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NEU- AEP-WRITING III-WEEK 4: Writing practice - Writing minutes

Full name: Nguyen Thi Ha
English Class: Writing 21
(Mrs Nguyen Thi Hong Hanh)

Week 4.2 - Writing minutes

Writing Task 1: The table below shows the notes from a staff meeting.
Agenda item Next steps
Topic Discussion Action (What) Person Time frame/
responsible Deadline (When)
(Who)
1. Recruitment 1. 22 newjobs 2. recruitment Possible to DB info at next
drive now reduce? meeting
3. hard to get people In post -
long checks
2. Turnover down 3%: uncertain job Monitor AF
market info at next
meeting
3. Sickness 6%: too high Make RP 30 September
questionnaire
4. Staff 1. Away Day successful. 1. Contact local HM 1 December
development 2. Suggestion: plan another training
for spring organisations
2. Get ideas
3. Circulate info
5. Christmas party 1. Budget has been 1. Contact party AF
slashed planners for quotee 1. 1 September
2. Suggestion: Xmas party 2. Circulate info 2. Decieion next
held in office to save on meeting
venue coets
3. No agreement

The minute-taker is writing up the minutes using the above notes, but has yet to put in the next steps.
Choose the right sentences to complete the minutes below.
a. A decision to be taken at the next meeting.
b. AF to monitor the position and report back at next meeting.
c. DB to check if this could be reduced. HM to circulate info by 1 December.
d. Deadline for questionnaire design: 30 September.
e. HM agreed to contact local training organisations to get ideas for themes.
f. DB to report back at next meeting.
g. AF to contact party planners to investigate financial and practical logistics.
h. RP to design a questionnaire to find out more about reasons for absence.
i. The results to be circulated by 1 September.
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NEU- AEP-WRITING III-WEEK 4: Writing practice - Writing minutes
Minutes from Staff Meeting, 11 th August
I. Recruitment
It was noted that 22 new postions had been created and a recruitment drive was under way. There was still
some difficulty in bringing people into the posts, due to the time taken lor pre-employment investigation.
DB to check if this could be reduced. HM to circulate info by 1 December.

2. Turnover
Has gone down by 3% a rellcction ofthe inscwrity in employment market.
AF to monitor the position and report back at next meeting.

3. Sickness
Absence remains at 6%. This is eonsidered too high.
RP to design a questionnaire to find out more about reasons for absence.
Deadline for questionnaire design: 30 September.

4. Staffdevelopment
IB reported on successlid Away Day for senior staff. It was recommended that another Away Day be
timettabled for the next spring.
HM agreed to contact local training organisations to get ideas for themes. DB to check if this could be
reduced. HM to circulate info by 1 December.

5. Christmas party
It was suggested that significant savings could be made by holding the Christmas patiy in the office. This
would allow more of the reduced budget to be spent on catering and entertainment. The staff at the meeting
couldn’t agree. AF to contact party planners to investigate financial and practical logistics. The results to be
circulated by 1 September. A decision to be taken at the next meeting.

Writing Task 2: Below are ten quotes from a business meeting. Imagine that you are the minutetaker
for the meeting.
1. Fill in the following template with the quotes below.
2. Write up the meeting minutes

1. 'Okay, let's get started. I'm afraid that Pete Bartlett can't be with us
this afternoon, as he has had to meet a client.'
2. 'Can we now move on to the second item on the agenda: staff recruitment?'
3. 'I've received one item of Other Business: project planning software.'
4. 'Thanks, everyone, for your input. To summarise, three of us are in favour of recruiting a new
trainee.'
5. 'Does 4 July suit everyone for our next meeting?'
6. 'John, can you please prepare the job specification for the trainee position?'
7. 'It seems that 4 July is not convenient for everyone. How about a week later? That's 11 July. 9 o'clock
start.'
8. 'OK, let's start with the action from last month's meeting: additional office space. I believe that this
has now been resolved.'
9. John: 'No problem. I'll work on it next week. And I'll circulate the document by 15 June.'
10. 'Let's hold the next meeting in the Boardroom - it's bigger than here, and more comfortable.'
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NEU- AEP-WRITING III-WEEK 4: Writing practice - Writing minutes
Template for writing notes during a meeting

Date: Present: Apologies for absence: PB

Time:
Place:
Discussion at the meeting Required follow-up after the meeting
Agenda Discussion Action Person Timeframe/Deadline
(WHAT) responsible (WHEN)
(WHO)
1. Matters Resolved
asking
2. Staff In favour of prepare the John Circulate by 15 June
recruitment recruiting new job
trainee specification
for the trainee
position
3. AOB:
Project
planning
software
Next meeting:
Date: 11 July
Time: 9 o’clock
Place: Broadroom

The meeting minutes

1. Absent list
- Pete Bartlett
2. Matters asking
It was noted that the action from last month's meeting: additional office space which has now been
resolved
3. Staff recruitment
John to prepare the job the trainee position and to circulate by 15 June
4. Any other Business
It is reported that Project Planing software is another items need to be finished
5. The next meeting
Our next meeting is going to on 11 July, at 9.00 am. It’s located in the Broadroom

Writing Task 3: Write minutes for the meeting in the video below.
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NEU- AEP-WRITING III-WEEK 4: Writing practice - Writing minutes
Date: Present: R, JS, SC, JG, FL Apologies for absence: GC, CM, BW
Time:
Place:
Discussion at the meeting Required follow-up after the meeting
Agenda Discussion Action Person Timeframe/Deadline
(WHAT) responsible (WHEN)
(WHO)
Car Parking - Our staffs dont - Send email JG
have extra spaces let all the
for parking any staff know
longer there are only
five spaces
that belong to
us
- :List of:
Priority
parking: SC,
sale team,
Management,
visitors, JG
Staff Morale Some departments - work to get SC After this meeting
have low staff people one
morale site
- found our
from the
questionnaire
that some
issues are to
do with the
recent
restructuring
the job
losses, poor
management
in some
departments
and lack of
training on
the new
software
- Awards
night: send
questionnaire
to decide
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NEU- AEP-WRITING III-WEEK 4: Writing practice - Writing minutes
teen
challenge:
go-karting,
party pilates,
darts,
drinking
evening
IT issue A problem in - contact the FL
Friday: F drive electricity
recovery electricity
disassociated itseft supplier, pay
somehow from the electricity
PCP main bills on time
framework
Power cut
Next meeting: training issue
Date:
Time: in the next two weeks
Place:

The meeting minutes

1. The present list
R, JS, SC, JG, FL
2. The absence list
GC, CM, BW
3. Care Parking
- It is noted that another companies were moved into so that our staffs do not have the extra parking
spaces anymore. JG to send email let all the staff know there are only five spaces that belong to us
and make a list of Priority parking include SC, JG, sale team, visitors/clients
4. Staff Morale
- It is reported that some departments have low staff morale.
- SC to work to get people one site
- SC to find our from the questionnaire that some issues are to do with the recent restructuring the
job losses, poor management in some departments and lack of training on the new software
- SC to send questionnaire to decide teen challenge: go-karting, party pilates, darts, drinking evening
in awards night
5. IT issue
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NEU- AEP-WRITING III-WEEK 4: Writing practice - Writing minutes
- FL reported that there is a IT issue in Friday that F drive recovery disassociated itseft somehow
from the PCP main framework and the problem of power cut. FL to contact the electricity electricity
supplier, pay electricity bills on time
6. The next Meeting
- The next meeting will discuss about training issue and will be taken place in the next two weeks