Read Online Meetings in English by Lisa Foerster, Annette Joyce - Free Book Online Page B
Authors: Lisa Foerster, Annette Joyce
Tags: Sachbuch
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way you can make sure that you don't forget what was said.
Examples
Example 1: short form for minutes
Minutes of the Steering Committee Meeting
Date:
1 February 2009, 7.00–8.40 p.m.
Venue:
San Siro Meeting Room
Present:
John Snyder, Bill Meyers, Lisa Förster, Annette Joyce, Britta Pocklington
Apologised:
Anita Ferrarotti
1. New company brochure
There was positive feedback on the first revamped edition. There were 5,000 copies printed, more are needed next time. More photographs would enhance the overall appearance. Bill to contact PR for further action.
2. Decision-making process
In Greg's opinion, decisions taken by the steering committee were not valid unless the Project Leader and Management both agreed with the decisions. The other project members see this differently.
John pointed out that in all other departments the Project Leader was simply a project member with an allotted task.
Lisa suggested the matter be clarified by a member of the board. The committee decided by four votes to one to have Dr Meyers clarify the issue. Britta asked Greg what he was going to do about his position. He said he would think it over and submit his reply in writing.
3. AOB
Interest was shown in a new approach in marketing as briefly explained by John. To be followed up in the course of the next meetings. Thanks expressed to Britta for doing an excellent job during the last trade fair in Berlin.
Next meeting: To be announced.
Example 2: action minutes
Minutes of the Steering Committee Meeting
Date:
1 February 2009, 7.00–8.40 p.m.
Venue:
San Siro Meeting Room
Present:
John Snyder, Bill Meyers, Lisa Förster, Annette Joyce, Britta Pocklington
Apologised:
Anita Ferrarotti
1. Newsletter
BM reported that our newsletter was in high demand. However, he felt that it lacked conciseness and that a more modern look would be appreciated by the readers. The discussion ended with the general decision to look into the costs for a revamp.
Action: BM by 19 Feb.
2. Digital cameras
JS suggested our staff's mobile phones should be equipped with cameras to allow for faster transmission of on-site findings.
The committee members were not sure if this was necessary.
Action: All – decide by 20 Feb.
3. Floor plan – hot seating
LF proposed changing the seating arrangements, as not all staff are present in the office Mon–Fri.
AJ added that the new home office day would also make for more desk space. Suggestion welcomed by committee members.
Action: LF design new floor plan by 19 Feb.
4. AOB
JS reported on his trip to Brazil. He made substantial progress with the authorities and will present the outcome at the next meeting.
Action: JS presentation 20 Feb.
BP reminded all to come up with ideas regarding give-aways for the trade fair in Zurich in May.
Action: All by 20 Feb.
Meeting adjourned at 8.40 p.m.
Next meeting: February 20, 2009
Venue: San Siro
Tips for minute-taking
Getting prepared
If you work on a laptop computer, prepare a file containing the names of the participants and the items on the agenda. Then either take the laptop with you to fill in the key words during the discussion (to be formulated in full later on), or write them down on a sheet of paper and complete the minutes after the meeting.
Very often, initials are used to refer to participants who made a contribution or who are to carry out an action point. If you generally find it hard to remember people's names, make a habit of taking a brief note of their seating position during the introductions at the beginning of the meeting. It is best to write the names on a piece of scrap paper in the seatingorder. Use the attendance list to check if all the names are spelled correctly.
Writing style
As a rule, the style is impersonal and concise. There are two ways of writing the minutes: one follows the chronological sequence of what was discussed, the other sticks to the written agenda (see examples, pp. 92–94).
It is a good idea to stick to the format,
Examples
Example 1: short form for minutes
Minutes of the Steering Committee Meeting
Date:
1 February 2009, 7.00–8.40 p.m.
Venue:
San Siro Meeting Room
Present:
John Snyder, Bill Meyers, Lisa Förster, Annette Joyce, Britta Pocklington
Apologised:
Anita Ferrarotti
1. New company brochure
There was positive feedback on the first revamped edition. There were 5,000 copies printed, more are needed next time. More photographs would enhance the overall appearance. Bill to contact PR for further action.
2. Decision-making process
In Greg's opinion, decisions taken by the steering committee were not valid unless the Project Leader and Management both agreed with the decisions. The other project members see this differently.
John pointed out that in all other departments the Project Leader was simply a project member with an allotted task.
Lisa suggested the matter be clarified by a member of the board. The committee decided by four votes to one to have Dr Meyers clarify the issue. Britta asked Greg what he was going to do about his position. He said he would think it over and submit his reply in writing.
3. AOB
Interest was shown in a new approach in marketing as briefly explained by John. To be followed up in the course of the next meetings. Thanks expressed to Britta for doing an excellent job during the last trade fair in Berlin.
Next meeting: To be announced.
Example 2: action minutes
Minutes of the Steering Committee Meeting
Date:
1 February 2009, 7.00–8.40 p.m.
Venue:
San Siro Meeting Room
Present:
John Snyder, Bill Meyers, Lisa Förster, Annette Joyce, Britta Pocklington
Apologised:
Anita Ferrarotti
1. Newsletter
BM reported that our newsletter was in high demand. However, he felt that it lacked conciseness and that a more modern look would be appreciated by the readers. The discussion ended with the general decision to look into the costs for a revamp.
Action: BM by 19 Feb.
2. Digital cameras
JS suggested our staff's mobile phones should be equipped with cameras to allow for faster transmission of on-site findings.
The committee members were not sure if this was necessary.
Action: All – decide by 20 Feb.
3. Floor plan – hot seating
LF proposed changing the seating arrangements, as not all staff are present in the office Mon–Fri.
AJ added that the new home office day would also make for more desk space. Suggestion welcomed by committee members.
Action: LF design new floor plan by 19 Feb.
4. AOB
JS reported on his trip to Brazil. He made substantial progress with the authorities and will present the outcome at the next meeting.
Action: JS presentation 20 Feb.
BP reminded all to come up with ideas regarding give-aways for the trade fair in Zurich in May.
Action: All by 20 Feb.
Meeting adjourned at 8.40 p.m.
Next meeting: February 20, 2009
Venue: San Siro
Tips for minute-taking
Getting prepared
If you work on a laptop computer, prepare a file containing the names of the participants and the items on the agenda. Then either take the laptop with you to fill in the key words during the discussion (to be formulated in full later on), or write them down on a sheet of paper and complete the minutes after the meeting.
Very often, initials are used to refer to participants who made a contribution or who are to carry out an action point. If you generally find it hard to remember people's names, make a habit of taking a brief note of their seating position during the introductions at the beginning of the meeting. It is best to write the names on a piece of scrap paper in the seatingorder. Use the attendance list to check if all the names are spelled correctly.
Writing style
As a rule, the style is impersonal and concise. There are two ways of writing the minutes: one follows the chronological sequence of what was discussed, the other sticks to the written agenda (see examples, pp. 92–94).
It is a good idea to stick to the format,
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