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,单击此处编辑母版文本样式,第二级,第三级,第四级,第五级,*,单击此处编辑母版标题样式,单击此处编辑母版文本样式,第二级,第三级,第四级,第五级,*,单击此处编辑母版标题样式,LOGO,议程表,、,日程表,Unit,4,Agenda,and,Schedule,1/60,Highlights,1.How to Write Agendas,2.Sample Agendas,3.How to Write Schedule,4.Sample Schedules,2/60,Key terms,Items,Chairperson,Chair,Call to order,Roll call,Treasurers report,finalize,minutes,Routine report,AOB(=Any Other Business),Adjournment,条，项，款,事项,（会议）主席，主持人,（会议等）主席，主持人,宣告开会,点名,名单,记录表,会计汇报,完成，定妥,会议纪录,例行汇报,其它事项,休会；延期,3/60,Key terms 2,Section/department head,Venue,Welcome remark/welcoming address,Keynote address/keynote speech,Opening remark,Deputy vice chancellor,Vote of thanks,Bus fare,duration,部门主管,集合,/,聚会地点,欢迎致词,主题讲话,开幕致词,代理副校长,公开鸣谢,公交车费,连续,连续时间,期间,4/60,Roll call,Now Ill,call,the,roll,.,现在我,点名,了。,Ill,call,the,roll,before class.,课前我要,点名,。,A,roll,call,or roster of names.,花名册,Dont keep away during the,roll,call,.,5/60,treasurers report,Hes President,Treasurer,and Secretary in one.,他身兼会长、会计和秘书三职。,The dishonest,treasurer,converted the clubs money to his own use.,这个不老实出纳员挪用了俱乐部钱。,Sit down and look over this,treasurers,report,with me.,坐下来和我一起看看这份,会计,汇报,。,6/60,Routine reports,Any report required,on a regular basis,(hourly,daily,weekly,monthly,annually).,Routine reports typically have a set format and a clear responsibility for who collects the data,who prepares the report,who receives the report,and who uses the information in what way.Most routine reports are purely informational and simply provide the facts.,Financial statements,sales reports,audit reports,minutes of meetings,and similar documents fall into this classification.,7/60,Vote of thanks,Mrs Jones proposed a vote of thanks to the speaker.,琼斯夫人提议大家向演讲者鼓掌致谢。,She precede her speech with a vote of thanks to the committee.,她发表讲话以前先提议向全体委员表示感激。,We concluded the meeting at eight oclock with a vote of thanks.,我们在八点钟致谢词，以此结束了会议。,We proposed a vote of thanks to the speaker for his talk.,我们提议大家鼓掌感激演讲者给我们演讲,8/60,finalize,lets,finalize,the proposal.,让我们把这个提议定案吧。,Ill call him as soon as we,finalize,the itinerary.,我们把日程确定下后，我马上给他打电话。,Give me a ring or fax when you,finalize,your time for departure.,你动身日期定下来后给我打个电话或发个传真。,9/60,Could you tell me what a secretary should do to chair an productive meeting or a conference,？,10/60,Reference:,An excellent tool for having a PRODUCTIVE meeting is using,OARR:,Objectives,Agenda,Roles&Responsibilities.,-your meeting should have an OBJECTIVE.e.g.Determine the quarterly goals for the team.If you are having a meeting to just deliver information,dont waste peoples time with a meeting.Send them a newsletter.,-The agenda is a list of the topics youll address to get to that objective,with a time limit to keep you on track.For example,1.Review the status of last quarters goals(15 minutes),2.Round-table suggestions for goals(20 minutes),3.Pick top 5 goals(10 minutes),etc.),-For Roles and Responsibilities,determine who is running the meeting,who is keeping notes,and who will assign actions/to do items resulting from the meeting.,11/60,Agenda,schedule&timetable,Agenda,：,a list of things to do,or a list of ideas or problems that need to be discussed.,表示要做事或要讨论问题或想法,e.g.Talking to my class about their exams had been on my,agenda,for some time.,我早就计划要和同学们谈谈他们考试了。,Schedule:,describes a certain time and day in which to do something,but is not necessarily a written document.,特定时间要做什么事安排，不一定要书面形式。,e.g.When John arrived at work,he realized he had a very busy,schedule,with a meeting planned every hour.,当约翰到班时候，发觉他每小时都有会议，时间安排满满。,Timetable:,a list of times and events that occur at the same time regularly,on a cycle:,一张时间表，常规时间周而复始，像课程表或时刻表。,e.g.The train,timetable,says the next train to White Station will arrive in five minutes.,列车时刻表上写着下一趟去怀特车站车,5,分钟后抵达。,12/60,1.How to Write Agenda,怎样写议程表,An agenda is a list of items that will he discussed at a meeting.It,sets out,（,陈说，说明）,what will happen at the meeting,and also shows the order of business.,a written document that pre-plans a meeting.Every participant receives a copy of the agenda.It is the meeting chairpersons responsibility to keep the meeting on schedule and to end it on time;an agenda lets participants monitor how efficiently the meeting is being run.,13/60,1.How to Write Agenda,怎样写议程表,Before a meeting,the secretary,should work with,the chairperson,to develop agenda for it.,Other members,of that meeting should be given the opportunity to put forward items for discussion.,Once the agenda is written,it should,b,e sent out,at least one week before the meeting,to all members who will attend.This will enable others to prepare for the meeting,which may include,gathering the opinions of others,as well as,ensuring they know what to expect when they arrive at the meeting.,This allows for feedback and helps everyone feel that they are important collaborators.,it might be worth having a deadline for people suggesting ideas to add to the agenda.Name a cut-off and stick to it.,14/60,1.1,The points of writing,agenda,Ensure that any items that other members