Minutes and Agenda

Revision1. 首先 , 请允许我代表到场的全体人员，向我们的来宾表示热烈的欢迎。

2. 现在我们又在这里欢送史密斯教授。

3. 我想借此机会请史密斯教授向他的同胞转达我们的良好祝愿。

4. 愿我们的友谊长存

First of all, allow me to extend our warm welcome to our guests on behalf of

all present here.

We are now here again to bid Prof. Smith farewell.

I want to take this opportunity to ask Prof. Smith to convey our best regards to his people

May our friendship last forever.

Learning Objectives

Be familiar with the format of meeting agenda. Be familiar with the format of meeting

minutes. Be able to write standard meeting agenda and

minutes.

Meeting Agenda Activity: Fill in the gaps with the words from the box to

obtain the definition fo a business meeting agenda.

events attend topics

business plan includes

A business meeting 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.

planincludes

eventsattendbusiness

Discussion

Why do we need to make a meeting agenda for a meeting?

Creating an effective agenda is one of the most important elements for a productive meeting. Could you list some reasons why the meeting agenda is so important?

The agenda communicates important information such as:

1. Topics for discussion

2. Presenter or discussion leader for each topic

3. Time allotment for each topic.

4. Provides an outline for the meeting (how long to spend on which topics)

5. Can be used as a checklist to ensure that all information is covered.

6. Lets participants know what will be discussed if it’s distributed before the meeting. This gives them an opportunity to come to the meeting prepared for the upcoming discussions or decisions.

7. Provides a focus for the meeting (the objective of the meeting must be clearly stated in the agenda.

The structure of a meeting agenda

Heading Organization name (possible) Name of the sponsor (possible) Time of the meeting Title of the meeting Place of the meeting

Body People who will attend the meeting Events in time sequence.

Situation:

A secretary prepares a meeting 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.

A sample

Sample (informal writing)

1. Ref: BD/11.2 /032. Agenda for the meeting of the Board of Directors to be held in the

3. Boardroom 202 at 2:30 p.m. on Thursday, 2nd November, 2003.

4. The meeting will consider the following issues.

5. a) Matters arising from the report.

b) Quotation received from Ishiboda Machine Tools Ltd. for the

supply of textile weaving equipment.

C) To review the progress of the company’s recent sales program

for its synthetic silk.

d) Date and place of the next meeting.

Structure Analysis

1. Reference of the agenda

2, 3, 4 title, people, place, time of the meeting etc.

5. Issues to be discussed in the meeting.

Exercises

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： 1 ）评估 2004 年春季销售进展 2 ）讨论下列人员谋求助理会计职位的申请 Mr. 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 3 ）下次会议的时间和地点

Possible Answer Ref: MM/5.10/04 | Ref: MM/5-10-04 Agenda for the managerial meeting to be held in the No. 1

Meeting Room at 9:00 a.m. on Monday, 10th May, 2004. The meeting will consider the following issues:

1. To review the sales progress of Spring 2004.

2. To consider the applications received for the post of Assistant Account as follows:

Mr. T. A. Grison, aged 31, presently Accountant at the Trade

Promotion Council.

Mr. B. Ball, aged 27, currently Assistant to the Accounting

Manager, N&B Company Limited.

Miss J. Simpson, aged 26, presently Accounting Assistant with the company.

3. Date and place of the next meeting.

Minutes Definition

Minute 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 polices, and provide the decision- making process.

Writing Points 会议纪要的写作要求和注意事项 要正确的集中会议的意见 例会和办公会议、常务会议的纪要，重点将会议所研究的问题

和决定事项逐条归纳，做到条理清楚，简明扼要。 会议纪要用“会议”做主语，即“会议认为”、“会议确定”、

“会议指出”、“会议强调”、“会议听取了”、“会议讨论了”等。

会议纪要写成后，可由会议主办单位直接印发，也可由上级领导机关批转。有的会议纪要还可由会议主办单位加按语印发。

The Structure of a Meeting Minutes

The name of the organization The place, date and time of the meeting. A record of attendance (for small meetings, a

list of those present and absent; for large meetings, the number of members in attendance.

Preside at

Preside at a meeting, conference The prime minister presides at meetings of

the cabinet.

Preside Over

Control or be responsible for sth

Eg: The present director has presided over a r

apid decline in the firm’s profitability.

The manager presides over the business

of this store.

SampleSituations: The secretary of Xinhua Electronics CO.,Ltd. Sophia Liu writes the minutes of the manager’s meeting held on December 14, 2012. At the meeting, the Personnel managerSue 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 of technology and experience between the branch offices, and the manager of the Financial Dept. Edward proposed the cutting-down on lunch allowance which would continue to be discussed later.

New Words Treasurer: One who has charged of funds or revenues, especially t

he chief financial officer of a government, a corporation, or an association.

司库，一个掌管资金或收入的人，尤指一个政府，公司或协会的财务总管 Adjourn: to stop (a meeting, etc), intending to continue it

at another time or place; postpone.

Eg ： The court will adjourn for the night, and meet again

tomorrow.

Structure Analysis of the Sample

Title The name of the organization The place, date and time of the meeting The name of the person presiding A record of attendance A reference to the minutes of the previous meeting An account of the first event An account of the second / third / forth event The date, time, the place of the next meeting Time of adjournment Compliment and signature

Possible Answer to Ex 1

Minutes of the monthly meeting of the Labor Grievances CommitteeThe Slate and Johnson Luggage Company

Employees’ Canteen September 23, 2012

Presiding: Mr. FalkPresent: Mr. Baum; Ms. Dulugatz; Mr. Fenster; Ms: Liu; Ms. SunAbsent: Ms. Penn1. The chairman called the meeting to order at 4:00p.m.2. As trhe first item on the agenda, the minutes of the previous meet

ing (August 21) was read by the Secretary Ms. Liu.3. Then Mr. Falk corrected a mistake made in the minutes that it wa

s 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 it to the Board of Directors.

The next meeting will be held at the same time and

place on October 22, 2012.

The meeting adjourned at 5:15 p.m.

Prepared by

Ms. Liu, Secretary

Summary & Assignments

Summarize the main contents of this unit. Master the right format of minutes and agenda. Preview Business Letters.