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Lesson 1: Introduction to Minutes-taking

Workplace English for Executive Officers (Minutes-taking). Lesson 1: Introduction to Minutes-taking. By Leo Yu (Office: OEE1014; Phone: 3411-5803; email: leoyu@hkbu.edu.hk) 7 May 2002. Workplace English for Executive Officers (Minutes-taking). Outline. Course Introduction

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Lesson 1: Introduction to Minutes-taking

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  1. Workplace English for Executive Officers (Minutes-taking) Lesson 1: Introduction to Minutes-taking By Leo Yu (Office: OEE1014; Phone: 3411-5803; email: leoyu@hkbu.edu.hk) 7 May 2002

  2. Workplace English for Executive Officers (Minutes-taking) Outline • Course Introduction • Current Practice in Minutes-taking • Stages in Minutes-taking • Listening Skills • Note-taking skills • Using Symbols

  3. Workplace English for Executive Officers (Minutes-taking) Course Introduction (Purpose) • Help practising EOs equip with necessary minutes-writing skills to meet the needs in their daily work • Exposed to the BU culture (c.f. Authentic materials) • Sharing instead of Teaching

  4. Workplace English for Executive Officers (Minutes-taking) Course Introduction (Content) • 4-hr Workshop (one meeting per week) • Lesson 2: Format and Variation • Lesson 3: Language • Lesson 4: Tips & Practice

  5. Workplace English for Executive Officers (Minutes-taking) Teaching Methods • Group Presentation (10 mins) • Group Critique (10 mins) • Mini-lecture (10-15 mins) • Discussion and Reflection (15-20 mins) • Discussion Board (outside classroom)

  6. Workplace English for Executive Officers (Minutes-taking) Current Practice in Minutes-taking • Skills training (In Lessons 1 & 2) • Language-training (in Lesson 3) • Use of IT (in Lesson 4)

  7. Workplace English for Executive Officers (Minutes-taking) Stages in Minutes-taking • Activity 1 • What is the purpose of holding a meeting? • Could you organise the minutes-taking process into stages?

  8. Workplace English for Executive Officers (Minutes-taking) Before the meeting • Anticipation • Agenda items • Related document(s) (e.g. reports, last minutes) • Preparation • Outline (‘Skeleton’) • Attendance List

  9. Workplace English for Executive Officers (Minutes-taking) During the meeting • Note-taking • Listening skills • Note-taking skills

  10. Workplace English for Executive Officers (Minutes-taking) After the meeting • Writing up the minutes • Clarifications • Post-meeting action

  11. Workplace English for Executive Officers (Minutes-taking) Listening Skills (1) • Active listening • Listen for the gist @ What needs to be noted down? @ How to deal with figures?

  12. Workplace English for Executive Officers (Minutes-taking) Listening Skills (2) • Reporting • Who is reporting? • Parties involved • Actions taken • Suggestions • Details (figures/date/time/place) • [Responsible parties]

  13. Workplace English for Executive Officers (Minutes-taking) Listening Skills (3) • Decision-making • Proposer & Seconder • Proposal • Resolution (a statement) • Objection? (if yes, reasons) • Decision? • Agreed/Declined/Deferred? • Responsible parties

  14. Workplace English for Executive Officers (Minutes-taking) Listening Skills (4) • Figures • Reporting • Maybe part of a report • Decision/Proposal • Spontaneous

  15. Workplace English for Executive Officers (Minutes-taking) Note-taking Skills (1) • ‘Action’ verbs (YES) • Accept • Attempt • Confirm • Decide • Plan • Propose • Refuse • Reject • Try

  16. Workplace English for Executive Officers (Minutes-taking) Note-taking Skills (2) • ‘Reporting’ verbs (NO) • Hold • Illustrate • Report • Say • Show • State

  17. Workplace English for Executive Officers (Minutes-taking) Note-taking Skills (3) • Active voice • Present tense • Part of speech (verb) • classification (classify) • Modification (modify) • Fragmented sentence • Key words (no articles/pronoun)

  18. Workplace English for Executive Officers (Minutes-taking) Use of Symbols (1) • Short-form (abbreviation) • That is (i.e.) • For example (e.g.) • Refer to (c.f.) • First/Second (1st / 2nd) • Before (b4) • You (U) • Today (2d) • Tomorrow (2mo) • Next/last week (n/wk; l/wk)

  19. Workplace English for Executive Officers (Minutes-taking) Use of Symbols (2) • Short-form (abbreviation-cont’d) • Monday/ Tuesday (M/Tu/W/T/F/S/Sun) • January/February (M1/M2) • Because (coz) • For information (FI) • Organising Committee (OC)

  20. Workplace English for Executive Officers (Minutes-taking) Use of Symbols (3) • Symbols • Between (./.) • Equal (=) • Not equal ( or #) • Optional ([]) • Question/Pending (?) • Therefore/ as a result ()

  21. Workplace English for Executive Officers (Minutes-taking) Use of Symbols (4) • Symbols • Therefore/ as a result () • Increase/decrease/stable (/  /  ) • Greater than () • 1,000/1,000,000 (K/M) • Said (:) • Approximately (~)

  22. Workplace English for Executive Officers (Minutes-taking) Example 1 • John Chan mentioned that the first meeting of organising committee would be held on Monday, 13 May 2002 • (John: 1st OC on 13 May)

  23. Workplace English for Executive Officers (Minutes-taking) Example 2 • Mary Wong reported that the surplus of the year was approximately $750,000. • (Mary: surplus ~ 750K)

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