تدريب Shadowing: How To Write Meeting Minutes In English - تعلم التحدث بالإنجليزية عبر الفيديو
جارٍ التحميل...
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Hi everybody, hope you're all doing well.
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In this Business English Meetings lesson, you'll learn everything you need to know about writing meeting minutes in English.
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Welcome back to English for Professionals.
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I'm Derek and I'm here with another short lesson for you busy people.
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Before we get started, just a quick reminder to subscribe to my channel, hit the red button and click on the little bell.
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That way you'll be notified every time I upload a new lesson.
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And don't forget to join my email list.
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Every two weeks I send out my free vocabulary email with additional business English, words from the news and everyday English for you to learn.
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The link is in the description below.
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And now let's get started with the lesson.
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So in this lesson we're going to do four things.
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First I'll show you my top tips for writing minutes.
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Then we look at a template and what to include.
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After that we look at the type of language used to write the minutes.
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And at the end of the lesson I'll give you some additional tips.
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Let's start with my top tips.
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First tip, keep it simple.
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The minutes are not a word-for-word transcription of what was said in a meeting.
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They are a concise summary of discussions had, decisions made and actions agreed.
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The second tip is to use bullet points.
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Bullet points make it easier for the reader to find important information.
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Tip number three, ask for clarification if you miss or don't understand something.
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Tip four, don't include unnecessary information.
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The fifth tip, be objective.
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Don't include personal opinion and finally be well prepared know the agenda
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and use a template to save time great now let's move
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on to the second part of the lesson where we look at our template
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and what to include
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so the first things on our template are the meeting objective who called it the date time
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and location then include the meeting agenda if you're wondering what AOB stands for it's it's any other business.
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And this is often the last item on the agenda, and it gives the participants time to discuss any other important or relevant business.
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In this section on the right,
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we include the attendees present and absent and if it's a conference call it could also be relevant to include their location.
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And before we move on to the next section I just want to mention that this is one version.
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There are many other types of template and sometimes people include other things.
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It really depends on your company or organization and the types of meetings you attend.
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Now let's look at the next section.
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Often at the start of a meeting the minutes from the last meeting are reviewed.
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Any changes made or important information relating to them can be noted here.
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And next we have one of the most important parts of our template.
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For each agenda item we have three sections.
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Notes where we make notes about the discussion.
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Make sure to have plenty of space here on your template.
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Much more space than you can see here.
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Then we have key decisions made where we make notes about the decisions.
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Again you need to have more space here.
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And the last section is action items where we write down the action to be taken, who it was assigned to,
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the owner, and here we use the initials, and the date it should be completed by the deadline in
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the next part of our template we have items to be
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held over this section can be used to make notes about things
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that come up in the meeting
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but are not related to the meeting it may be necessary to arrange a separate meeting
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if many items are held over next we have any other business
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and this part should have the same three sections as each agenda item At the end of our notes,
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it's a good idea to have a summary of the key decisions made.
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I haven't included it here, but you could also include a summary of the action points.
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Finally, if a follow-up meeting was agreed on, the date, time, and location should be included here.
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A link to this template is included in the video description.
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Excellent!
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So that's our template and what to include.
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Now let's take a look at the type of language used to write the minutes.
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These are some of the most common verbs used to make notes.
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You can find this list in the video description below.
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And now let's take a look at some of those verbs in example notes.
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TS pointed out that competition was getting tougher and requested an increase in the marketing budget.
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PW presented last month's figures and underlined the importance of having a motivated sales team.
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HW explained the reasons for the increase in customer complaints.
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BN asked for more details about the new production line.
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RF expressed concern about the reliability of our new supplier.
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To express concern about is another way to say that someone is worried or unsure about something.
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GD recommended hiring an external consultant to support us in the upcoming CRM project.
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The verb recommend is often followed by a gerund or ing form.
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WL complained about the lack of communication within the IT department.
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TR reminded us about the necessity of increasing our social media presence.
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Notice how all of the notes are written using the past simple form.
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Great, now let's look at some different ways to write about key decisions made.
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A vote was taken and the proposal was approved by 3 to 1.
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It was decided that the marketing budget will be increased by 10%.
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It was agreed that the current supplier's screening policy needs to be reviewed.
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The budget for 2021 was finalized.
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Please see Attach document.
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The guidelines for the new recruitment drive were defined.
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See attachment.
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Alex Henders was selected to lead the ERP project.
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Notice that the past simple passive form is used in each example.
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We form this by using was or where followed by the third form of the verb, the past participle.
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Excellent!
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Now let's look at how to write the action points.
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Here are some verbs which are often used in action points.
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This list is also included in the video description.
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And now let's look at some of those verbs in some example action points.
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Review current supplier screening policy.
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Draw up guidelines for using the new software.
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To draw up means to prepare and write something such as a document or a plan.
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Contact Ben Walters and ask for a better price.
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Update website with new branding.
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Order 10 new printers.
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Find out when DEN Core are launching their new model.
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Reserve conference room at ITB trade show.
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Notice that all action points start with a verb in the infinitive form.
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And now we'll go back to our template for a moment and try it out.
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RF expressed concern about the reliability of our new supplier.
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Now, there would probably be additional notes made on this agenda item.
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This is just one example.
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It was agreed that the current supplier screening policy needs to be reviewed.
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Review current supplier screening policy.
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SE September 22nd.
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So we're almost at the end of our lesson, but before we finish, here are some additional tips which you might find helpful.
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At the end of the meeting, complete your notes and clarify points if necessary.
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Proofread carefully, even ask a colleague who speaks better English.
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If needed, send the draft to the meeting leader before sharing with other attendees,
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especially for most formal meetings such as board of directors or committee meetings.
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And finally, try to send out the minutes as soon as possible to let everyone know their next projects or actions.
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So that brings us to the end of another lesson.
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I hope you found it helpful and
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if there are any other areas of business English I can help you with let me know in the comments
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and I'll do my best to cover them in an upcoming lesson.
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If you like this lesson hit the like button and share with your friends and colleagues.
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Subscribe to my channel if you haven't done that already and don't forget to join my email list.
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Every two weeks I send out my free vocabulary email with additional business English, words from the news and everyday English for you to learn.
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The link is in the description below.
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Thanks a lot for watching and see you soon.
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