1、Module 10Meeting Agenda and Minutes 會(huì)議日程和記錄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 meeting

2、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 meeti

3、ng agenda is so important.The Agenda communicates（傳達(dá)） important information such as:topics for discussionpresenter or discussion leader for each topictime allotment（分配） for each topic provides an outline（大綱） for the meeting (how long to spend on which topics)can be used as a checklist（備忘錄） to ensure

4、 that all information is covered lets participants know what will be discussed if its distributed（分發(fā)） before the meeting. This gives them an opportunity to come to the meeting prepared for the upcoming （即將到來(lái)的）discussions or decisions. provides a focus for the meeting (the objective（目的） of the meetin

5、g must be clearly stated in the agenda). The structure of a meeting agendaReference （編號(hào)）Name of the sponsor（贊助者） Time of the meetingTitle of the meetingPlace of the meetingPeople who will attend the meetingEvents in time sequence（順序）: Event 1. Event 2. Event N.Situation: A secretary prepares a meeti

6、ng 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 Thurs

7、day, 2nd November, 2003. The meeting will consider the following issues:6Matters arising from（由引起） the report.The quotation（報(bào)價(jià)單） received from Ishiboda Machine Tools Ltd. for the supply of textile weaving equipment.To review the progress of the companys recent sales program for its synthetic（人造的） si

8、lk.Date 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. 會(huì)議：經(jīng)理會(huì)議時(shí)間：2004年5月10日星期一上午9點(diǎn)地點(diǎn)：第一會(huì)議室議程：評(píng)估2004年春季銷售進(jìn)展討論下列人員

9、謀求助理會(huì)計(jì)職位的申請(qǐng)：Mr. T.A. Grison，31歲，現(xiàn)任貿(mào)易促進(jìn)委員會(huì)助理會(huì)計(jì)Mr. B. Ball 27歲，現(xiàn)任N&B有限公司財(cái)務(wù)經(jīng)理助理Miss J. Simpson，26歲，現(xiàn)任本公司的會(huì)計(jì)助理下次會(huì)議的時(shí)間和地點(diǎn)Ref: MM/5.10/04 | Ref: MM/5-10-04Agenda for the managerial（經(jīng)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 followi

10、ng issues: 1. To review the sales 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,

11、 N&B Company Ltd.Miss J. Simpson, aged 26, presently 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 re

12、view of the past activities, new decisions and policies, and provide the decision-making process. The structure of a meeting minuteThe name of the organizationThe place, date and time of the meetingThe name of the person presiding（主持）A record of attendance (for small meetings, a list of those presen

13、t or absent; for large meetings, the number of members in attendance（出席）) 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）)An account of all reports, motions(提議), or resolutions（決議）

14、made (including all necessary details and the results of votes taken)The date, time, and place of the next meetingTime of adjournment（休會(huì)） (the time when the meeting finished)Signature (the name of the recorder) SituationThe Secretary of Xinhua Electronic Co. Ltd. Sophie Liu writes the minutes of the

15、 Managers meeting held on January 11, 2004. At the meeting, 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 off

16、ices, and the manager of the Financial Dept. Edward proposed the cutting-down on lunch allowance（補(bǔ)貼） 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

17、Smith Mr. David Yang Mr. Edward LeeThe chairman called the meeting to order 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 info

18、rm the staff changes. Miss Sue Chen said that the Treasurer（出納員） had retired at the 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

19、a South Korean electronic manufacturer. He outlined how action can be taken to counter（反擊） Kolungs marketing strategies.The Manager of the Technical Department Mr. David Yang suggested technical experts go around branch offices to stimulate（激勵(lì)） the interflow of technique and experience.Mr. Edward Le

20、e, the newly appointed Treasurer, presented his idea on the cutting-down on lunch allowance which was opposed（反對(duì)） 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 a

21、djourned at 11:45 a.m.Respectfully submitted,Sophie Liu, SecretaryStructure analysisTitleThe name of the organizationThe place, date and time of the meetingThe name of the person presidingA Record of AttendanceA reference to the minutes of the previous meeting An account of the first eventAn account

22、 of the second eventAn account of the third eventAn account of the forth eventThe date, time, and place of the next meetingTime of AdjournmentCompliment（致意）Signature Shenyang Trading Co., Ltd Date: June 10, 2004 Present: John Smith (Chair), Brian Li, Carl Read, Mark Brown, and Stella Woods Apologies

23、 for absence: Sandy Leonard The regular monthly meeting of Shenyang Trading Co., 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 ava

24、ilability（可行性） of exploring overseas market and his proposal was unanimously (一致地) accepted. Resolution (決議) 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 appreci

25、ation to him and best wishes for his happy retirement. A copy of the resolution was included. Adjournment The meeting was adjourned at 11: 00 a.m. Marilyn Lucy Secretary Write a meeting minutes with the following information.Situation: 作為Slate & Johnson 箱包公司勞資協(xié)調(diào)委員會(huì)的秘書，你要為2003年9月23日的每月例會(huì)做一份會(huì)議記錄。請(qǐng)根據(jù)下邊

26、幾個(gè)要點(diǎn)用英文寫一份完整的會(huì)議記錄。開會(huì)時(shí)間：下午四點(diǎn)；開會(huì)地點(diǎn)：?jiǎn)T工餐廳主持人：Mr. Falk出席者：Mr. Baum, Ms. Dulugatz, Mr. Fenster, Ms. Liu, Ms. Sun；缺席者：Ms. Penn會(huì)議內(nèi)容：秘書宣讀前次會(huì)議記錄（8月21日），主持人就其中的部分內(nèi)容做了修正，應(yīng)該是 Ms. Dulugatz而不是Ms. Penn對(duì)倉(cāng)庫(kù)里的員工專用洗手間做調(diào)查，修正被通過(guò)；Mr. Fenster對(duì)辦公室員工所作的調(diào)查進(jìn)行總結(jié)，他將就其寫一份報(bào)告遞交董事會(huì)。下次會(huì)議：十月二十二日（時(shí)間地點(diǎn)相同）會(huì)議結(jié)束時(shí)間：下午五點(diǎn)十五分 Minutes of the mo

27、nthly meeting of the Labor Grievances Committee The Slate and Johnson Luggage CompanyEmployees canteen, September 23, 2003 Presiding: Mr. Falk | Charing: Mr. Falk Present: Mr. Baum Ms. Dulugatz Mr. Fenster Ms. Liu Ms. SunAbsent: Ms. PennThe chairman called the meeting to order at 4:00 p.m. As the fi

28、rst item on the agenda, the minutes of the previous meeting (August 21) was read by the Secretary Ms. Liu. Then Mr. Falk corrected 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. The correction was approved by all present. Mr. Fenster summarized the res