Workplace English for Executive Officers (Minutes-taking)
Lesson 2: Formats of Minutes
By Leo Yu
(Office: OEE1014; Phone: 3411-5803; email: [email protected])
14-17 May 2002
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Workplace English for Executive Officers (Minutes-taking)
Outline
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•
•
•
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Presentation of Group 1
Critique by Group 2
Types of Minutes
Obligatory vs. Optional Components
Layout/Typography
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Workplace English for Executive Officers (Minutes-taking)
Types of Minutes
• Formal
– Minutes of …
• Action-minutes (resolution-based)
• Record-minutes (discussion-based)
• Informal
– Record of Meeting of…
– Notes of Meeting of …
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Workplace English for Executive Officers (Minutes-taking)
Basic Information (1)
• Name of the Committee/Department
• [B] – missing (PERS/GAO?)
• Title (Type & Nature of the meeting)
• [C] – ‘Notes of Meeting for University Bookshop’
• Sequential (e.g. 1st/2nd; 2001, 2002)
• Once-off/Irregular (esp. Record of Meeting)
• Date/Time/Venue
• Linear [C]
• Point [A]
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Workplace English for Executive Officers (Minutes-taking)
Basic Information (2)
• Roll Call
– Present:
• Name
• with/without title/rank
• Affiliation
– Absent:
• Apologies
• Apologies for absence
• Absent with apologies
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Workplace English for Executive Officers (Minutes-taking)
Basic Information (3)
• Chairman (Chairperson/Chair)
• Secretary
• Recording Secretary (Member & RS) [B,C,D,F]
• Recording Secretary (In attendance) [A]
• In attendance
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Workplace English for Executive Officers (Minutes-taking)
Obligatory Components
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•
•
•
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Confirmation of Last Minutes
Matters Arising (from Last Minutes)
Main Items
A.O.B.
Adjournment
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Workplace English for Executive Officers (Minutes-taking)
Confirmation of Last Minutes
• Omitted (if for the 1st meeting/Informal
meeting) [A,B,C]
• Proposed by… and seconded by…
@ How to deal with the mistakes?
…subject to the following amendments:
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Workplace English for Executive Officers (Minutes-taking)
Matters Arising
• Matters Arising
• Matters Arising from the Last Minutes
• Reference (Item xxx) [E]
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Workplace English for Executive Officers (Minutes-taking)
Main (Discussion) Items
• Follow the sequence of the agenda
• Categories
• Reports
• Discussion
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Workplace English for Executive Officers (Minutes-taking)
A.O.B.
• A.O.B. / Any Other Business
• If no AOB, this part can be omitted
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Workplace English for Executive Officers (Minutes-taking)
Adjournment
• There being no other business to
discuss, the meeting was adjourned at
(time).
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Workplace English for Executive Officers (Minutes-taking)
Optional Components
• Date and Time of Next Meeting
• Signature by the Chairman
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Workplace English for Executive Officers (Minutes-taking)
Typography (1)
• Columnar for Action-minutes
• the use of table: 2 columns
• Numbering
• 1 -> 1.1 -> 1.1.1
• For headings as well [#B]
• For each point [#A]
• Bullets
• ‘-’ [A]
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Workplace English for Executive Officers (Minutes-taking)
Typography (2)
• Indentation
• A,D
• [#C,E,F)
• Margins
• Date/filename/revision
• (LCDept): 1st departmental meeting 2001-2)
• 22 September 2001 (FINAL)
• Drafting parties
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Workplace English for Executive Officers (Minutes-taking)
Typography (3)
• Filing reference
• Place it in the header
• Page no.
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Workplace English for Executive Officers (Minutes-taking)
Homework
• Download the Word file of Ex. 1 from
the course room
• Correct the minutes
• Submit a hardcopy to me next week in
class
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