秘书英文写作电子教案刘立莹 第一章 Project Three.pptVIP

Leading case 【Case Background】 Minutes mean a written record of business done, suggestions made, decisions taken, etc. at a meeting. As to the minutes, the secretary should jot down the proceedings of the meeting, while the meeting is doing on, lest some of the situations are forgotten or become vague in memory when the meeting is over. A draft of the minutes should be made and sent to the one who presided at the meeting to make amendments and to approve before the minutes are finally written. For example, a Director’s Meeting was held on Thursday, 28th July, 2008 at 4:00 p.m. at the meeting room of the company. Leading case 【Practical Task】 If you were the secretary, have you ever known what are the elements in such a minutes? Do you know the functions and structures of a minutes? Can you write a minutes of meeting for the secretary within 30 minutes？The minutes should not be less than 200 words. Task analysis How to Write Minutes of Meeting STEP ONE All minutes should cover four basic things: where and when the meeting took place; who was there and who was not; what has been dicided for the group; who has agreed to do what. Task analysis STEP TWO Most minutes can be divided into four parts: heading, body, adjournment time and signature of the minute’s recorder. STEP THREE The wording is concise and the narration is precise. There are facts, only facts, without any personal ideas or opinions. Task analysis STEP FOUR It’s always written in the passive voice and indirect speech to show objectivity. STEP FIVE It’s always written in the past tense, except in case of relating something which is forever true or everyday life things. STEP SIX Every decision should have a number and a heading to state the main idea. Task analysis STEP SEVEN All monetary figures should be written in both figures and letters. All dates and statistical figures must be very clear. STEP EIGHT A blank should be left at the bottom of the minutes for the secretary and the chairman to si