1、Module 10Meeting Agenda and Minutes 会议日程和记录会议日程和记录Do you make meeting agendas and minutes?What are the contents and forms?Meeting AgendaActivity:Fill in the gaps with the words from the box to obtain the definition of a business meeting agenda.events attend title business plan includesA business mee
2、ting agenda is a _ for a business meeting.It _ elements such as the time,place,and _ of the meeting,people who _ the meeting,and the order of the _ to occur in the meeting.Creating an effective agenda is one of the most important elements for a productive meeting.Here are some REASONS why the meetin
3、g agenda is so important.The Agenda communicates（传达）important information such as:ltopics for discussionlpresenter or discussion leader for each topicltime allotment（分配）for each topic lprovides an outline（大纲）for the meeting(how long to spend on which topics)lcan be used as a checklist（备忘录）to ensure
4、that all information is covered llets participants know what will be discussed if its distributed（分发）before the meeting.This gives them an opportunity to come to the meeting prepared for the upcoming（即将到来的）discussions or decisions.lprovides a focus for the meeting(the objective（目的）of the meeting mus
5、t be clearly stated in the agenda).The structure of a meeting agenda1.Reference（编号）2.Name of the sponsor（赞助者）3.Time of the meeting4.Title of the meeting5.Place of the meeting6.People who will attend the meeting7.Events in time sequence（顺序）:Event 1.Event 2.Event N.Situation:A secretary prepares a mee
6、ting agenda for the members of the Board of Directors of Far East Textiles Enterprise Ltd.In the meeting,a report,a price list,recent company progress will be discussed.Sample1Ref:BD/11.2/032345Agenda for the meeting of the Board of Directors to be held in the Boardroom 202 at 2:30 p.m.on Thursday,2
7、nd November,2003.The meeting will consider the following issues:6a)Matters arising from（由引起）the report.b)The quotation（报价单）received from Ishiboda Machine Tools Ltd.for the supply of textile weaving equipment.c)To review the progress of the companys recent sales program for its synthetic（人造的）silk.d)D
8、ate and place of the next meeting.Structure analysis:1.Reference of the agenda2,3,4,5 Title,people,place,time of the meeting etc.6.Issues to be discussed in the meeting.Activity:Write a meeting agenda with the following details.会议：经理会议时间：2004年5月10日星期一上午9点地点：第一会议室议程：评估2004年春季销售进展讨论下列人员谋求助理会计职位的申请：Mr.
9、T.A.Grison，31岁，现任贸易促进委员会助理会计Mr.B.Ball 27岁，现任N&B有限公司财务经理助理Miss J.Simpson，26岁，现任本公司的会计助理下次会议的时间和地点Ref:MM/5.10/04|Ref:MM/5-10-04Agenda for the managerial（经理的）meeting to be held in the No.1 Meeting Room at 9:00 am on Monday,10th May,2004.The meeting will consider the following issues:1.To review the sal
10、es progress of Spring 2004.2.To consider applications received for the post of Assistant Accountant as follows:Mr.T.A.Grison,aged 31,presently Assistant Accountant at the Trade Promotion CouncilMr.B.Ball,aged 27,currently Assistant to the Accounting Manager,N&B Company Ltd.Miss J.Simpson,aged 26,pre
11、sently Accounting Assistant with the company.3.Date and place of the next meeting.MinutesDefinitionMinute is a summarized or condensed record of what has taken place in a meeting.It is a written record to be kept for future reference.It may record review of the past activities,new decisions and poli
12、cies,and provide the decision-making process.The structure of a meeting minute1.The name of the organization2.The place,date and time of the meeting3.The name of the person presiding（主持）4.A record of attendance(for small meetings,a list of those present or absent;for large meetings,the number of mem
13、bers in attendance（出席）)5.A reference（提及）to the minutes of the previous meeting(a statement that they were read and either accepted or revised（修改）,or that the reading was dispensed with（省掉）)6.An account of all reports,motions(提议),or resolutions（决议）made(including all necessary details and the results
14、of votes taken)7.The date,time,and place of the next meeting8.Time of adjournment（休会）(the time when the meeting finished)9.Signature(the name of the recorder)SituationThe Secretary of Xinhua Electronic Co.Ltd.Sophie Liu writes the minutes of the Managers meeting held on January 11,2004.At the meetin
15、g,the Personnel Manager Sue informed the staff change,the Sales Manager Alan made a report on the latest market development,the manager of the Technical Dept.David suggested interflow（交流）of technology and experience between the branch offices,and the manager of the Financial Dept.Edward proposed the
