meeting minutes

The Body 正文
As the first purpose of a minutes is to set out the conclusions reached so that those who have to take action will know precisely what they have to do; the second is to give the reasons why the conclusions were reached. The body part falls clearly into three sections:
(1) The minutes begin by recording certain document under discussion, giving the name and date of each. It goes like these:
“The president noted a letter dated … from… stating that…” “The president noted the following information concerning…”
缺席人员
会议记录的内容
主持人 记录人 休会时间
Layout
会议讨论的问题
Title Presiding Present Absent Items of Discussion And Business
Adjournment Recorder
Notes for the various Sections
Notes and explanation
1) 2) 3) 4)
Although there are different styles of minutes, they have the key information in common. All should cover four basic things: What When & where Where and when the meeting took place Who Who was there and who was not What (textbook) What has been decided for the group Who has agreed to do that
minutes
It is a written record to be kept for future welcome toreference. use these PowerPoint templates, New
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It may record review of the past activities, new decisions and policies, and provide the decision-making process.
Conclusion 结论
A minute ends with clear and precise conclusions. The chairperson will sometimes have summed up the discussion and indicated the conclusions reached. But, if he or she has not done this, it is the duty of the secretary to draft a set of conclusions which express fairly the sense of the meeting.
(3) The minutes of meeting can also begin with call to order. For example:
“The Chairman called the meeting to order at 10:00 a. m.”
Points in Discussion 议题
1) Opening statement, that is, the background 2) Points in discussion 3) Conclusions, that is, resolutions or recommendations or decisions reached
Opening Statement 开场白
Meeting Minutes
General Introduction
Sample
Reading
Useful expressions
General Introduction
What are minutes?
Minutes are a formal brief summary of proceedings at meetings.
For example:
It was resolved… That Dr. Wang be requested to draft a revised statement on… That the Vice-Chancellor be invited to discuss the matter…
Principles:
1. Start with the time，date and place of the meeting． 2. Clearly state who attended the meeting and it may also include the apology from the person who was absent．
Therefore, most minutes can be divided into four parts: 1) Heading 2) Body 3) Adjournment 4) Signature of the minutes recorder
开会的日期和时间 开会地点
Content
出席人员
This part states the purpose of the meeting or provides the background information about items to be discussed. It can show who was responsible for putting the item before the meeting, what were the reasons for the proposal and the previous history of the matter. The sole purpose of the opening statement is to make the subsequent discussion intelligible without reference to other documents. Cases of opening statements
The heading
The body
Adjournment of Meeting Signature
The Heading 题头
Meeting Title: ____________________________________ Name of Committee _______________________________ Meeting Date: _____________________ Time: _________ Meeting Location: _________________________________ Members Present: _________________________________ Members Absent: _________________________________ Minutes _________________________________________ _________________________________________ Recorder: _______________________________________
This section contains the reasons advanced in the meeting for the decision. It will usually proceed
“The following points were raised in discussion”
and will then set out, in separate paragraphs or in point form, a concise summary of the various points made before the conclusion was reached.
It is normally desirable that this part of the minutes should
be impersonal, that is, should not attribute views to persons. The minutes recorder should not hesitate to discard the irrelevant information. It is often unnecessary to reproduce the points in discussion in the order in which they were made. It is better to arrange the points in a logical order.
Meeting step
Preparation for a meeting Meeting Notice In meeting (meeting minutes) Arranging meeting minutes
MINUTES OF MEETING
TIME & PLACE OF MEETING PURPOSE OF MEETING PRESIDING PRESENT ABSENT SUMMARY OF THE MEETING (with headlines or sub-headlines) Prepared by: Signature
(2) In some meeting minutes the first item begins with approval of minutes of the last meeting. For example:
“Minutes of the last meeting were approved as an accurate record.”
3.Describe what has happened at the meeting in detail: (1) Be concise and clear． (2) Make a complete record． (3) Summarize what occurred． (4) Be specific. Be objective． (5) Use formal/reporting words and passive voice to describe what took place．
meeting minutes
Learning Objectives
By the end of this lesson, students should be able to:
1) Know the functions of meeting minutes 2) Be familiar with the basic structure of meeting minutes 3) Understand different types of meeting minutes 4) Write meeting minutes more effectively