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Top Ten Tips For...

Student Successes

Brain Teaser

Answers to Last Month's Quizzes

End Note

Business Training
Sevendale House,
7 Dale Street
Manchester,
M1 1JB,
England

TOP TEN TIPS FOR...

Preparing the Minutes of a Meeting

1. Minutes are not a description of what happened at a meeting they are the official record of decisions that were taken. So keep them brief and accurate.
   
   
2. Minutes usually cover the following:
   
   
   • Apologies for absence: Read out by the Chairman on behalf of anyone who cannot attend.
     
     
   • Minutes of the last meeting: If everyone agrees that they are accurate a copy will be signed and put in a loose-leaf binder for future reference.
     
     
   • Matters Arising: This is a report of action taken or progress made since the last meeting.
     
     
   • New Business: Here items of new business are dealt with – this is usually the longest part of the meeting.
     
     
   • Any Other Business: This item gives members an opportunity to raise matters of minor importance that have not been included in the agenda.
     
     
   • Date/Time/Place of Next Meeting.
     
     
3. Minutes should include:
   
   
   • The purpose of the meeting (ie it's title).
     
     
   • The date and place of the meeting.
     
     
   • The names of those present and those who sent apologies for absence. (If it is a large meeting numbers only will be given.)
     
     
   • The business transacted and the decisions taken.
     
     
   • Any resolutions passed, or motions defeated.
     
     
4. When taking notes of a meeting don't try to write everything down. Concentrate only on what is relevant and what decisions are taken.
   
   
5. Write up the minutes from your notes as soon as possible after the meeting while it is still fresh in your mind. If you cannot do this straightaway then at least read through your notes so that you make sure you understand them and can fill in any gaps.
   
   
6. When writing the minutes from your notes use plenty of numbered points and sub-headings so that everything is clear.
   
   
7. Always use the past tense and it is often better to choose the passive rather than the active voice. (It was agreed ..., It was decided ...) These two examples also demonstrate the empty 'it' construction. This is useful in minutes because they should be impersonal; so avoid the use of 'we' and 'us'.
   
   
8. When you have finished the minutes and had them typed-up, always check them carefully for accuracy of content and also for correct spelling and punctuation.
   
   
9. When complete, minutes should be circulated to all the people who attended. They can then be signed at the start of the next meeting if everyone agrees that they are a correct record of proceedings.
   
   
10. And a very important point to remember: the format for minutes varies from organisation to organisation. There is no right or wrong way – be guided by what's usual in your company.

If you want to enjoy the same success as Mariamma and Felix visit www.businesstrain.co.uk and enrol on the Business English with Spoken English Diploma course TODAY.

BRAIN TEASER

Below we have given you definitions for six terms that you will hear frequently in meetings. Put them into the spaces provided. You will then find that a seventh term is revealed in the squares going down. The clue for this is:

A formal proposal for action put before a meeting. (6)

Clues

1. The minimum number of members who must be present to make a meeting valid. (6)
2. An item put forward at a meeting for discussion. (8)
3. What those present do to decide whether they will accept or reject a proposal. (4)
4. When everyone voting is in favour of a motion. (9)
5. To break off a meeting and resume it later. (7)
6. When a member decides that he or she does not wish to vote. (7)

Present Tense Verbs

Every morning Susan gets up and takes a shower before she eats her breakfast. She leaves the house at 7.30am and her father gives her a lift to work. She arrives there 20 minutes later and has a cup of coffee before starting work. When she is busy lunchtime seems to arrive very quickly!

Making an impression at your interview

1. You should always do some research into the company or organisation which is interviewing you.
   
   
2. When they ask if you have any questions it might help you to ask something sensible and knowledgeable.
   
   
3. You have five seconds to make a good impression.
   
   
4. False.
   
   
5. False.
   
   
6. It prevents you from getting flustered because you can check your appearance and make sure you have everything you need.
   
   
7. False.
   
   
8. Take a long hard look at yourself and assess your strengths and weaknesses. Try to anticipate what you might be asked and prepare for this.
   
   
9. It makes a good impression!
   
   
10. The terms and conditions of your new job.

It's and its

It's such a fine day that I think we should go to the beach.

It's time we took the dog for its daily walk.

That picture looks good in its new location.

Do you think it's time to go home yet?

The elephant looked after its young very carefully.

Just for Fun

The missing city is Madrid and it is the capital of Spain.

That brings us to the end of this month's e-zine.

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English Review is sponsored by Business Training, Sevendale House, 7 Dale Street, Manchester, M1 1JB, England.
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