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NEU- AEP-WRITING III-WEEK 11: Best practice 4- Writing minutes

Full name: Nguyen Ha Linh English Class: ......... (Mrs Nguyen Thi Hong Hanh)

Week 4 - Writing Practice

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 Possible to DB info at next
2. recruitment 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 q uestionnaire 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.

Minutes from Staff Meeting, 1 1 th August

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NEU- AEP-WRITING III-WEEK 11: Best practice 4- Writing minutes
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.
f. DB to report back at next meeting
c. 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.
b. AF to monitor the position and report back at next meeting.

3. Sickness
Absence remains at 6%. This is eonsidered too high
h. RP to design a questionnaire to find out more about reasons for absence.
d. 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
e. HM agreed to contact local training organisations to get ideas for themes.

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.
i. The results to be circulated by 1 September.
g. AF to contact party planners to investigate financial and practical logistics.
a. 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 1 1 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 1 5 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 11: Best practice 4- Writing minutes

Additional To have been To circulate the John 15 june

office resolved document
space

Staff recuitment To recruit a new To prepare the John By the next

trainee job specification meeting
for the trainee
position

AOB

Project planning
software

11 July
9 o’clock
In the
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NEU- AEP-WRITING III-WEEK 11: Best practice 4- Writing minutes

Writing Task 3: Write minutes for the meeting in the video below.
https://www.youtube.com/watch?v=i8KnCFq4Sw0
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NEU- AEP-WRITING III-WEEK 11: Best practice 4- Writing minutes

Minutes of employee committee meeting held on 3 April 2011

Present: A B . JC. VD, FK, JL, FY
Apologies: MN
I . Communication in meetings
AB raised the following questions:
1. Are there too many meetings?
2 . Are meetings run efficiently?
The meeting agreed to:
1. Review the number of meetings
2. Streamline the procedure for meetings
AB will propose a reduced schedule of meetings for the next year
JC wil organize training in effective meetings
Both actions completed by May 2011
II. Foreign travel
JL requested:
1. Special compensations for weekends away
2. Family support
3. Intercultural training
The meeting agreed that
1. VD will review current payments and report back at the next meeting
2. FK will investigate whether this is affordable and report back at the next meeting
3. JL will organize interculture training by May 2011
III. New computer system

FY reported on the following problems:

1. More staff training needed

2. System very slow sometimes

The meeting agreed that

FY will arrange a meeting with the computer system provider as soon as possible to identify
solutions

Writing Task 3: U s e t h e f o l l o w i n g c o n t e n t s o f t h e m e e t i n g t o m a k e n o t e s
and write the minutes
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NEU- AEP-WRITING III-WEEK 11: Best practice 4- Writing minutes
Minutes of employee meeting
Attendance:
Managing director: (MD ) Rita
Project n program manager (PM) : Jason
Lucy
Sale director (SD) :Sue
HR Manager ( HR ) : Julian
- Frank Lyon comes late
I. Communications in meeting;
Apologies from absents
New team member
II. Agenda
1. Car parking problems
Managing director : send emails to all the staff to announce 5 spaces
belong to us
New HR: priority parking , two car parking for visitors
MD : 3 spaces, settle losing parking privilege and parking by the garage
2. Staff morale
Sue: identified the problem with staff morale in some departments
Reasons: poor management, lack of training on new software
 Solution: have an awards night to boost morale, teen challenge, darts,
… => send questionares
3. IT issue:
Frank: external energy prevent ( power cut )
 Solution: contact electricity supplier
 MD: pay the bill on time
4. Financial report:
MD: doing well in contract sales
Downside on revenue