商务英语会议记录概要.ppt

j In this module, you are expected 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? 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 isnt reserved for meeting secretary only. Any person who attends a meeting without speaking may be asked to do this. 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; (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. 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. 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). — 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) Don’t try to write down every single comment—just the main ideas. 4) Write down motions, who made them, and the results of votes; no need to write down who seconded a motion. 5) Make note of any motions to be voted on at future meetings. — After the Meeting 1) Type up the minutes as s