1 Workplace English for Executive Officers (Minutes-taking) Lesson 2: Formats of Minutes By Leo Yu (Office: OEE1014; Phone: ; May 2002

2 Workplace English for Executive Officers (Minutes-taking) Outline Presentation of Group 1 Critique by Group 2 Types of Minutes Obligatory vs. Optional Components Layout/Typography

3 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 …

4 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. 1 st /2 nd ; 2001, 2002) Once-off/Irregular (esp. Record of Meeting) Date/Time/Venue Linear [C] Point [A]

5 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

6 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

7 Workplace English for Executive Officers (Minutes-taking) Obligatory Components Confirmation of Last Minutes Matters Arising (from Last Minutes) Main Items A.O.B. Adjournment

8 Workplace English for Executive Officers (Minutes-taking) Confirmation of Last Minutes Omitted (if for the 1 st meeting/Informal meeting) [A,B,C] Proposed by… and seconded How to deal with the mistakes? …subject to the following amendments:

9 Workplace English for Executive Officers (Minutes-taking) Matters Arising Matters Arising from the Last Minutes Reference (Item xxx) [E]

10 Workplace English for Executive Officers (Minutes-taking) Main (Discussion) Items Follow the sequence of the agenda Categories Reports Discussion

11 Workplace English for Executive Officers (Minutes-taking) A.O.B. A.O.B. / Any Other Business If no AOB, this part can be omitted

12 Workplace English for Executive Officers (Minutes-taking) Adjournment There being no other business to discuss, the meeting was adjourned at (time).

13 Workplace English for Executive Officers (Minutes-taking) Optional Components Date and Time of Next Meeting Signature by the Chairman

14 Workplace English for Executive Officers (Minutes-taking) Typography (1) Columnar for Action-minutes the use of table: 2 columns Numbering 1 -> 1.1 -> For headings as well [#B] For each point [#A] Bullets ‘-’ [A]

15 Workplace English for Executive Officers (Minutes-taking) Typography (2) Indentation A,D [#C,E,F) Margins Date/filename/revision (LCDept): 1 st departmental meeting ) 22 September 2001 (FINAL) Drafting parties

16 Workplace English for Executive Officers (Minutes-taking) Typography (3) Filing reference Place it in the header Page no.

17 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