商务英语写作会议纪要一等奖公开课.ppt

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,Minutes,j,In this module,you are expected,Module 4:Minutes,Objectives,to learn about the format and the necessary parts of a minutes；,to write a minutes with correct format and sufficient information.,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?,(In order to fulfill this task better,you can find some of your classmates and role-play the meeting),Task,Your Try,1,What is purpose for people to take,meeting minutes?,Who can be the taker of meeting,Minutes?Can he or she anyone who,speaks at the meeting?,You are divided into several groups.Each group should role-play the above meeting firstly and then discuss the following questions.,Notes:,Do you think it is an effective meeting?,Why?,Communicative Activity,2,List some kinds of preparation a,minutes-taker should get ready to,before the meeting.,What should we take down in a,meeting minutes?,1)Do you think it is an effective meeting?Why?,Yes it is an effective meeting.Chair of the meeting controlled the meeting very well and everyone attended the meeting stated out their opinions clearly at the meeting.,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.,Communicative Activity,2,3)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 meetings secretary but this task isnt reserved for meeting secretary only.Any person who attends a meeting without speaking may be asked to do this.,4)List some kinds of preparation a minutes-taker should get ready to before the meeting.,Firstly,the minutes-taker should prepare for an attendance book in case he doesnt know someone of the attendants.Secondly,he should get familiar with the meeting agenda.Lastly,if it is possible,he could prepare for a tape-recorder or a recording pen to help him take down the main points of the meeting.,Communicative Activity,2,The chief item of the meeting:,Possibility of carrying out flextime system in the company.,Different opinions:,1.Ms.Qians opinions:She reported that her people feel happy with the present non-flexible system.She and the staff in her department think its hard to cover for others if there was a flextime system.,2.Ms.Zhangs 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.Lis opinions:She agreed with the flextime system and proposed a new working system,which is called“core times”.Core times,in Ms.Lis ideas,mean the basic hours one should be in the company.,Sample Analysis,Body,Sample Analysis,4.Mr.Chens opinion:He agreed with the new working system but disagreed with Ms.Lis new proposal on“core times”.,5.Mr.Zhaos opinion:Because of the time difference,its very hard for Mr.Zhaos department to carry out flextime system.,Adjournment,The meeting adjourned at 9:45 a.m.,Qiu Xiaoyun,Business Assistant,Body,Signature,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.,Summary,The format of meeting minutes,Therere 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 meetings Minutes.,Summary,The format of meeting minutes,9)Speakers reports,like Treasurers report;Executive officers report;Committee reports;Election report;etc.,10)Other current business.,11)Old business,12)New business,13)Adjournment Day,date,and time of next meeting,if announced.,14)Signature line for individual signing the minutes.,At last,you should pay attention that there is no complimentary closing at the end of meeting minutes.,Summary,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,1)Choose your tool:Decide how you will take notes,i.e.pen and paper,laptop computer,or tape recorder.,2)Make sure your tool of choice is in working order and have a backup just in case.,3)Use the meeting agenda to formulate an outline.,Summary,During the Meeting,1)Pass around an attendance sheet.,2)Get a list of committee members and make sure you know who is who.,3)Note the time the meeting begins.,4)Dont try to write down every single commentjust the main ideas.,5)Write down motions,who made them,and the results of votes,if any;no need to write down who seconded a motion.,6)Make note of any motions to be voted on at future meetings.,7)Note the ending time of the meeting.,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),and purpose of meeting.,3)Include the time the meeting began and ended.,4)Proofread the minutes before submitting them.,You are provided more meeting minutes to learn by yourself.You can make comparison on the samples according to what have been taught.,Individual Study,Tips,Minutes 1:,Minutes of a board meeting,Minutes 2:,Minutes of a year-end sales meeting,Minutes 3:,Minutes of a monthly meeting,Practices,Matching,1,【Directions】Match the English words and phrases with their proper Chinese Meaning.,(,f,)adjournment(,c,)unanimously,(,a,)call to order (,g,)resolution,(,h,)in turn(,b,)to second,(,d,)motion(,i,)proceedings,(,j,)agenda(,e,)abstain,a.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)The minutes of the last meeting,having been previously circulated,were approved and signed by the Chairman as a correct record.,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)The meeting suggested inviting experts from Canada to give a training course to all the employees of the company.,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.Zhang volunteered to arrange for estimates to be obtained on the cost of repairs,and report back at the next meeting.,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。,Practices,Translating,2,4)The meeting adjourned at 8:45 p.m.,晚上8点45分休会。,5)There being no further business,the chairperson closed the meeting.,没有其他事项，主席宣布会议结束。,6)人事部经理陈明强先生未能出席。,Apologies for Mr.Chen Mingqiang,the manager of HR.,7)请大家就该问题轮流发言。,You can speak on the subject in turn.,Practices,Translating,2,8)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。,It was agreed that the next meeting will be held on 1st July,2009,at 10:00 a.m.in the conference room.,9)主席指出本委员会无权做出这个决定。,The Chairman pointed out that it was not within the Committees power to make such a decision.,10)会上作出了几项任免。,Several appointments and dismissals were announced at the meeting.,Practices,Translating,2,【Directions】Fill in the blanks with the information given to complete the minutes.,a.Winter promotion plans,b.Adjournment,c.Apologies for absence,d.Date of next meeting,e.Monday,28th July,2009,at 10:00 a.m.,f.To review the sales record in June,g.Review of the minutes of the previous meeting,Order:1)e 2)c 3)g 4)a 5)f 6)d 7)b,Practices,Blank-filling,3,【Directions】Find 34 classmates and hold a meeting to discuss the difficulties in learning business English writing.Take turns to be the Chair and the Secretary of the meeting and write a minutes in English when you are the Secretary.Remember the language you use in the meeting should be only English.,Practices,Writing,4,