have requested for discussion are included.,Consider the order in which items are discussed.,Do not place too many items on an agenda if you dont feel there will he enough time to discuss them all.,Allocate time to each item,as well as a start and finish time for the meeting.,Try to ensure that the items discussed in the order they appear on the agenda.,For example,place either important items or those that are likely to require a long discussion near the top of the agenda or items that will require shorter discussion near the bottom of the agenda.,15/60,Additionally,once all the suggestion for agenda items have been received and the order has been decided on,a short description of the purpose on each item should be written,.,Some items may need,background papers,to enable those attending to have a more informed discussion.Where this is required,the papers should be produced and distributed at the same time as the agenda,.,1.1,The points of writing,agenda,16/60,Suppose youre required to draw up an agenda for an upcoming meeting,how will you prepare for it?,17/60,Things Youll Need:,Step 1:,Make a list of topics that need to be discussed in your meeting.Refer to any notes you have from the prior meeting.,Step 2:,Determine how much time is available for your meeting.,Step 3:,Identify where the meeting is going to take place.,Step 4:,Identify the date,time and location at the top of your agenda so that it will be the first thing your participants see and can note it on their calendars.,18/60,Step 5:,Identify who needs to attend the meeting(i.e.,All District Managers).,Step 6:,Indicate below the subject line whether the participants will be required to bring anything with them(i.e.,budget projections for the third quarter).If you bury this information too far into the agenda or list it at the end,attendees are likely to miss it and arrive unprepared.,Step 7:,List your agenda items in descending order,with the most important issue listed first.,19/60,Step 8:,Identify who will be in charge of leading the discussion or providing supplemental materials for each item on the agenda.,Step 9:,consider in a few minutes at the end of each meeting for participants to bring up any additional concerns that werent addressed.,Step 10:,Proofread your agenda carefully before you print it out.,Step 11:,Photocopy the agenda and distribute it to your meetings participants in advance.Have a copy of the agenda on hand the day of the meeting so that you can refer to it as the discussions get underway.,20/60,Formal v.informal,The type of format used is generally established by the formality and length of the meeting.A good rule of thumb is that,the format should match the dress of the meeting participants;,that is,a meeting full of sandals and shorts can get by with an informal agenda while a room full of suits may require a formal agenda.,21/60,The following sample represents the typical format and content of a board meeting agenda.,(Name of Agency)Board Meeting Agenda,(Month Day,Year)(Location)(Planned Starting Time to Ending Time),Activity,Action,Minutes from previous meeting,Approval,Chief Executives Report,Discussion,Finance Committees Report,Approve Budget Changes,Development Committees Report,(nonprofit),Approve Fundraising Plan,Board Development Committee,Approve Plans for RetreatAdopt Resolution to Change By Laws,Other Business-Old-New-Announcements,Roundtable Evaluation of MeetingReview of Actions from Meeting,Adjourn,22/60,Informal meeting agenda,23/60,Agenda for Chairperson,Marketing Department meeting,to be held on Tuesday,Feb.26,at 3:00 p.m.in the Conference room.,Item,Description,1.Apologies for absence,An apology has been received from Anna.,She has been ill for one week.,2.Minutes of the meeting held on Jan.10,A copy is enclosed(copies circled),3.Matters arising from the minutes,a)Minute 3 should be amended as follows:for“$3 000”reads“300”.,b)Minute 5 Miss Zhang“report on the progress of restructuring the sales team”.She has finished the preliminary report.,4.Winter promotion program,One proposal has been received,(enclosed)Free gifts(by Irving),5.To review last months sales records,A copy of the records is enclosed.,6.Date of next meeting,7.Other business,10th May,Notes:,Copies circled,纪要已 传阅,Agenda for chairperson,给会议主席议程表,24/60,Please remember the following sentences that are often used in the conversations talking about making an,agenda,for a conference.,1.What time will the meeting begin?,2.Where do you want me to put the pencils and pads?,3.What else should be included in the agenda?,4.What item should be discussed first?,5.Can you tell me about the purpose of this meeting?,6.Do I need to enclose the agenda?,25/60,1.2 The items and their order in most agenda,Apologies for absence(Or:Call to order).,缺席者名单（宣告开始）,Confirmation of the previous minutes.,（经过上次会议纪要）,Matters arising.,（前,/,续议事项）,Routine reports(senior members report first).