大学核心商务英语写作教程unit2officewriting.ppt

Unit Two Office Writing,大学核心商务英语写作教程,Office writing is a part of a business assistant’s work. The major role of a business assistant is to help the manager to deal with various office works, so his or her job duties are multifaceted. A business assistant is not only someone who receives calls, sends faxes, makes copies and files the documents, but someone who should be good at scheduling, organizing and drafting. The basic writing scope in the office work covers minutes, telephone messages, notices and Thank-you letters etc.,After studying this unit, you will be able to:,,,,,,,,,,,,,,,,,,,,,,,know something about minutes,get familiar with telephone messages,,learn how to write notices,grasp Thank-you notes,,Contents,I. Introduction of Meeting Minutes,Meeting minutes are an account of an official meeting. Most of the time, meeting minutes are a very technical and factual account of what took place at the meeting. The format for meeting minutes can vary from organization to organization. Meeting minutes are taken by a person designated as a secretary. Meeting minutes may differ from other accounts of a meeting.,会议纪要简介,会议纪要是根据会议记录和会议文件以及其他关材料加工整理而成的，会议纪要是反映会议基本情况和精神的纪实性公文，是会议议定事项和重要精神，并要求有关单位执行的一种文体。

有的需要下发执行的会议纪要，可以“通知”形式发出会议纪要有别于会议记录二者的主要区别是：第一，性质不同：会议记录是讨论发言的实录，属事务文书会议纪要只记要点，是法定行政公文第二，功能不同：会议记录一般不公开，无须传达或传阅，只作资料存档；会议纪要通常要在一定范围内传达或传阅，要求贯彻执行What is Public minutes?,Most public meetings and governmental hearings follow prescribed rules. Often speakers’ words are recorded verbatim, or with only minor paraphrasing, so that every speaker’s comments are included. This is generally required at public hearings that are called to address a particular issue, as distinct from other types of public meetings, which may not strictly required verbatim records of all comments made. Companies are generally required to keep minutes of the proceedings of : (a) general meetings, (b) meetings of Board of Directors, and (c) meetings of committee of the Board of Directors.,II. How to Write Meeting Minutes?,1. The details of every word spoken aren’t always important, but who said what is. 2. As the note taker, it’s important to always arrive on time. 3. Before the meeting begin (or pre-pare in advance) draw a simple layout of the seating to identify who, by name and title. 4. Begin by completing your Agenda, which contains Who, Where, Date, Time, Topic and importantly who was absent that was scheduled to attend.,● Top Tips,5. When the business meeting begins, start dictating matters of importance and begin developing a pace. 6. Be sure to document the time(s) if someone arrives late during the meeting, or leaves for a break. 7. Do not try to participate by adding your opinion, it will confuse your note taking and slow you down. 8. Finally, consider writing in “shorthand” or to abbreviate words to dictate the meeting faster.,III. Standard Meeting Minutes Template,1. Include the name of the group or committee that is holding the meeting. 2. Write the date, time and place of the meeting and the type of meeting that it is. 3. Write the number of members present and their names. 4. Include a statement that the secretary or the chairperson was present.,Follow the steps below to write and distribute meeting minutes:,5. Include a statement that the minutes of the prior meeting were approved, not read or revised. 6. List any reports that were read and approved. 7. Detail the motions that were made at the meeting, and reference whether the motions were carried, defeated or tabled (i.e. postponed). List who made the motions. 8. List and detail any resolutions that were adopted or rejected.,,minutes for a project meeting,IV. Meeting Minutes Examples,,,title,Basic information,Present & Absent,Body @ Minutes are meant to give an outline of what happened in the meeting, not a record of who said what. @,More information of next meeting and adjournment, etc.,I. Introduction of Telephone Messages,Important telephone calls come into your office every day. Quite often, the caller wants to speak with someone who is not available at the moment. If you are busy, you might find yourself scribbling call-back notes on any flat surface. You can manage your phone traffic effectively and improve communication with your colleagues, customers and clients if you take a bit of time to collect important information from your caller and record it in an organized manner.,II. How to Note down Telephone Messages ?,1. Start with an effective message taking system. Decide the best format for recording and delivering telephone messages in your office. 2. Make your caller aware that the person she wants to speak with is unavailable. 3. Ask if your caller would like to leave a message. 4. Ask the caller to spell her name. 5. Ask the caller for her telephone number. 6. Invite the caller to leave a more detailed message. 7. After the call, record the date and exact time of the telephone call.,● Instructions about how to write a telephone message:,III。