting. Here are some points to help you master this skill. — Before the Meeting Firstly, prepare for an attendance book in case he doesn’t know someone of the attendants. Secondly, get familiar with the meeting agenda; use it to formulate an outline.
Adjournment The meeting adjourned at 9:45 a.m. Qiu Xiaoyun
Business Assistant
Adjournment time
Signature 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) Title 2) date, time, and place of meeting. 3) The name of the person presiding 4) Members present. 5) Members absent. 6) A reference to the minutes of the previous meeting 7) An account of all reports, motions(提议), or resolutions made (including all necessary details and the results of votes taken)