16、 cutting-down on lunch allowance（补贴）which would continue to be discussed later.Sample Minutes of the Managers Meeting Xinhua Electronic CO.LTD.January 11,2004Presiding:Mr.Robin HillPresent:Miss Sue Chen Miss Sophie Liu Mr.Alan Smith Mr.David Yang Mr.Edward LeeThe chairman called the meeting to order
17、 at 3:00 p.m.As the first item on the agenda,he asked for approval of the minutes of the meeting held on 14,December 2003,which were agreed and signed.The chairman first asked Miss Sue Chen,the Personnel Manager,to inform the staff changes.Miss Sue Chen said that the Treasurer（出纳员）had retired at the
18、 end of December and Mr.Edward Lee had been appointed to replace him.The Sales Manager Mr.Alan Smith made a brief report on the latest market development.He said that the Company was facing fierce competition from a South Korean electronic manufacturer.He outlined how action can be taken to counter（
19、反击）Kolungs marketing strategies.The Manager of the Technical Department Mr.David Yang suggested technical experts go around branch offices to stimulate（激励）the interflow of technique and experience.Mr.Edward Lee,the newly appointed Treasurer,presented his idea on the cutting-down on lunch allowance w
20、hich was opposed（反对）by Miss Sue Chen and Mr.David Yang.The chairman decided to discuss the problem later.The next meeting will be held on February 11,2004,at 10 a.m.in the conference room.The Meeting adjourned at 11:45 a.m.Respectfully submitted,Sophie Liu,SecretaryStructure analysis1.Title2.The nam
21、e of the organization3.The place,date and time of the meeting4.The name of the person presiding5.A Record of Attendance6.A reference to the minutes of the previous meeting 7.An account of the first event8.An account of the second event9.An account of the third event10.An account of the forth event11
22、.The date,time,and place of the next meeting12.Time of Adjournment13.Compliment（致意）14.Signature Shenyang Trading Co.,Ltd Date:June 10,2004 Present:John Smith(Chair),Brian Li,Carl Read,Mark Brown,and Stella Woods Apologies for absence:Sandy Leonard The regular monthly meeting of Shenyang Trading Co.,
23、Ltd was held at Room 4008,the Imperial Hotel,9:00 a.m.June 10,2004.The meeting was presided over by John Smith,President.Minute The minute of the last meeting was approved.New proposals Brian Li reported the availability（可行性）of exploring overseas market and his proposal was unanimously(一致地)accepted.
24、Resolution(决议)A resolution was announced by President John Smith that Mr.Carl Read was retiring August 1 after 20 years of service to Shenyang Trading Co.,Ltd.The whole team expressed their deep appreciation to him and best wishes for his happy retirement.A copy of the resolution was included.Adjour
25、nment The meeting was adjourned at 11:00 a.m.Marilyn Lucy Secretary Write a meeting minutes with the following information.Situation:作为Slate&Johnson 箱包公司劳资协调委员会的秘书，你要为2003年9月23日的每月例会做一份会议记录。请根据下边几个要点用英文写一份完整的会议记录。1.开会时间：下午四点；开会地点：员工餐厅2.主持人：Mr.Falk3.出席者：Mr.Baum,Ms.Dulugatz,Mr.Fenster,Ms.Liu,Ms.Sun；缺席
26、者：Ms.Penn4.会议内容：秘书宣读前次会议记录（8月21日），主持人就其中的部分内容做了修正，应该是 Ms.Dulugatz而不是Ms.Penn对仓库里的员工专用洗手间做调查，修正被通过；Mr.Fenster对办公室员工所作的调查进行总结，他将就其写一份报告递交董事会。5.下次会议：十月二十二日（时间地点相同）6.会议结束时间：下午五点十五分 Minutes of the monthly meeting of the Labor Grievances Committee The Slate and Johnson Luggage CompanyEmployees canteen,Sept
27、ember 23,2003 Presiding:Mr.Falk|Charing:Mr.Falk Present:Mr.Baum Ms.Dulugatz Mr.Fenster Ms.Liu Ms.SunAbsent:Ms.Penn1.The chairman called the meeting to order at 4:00 p.m.2.As the first item on the agenda,the minutes of the previous meeting(August 21)was read by the Secretary Ms.Liu.3.Then Mr.Falk cor
28、rected a mistake made in the minutes that it was Ms.Dulugatz,not Ms.Penn to conduct a study of the employee washroom in the warehouse.4.The correction was approved by all present.5.Mr.Fenster summarized the results of a survey of office employees.6.He was going to write a report on this and present
29、it to the Board of Directors.The next meeting will be held at the same time and place on October 22,2003.The meeting adjourned at 5:15 p.m.Prepared by Ms.Liu,SecretaryTranslation:下午2点半在工会会议室召开会议，讨论国内市场销售中出现的问题。A meeting was held at 2:30 p.m.today in the Union Hall to discuss problems arising from do
30、mestic sales.张晓华于上午十点半宣布开会。The meeting was called to order by Zhang Xiaohua at 10:30 a.m.出席会议者包括The attendance/Those present included 会上通过了5月20日上午十点举行的上次会议的纪要。Minutes of last meeting held on 20th May,at 10 a.m.,were approved.主席宣布李小海当选为销售经理。The Chairman announces that Mr.Li Xiaohai has been elected Sales Manager.20张赞成票，5张反对票，2张弃权票。There were 20 affirmative votes,5 negative votes and 2 abstentions.TaskWrite the agenda of your next meeting and minute of your last meeting in a Word format and will be presented on screen next class.
