1. 1 Workplace English for Executive Officers (Minutes-taking) Lesson 4: Use of IT in Minutes-taking By Leo Yu (Office: OEE1014; Phone: 3411-5803; email: leoyu@hkbu.edu.hk) 28-31 May 2002

2. 2 Workplace English for Executive Officers (Minutes-taking) Outline Group presentations The word ‘adjourn’ Tips on Minutes-taking Use of digital recorders Use of laptop computers A sample of minutes Voice recognition Internet resources References Evaluation

3. 3 Workplace English for Executive Officers (Minutes-taking) Adjourn* If a meeting or trial is adjourned or it adjourns it is stopped for a short time. –The proceedings have now been adjourned until next week. (be V-ed) –I am afraid the court may not adjourn until three or even later. (V)

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5. 5 Workplace English for Executive Officers (Minutes-taking) Tips Preparation & Anticipation Nature (reporting vs. discussing) Reporting vs. Action verbs Using symbols Fixed expressions Color pens

6. 6 Workplace English for Executive Officers (Minutes-taking) Use of Digital Recorders External microphone > Internal Volume Sensitivity (c.f. background ‘noise’) Monitoring (e.g. earphone) Recording time left Tapes/Disk vs. RAM Tracking vs. non-stop

7. 7 Workplace English for Executive Officers (Minutes-taking) Use of Laptop Computers Template Last minutes for drag-and-drop Agenda Attendance List Power-supply + Sample minutes

8. 8 Workplace English for Executive Officers (Minutes-taking) Voice Recognition Digital recorders Uploading to computers Voice recognition software (IBM) Voice System: ViaVoice speech recognition (to dictate text) www-3.ibm.com/software/speech/

9. 9 Workplace English for Executive Officers (Minutes-taking) Internet Resources TCS Index (By Michael Vallance) www-eng.tp.edu.sg

10. 10 Workplace English for Executive Officers (Minutes-taking) References Bilbow, Grahame. (1993). Business Writing for Hong Kong. Hong Kong: Longman (pp.285-307). Macintosh, Duncan. (1997). English for Business. 6 th edition. Hong Kong: Book Marketing Ltd. (pp. 349-371).

11. 11 Workplace English for Executive Officers (Minutes-taking) Evaluation Fill in the questionnaire and pass it to Wylie after completion. Thank you!