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 Summarize the main points which are debated and the main views expressed  They should go into sufficient detail to make the substance of the meeting.

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Presentation on theme: " Summarize the main points which are debated and the main views expressed  They should go into sufficient detail to make the substance of the meeting."— Presentation transcript:


2  Summarize the main points which are debated and the main views expressed  They should go into sufficient detail to make the substance of the meeting clear, but should not be too detailed, unless there is an important reason for this  Usually the minutes are distributed to members of a committee along with the agenda for the next meeting  The meeting is then asked to confirm their accuracy, or to propose any amendments, before they are signed by the chair as a true record of what took place at the meeting.

3  Ensure that all the essential elements are noted:  Type of meeting  Name of the organization  Date and time  Name of the chair  Approval of previous minutes  All resolutions

4  Prepare an outline based on the agenda ahead of time  Leave plenty of white space for notes  By having the topics already written down you can jump right on to a new topic without a pause

5  Prepare a list of expected attendees and check of the names as people enter the room  Or you can pass around an attendance sheet for everyone to sign as the meeting starts

6  To be sure about who said what, make a map of the seating arrangement and make sure to ask for introductions of unfamiliar people

7  Don’t make the mistake of recording every single movement  Concentrate on getting the gist of the discussion and taking enough notes to summarize it later  Think in terms of issues discussed, major points raised and decisions taken

8  Use whatever recording method is comfortable for you:  Notepad  Laptop  Tape recorder  Steno pad  Shorthand  A good idea: to make sound recordings of important meetings as a backup to your notes

9  If you are an active participant in the meeting study the issues to be discussed and have your questions ready ahead of time  If you concentrate on grasping the issues while you are making your notes, they won’t make any sense to you later

10  Don’t wait too long to type your minutes, especially while your memory is fresh  Be sure to have the minutes approved by the chair before distributing them to the attendees

11  Don’t be intimidated by the prospect of taking minutes  Concise and coherent minutes are the mark of a professional  The very process of recording minutes can give you a deeper understanding of the issues faced by your organization along with the ability to focus on what’s important

12 Name of Organization Purpose of Meeting Date/Time chair topicdiscussionactionPerson responsible 1 2 3

13 EMAIL  It has revolutionized business and personal communication  It makes possible to communicate cheaply and almost instantly with people anywhere in the world – provided they have access to a computer  You can send any type of messages from a single word to a book length document complete with pictures and sound files  The recipient can respond at once, or think carefully before replying

14  Emails inhabit a space somewhere between personal meetings, telephones and letters  They share advantages with each other of these means of communication  They are instant and direct and allow a number of people to participate  They are quick and inexpensive  They allow those involved to keep a permanent record of messages sent and received

15  Disadvantages:  They rely on written language  You cannot monitor the recipient’s reaction to your message  When you receive them you may missjudge the sender’s tone because you only have words on the screen to go by  It is easy to say something that you soon regret  The rules governing them are less well established

16 Making the Most of E-mail  E-mail is the transmission of files or messages through a computer network  E-mail is a handy medium for sending memos and notices and for forwarding information received electronically from others  Thanks to the “attachment” capabilities of current browsers a writer can develop a lengthy document in Microsoft Word or another word processing programme and send it to others, saving enormously in time and postal charges

17  E-mail is a form of business correspondence that requires the same attention that memos and letters receive  E-mail has become the dominant method of communication in most companies because it is inexpensive, fast, and easy  Unfortunately the speed and ease have created some problems for business writers and their companies:

18  First, employees sometimes send and often receive time-wasting, unnecessary messages  Second, many e-mails are sloppily written: people simply write down what’s on their mind and press the send button without reflection on content and composition  Third, emotional and ill-considered messages are sometimes send before the writer has had time to calm down  Fourth, messages are occasionally misdirected or forwarded to unintended recipients- sometimes with negative consequences  Fifth, even deleted e-mails can be retrieved for use in disciplinary proceedings or can be subpoenaed for use in legal disputes

19  The e-mail subject line should be the lure that gets your reader interested and signals the contents  For this reason, your subject should meet at least one of the following goals:  Contain your key message: “sales meeting rescheduled to 2 PM on Friday”  Include the desired action or response: “Your comments urgently needed by 4 PM today”  Be specific but not too long: “How about lunch tomorrow?”  Allow your reader to file and retrieve your message easily: “John’s report”

20  In contrast, a weak subject line gives little or no information or too much to be read on one line  If the subject line is too general, vague, or left blank, the reader may skip or delete the message altogether  Remember: busy people receive fifty to one hundred e-mail messages per day. To ensure that yours is opened and read, it must stand out

21  Treat each e-mail as a coherent information packet – to ask a question, communicate your opinion, report news, and so forth  You will achieve coherence if each e-mail contains only one message  If you have more than one message for a recipient, create a separate e-mail for each, and give each a strong, appropriate subject line

22  The one-message e-mail has two major advantages:  1. the recipient can digest and respond to a single message more easily  2. if a recipient forwards your e-mail to a third party, other messages – which can be highly inappropriate – won’t be dragged along

23 Structure  Short emails are usually relaxed, informal and unstructured  Long ones, as with letters, the structure consists of three main parts:  1. introduction - you explain briefly what the message is about  2. body – the main part of the message  3. conclusion – rounds the message off and, if you want some kind of action to result from the message, you spell out what it is

24  Hi Jason,  Thanks for your contribution to the meeting yesterday. I thought it was very valuable for all of us.  I’ve been thinking about what you said about new ideas for marketing GKH products in the EU. I spoke to Kate, our Overseas Sales Director, and she’s very interested in the idea. We wonder if you would have a moment to explain your ideas to her – nothing elaborate, just a series of bullet points would do. Then she can evaluate it and, if she decides to proceed, she’ll work up a full scale proposal in collaboration with you.  Perhaps you could let me know if you’d like to do this – and when.  Regards,  Sandra

25 Response  Keep your message as short as feasible  Structure it so that it is easy to read and understand  When you have finished the message, read it through for sense and message

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