(,例行汇报）,Issues for discussion.,要讨论议题,AOB(any other business).,其它事项,Adjournment and date of next meeting.,休会和下次会议时间,26/60,1.3,N,ote,s,Apologies for absence,(Or:Call to order)means the chairperson announces the opening of the meeting and reports that everyone is present.,Confirmation of the previous minutes,The members go through the minutes of the previous meeting.If they find the minutes correct,they will have to pass the minutes.This is called the adoption of the minutes.This adoption will be recorded in the minutes of the present meeting.If the previous meetings minutes are incorrect,they must he amended before adoption:,27/60,Here,matters arising,from the previous meeting are discussed.However,if there are many matters arising,they can be discussed under a separate agenda item,Routine reports,Routine matters are found in most meetings.In companies,they consist mainly of brief reports from the section or department heads.Usually the senior members report first.,1.3,N,ote,s,28/60,Issues for discussion,These are matters to be discussed in the meeting.The simplest matters should come first,followed by the more controversial matters.The first item should be a matter that everyone will agree on quickly.This is to establish a friendly atmosphere for later discussion.,1.3,N,ote,s,29/60,AOB,At the meeting,members may bring up matters not included in the agenda.They are to be discussed under the item“AOB”.Usually the chairperson will not allow a long discussion here.If the matter is controversial,it may be put into the next meetings agenda.,Adjournment,The committee decides on the time and date of the next meeting and the chairperson closes the meeting.,However,there is one exception to this rule.If this is the first meeting a committee,holds,items 2 and 3 will be missed since there is no last meeting to talk about.,1.3,N,ote,s,30/60,Agenda(for Meeting 1),1.Apologies for absence,2.Set maximum cost per person,3.Venue for dinner&dance,4.Theme for evening,5.Any other business,6.Date of next meeting,Compare the following two samples,Agenda(for Meeting 2),1.Apologies for absence,2.Confirmation of previous minutes,3.Matters arising from the minutes,4.Selection of dinner menu,5.Selection of MC,6.Any other business,7.Date of next meeting,Sample study,31/60,Part 1,Tarleton Corinthians Football Club,Annual General Meeting,12th January,8:00 pm at Tarleton Bowling Club,Agenda,1.,Call to order,2.,Roll call,3.Minutes of the AGM for the,season,-,4.Business arising,5.Report by the Chair,6.,Treasurers report,7.Secretarys report,8.Social committee s report,A successfully written agenda can be informative and effective.Just look at the following examples:,2,.,Sample,s,范文,2.1,Sample One,32/60,Part 1,9.,Amendments,to the constitution(any proposed amendments to the secretary by,December 31,),10.Election of Chair for season-,11.Election of Treasurer for season-,12.Election of Secretary for season,13.,Nominations,for managers positions,14.,Any other business,15.,Adjournment,Next meeting:,10:00 am January 19th,Auditorium,Tarleton Bowling Club,2,.,Sample,s,范文,33/60,Bedford Township Board,June 6,7:00 PM,Agenda,1.Apologies for absence,2.Approval of the minutes of April 5,(7:10 pm-7:40 pm),3.New business(7:40 pm-8:40 pm),Discussion,regarding,the Private Road Ordinance,Discussion and recommendation regarding Item 7A.,4.Public comment(8:40 pm-9:20 pm),5.,Commission,/staff comment,6.Adjournmentl0:00 pm,2,.,Samples,范文,2.2,Sample Two,34/60,General Meeting Agenda,General Meeting to be held at Greater Geelong City Council,11 August,1.Welcome and Apologies,2.Agree the minutes of the previous meeting,3.Select the speakers for,symposium,4.,Finalize,schedules for marketing activities,5.Review technical issues,6.Select appliance models for new equipment,7.Approve decision on,recruiting,new work staff,8.Finish reviewing job application,9.Set,deadlines,for new projects,10.Close meeting,2,.,Sample,s,范文,2.3,Sample Three,35/60,3.How to Write schedules,怎样写日程表,A schedule is a,diagram,showing tasks and their sequence.It serves to order events.The process of creating a schedule is called,scheduling,.Scheduling refers to deciding who will do what,and when and where they will do it.When scheduling,we should cover all the necessary information about tasks,length of time per task(or:,duration,),start and stop times,and sequence of tasks.,36/60,3.How to Write schedule,怎样写日程表,Schedule,Day,Time,Place,Task,(Day 1),_,_,_,(Day,2,),_,_,_,There is no fixed form for schedules.The f,o,llowing is an example of reference:,37/60,Part 1,China in the Eighties,Saturday,16th July,10:00 am to 12 noon Registration,12:30 pm,Opening Luncheon,in the presence of,His Excellency,Mr.Lin Ping Mr.E.J.McDermott-,Welcoming Address,The Hon.A.J.,Grassby-,Opening Address,Mr.Fan Kuo-xiang-Address on behalf of Embassy of Peoples Republic of China,2:00 pm Prof.Colin Mackerras-,Keynote Address,3:30 pm Afternoon Tea,4:00 pm Dr.Jocelyn Chey-The Australia-China Council&Cultural Relations,5:00 pm Bar Opens(in the Union Building),6:00 pm Dinner,7:00 pm Dance performance by members of Chinese Youth League
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