KTS胜之玥英语丨如何记录有效的会议要点②

How To Write Effective

Meeting Minutes?

Minutes are a written record of a board, company, or organizational meeting. Meeting minutes are considered a legal document, so when writing them, strive for clarity and consistency of tone.

Because minutes are a permanent record of the meeting, be sure to proofread them well before sending. It is a good idea to run them by a supervisor or seasoned attendee to make sure statements and information are accurately captured.

会议记录是董事会，公司或组织会议的书面记录。会议记录会被视为法律文件，因此在编写会议记录时，力求清晰，语调一致。

6. Maintain a Neutral Tone

保持中性色调。

Minutes are a legal document. They are used to establish an organization’s historical record of activity. It is essential to maintain an even, professional tone. Never put inflammatory language in the minutes, even if the language of the meeting becomes heated.

• You want to record the gist of the discussion objectively, which means mentioning the key points covered without assigning blame. For example, “The staff addressed board members’ questions regarding the vendor’s professionalism.”

• Picture a lawyer ten years down the road reading the minutes to find evidence of potential wrongdoing. You wouldn’t want an embellishment in the form of a colorful adverb or a quip to cloud any account of what took place. Here’s a list of neutral sounding words to get started with.

6、会议纪要是法律文件，专业的语调至关重要。即使会议上大家的语言较为激烈，也切勿在几分钟内使用煽动性语言。

7.Record Votes

记录投票。

The primary purpose of minutes is to record any votes a board or organization takes. Solid record-keeping requires mentioning which participant makes a motion — and what the motion states verbatim — and which participant seconds the motion.

For example, “Vice President Cindy Jacobsen made a motion to dedicate 50 percent, or $50,000, of the proceeds from the ZZZ Foundation gift to the CCC scholarship fund. President Roger McGowan seconded the motion.”

• This vote tabulation should be expressed in neutral language as well. “The Board voted unanimously to amend the charter in the following way,” or “The decision to provide $1,000 to the tree-planting effort passed 4 to 1, with Board President McGowan opposing.”

• Most Boards try to get a vote passed unanimously. Sometimes in order to help the Board attain a more cohesive outcome, a Board member may abstain from voting. “The motion passed 17 to 1 with one absension.”

7、如果会议中出现投票，要保持可靠的记录，必须提及哪个参与者做出了动议，以及动议的内容是什么。

8. Pare down Notes Post-Meeting

会议结束后整理笔记。

Following the meeting, read through your notes while all the discussions remain fresh in your mind, and make any needed revisions. Then, pare the meeting minutes down to their essentials, providing a brief account of the discussion that summarizes arguments made for and against a decision.

• People often speak colloquially or in idioms, as in: “This isn’t even in the ballpark” or “You’re beginning to sound like a broken record.” While you may be tempted to keep the exact language in the minutes to add color, resist.

• Additionally, if any presentations are part of the meeting, do not include information from the Powerpoint in the minutes. However, you will want to record the key points from the post-presentation discussion.

8、会议结束后，请通读你的笔记，同时进行必要的修订。然后，将会议记录缩减至基本要点，简要说明讨论情况，总结赞成和反对某项决定的论点。

9. Proofread with Care

仔细校对。

Make sure that you spelled all names correctly, inserted the correct date of the meeting, and that your minutes read clearly.

Spell out acronyms the first time they’re used. Remember that the notes may be reviewed by others for whom the acronyms are unfamiliar. Stay consistent in headings, punctuation, and formatting. The minutes should be polished and professional.

9、确保你正确拼写了所有名称，插入了正确的会议日期，并且会议记录清晰阅读。标题，标点和格式保持一致。

10. Distribute Broadly

分布给同事。

Once approved, email minutes to the full board — not just the attendees — for review. Your minutes will help keep those who were absent apprised of important actions and decisions.

• At the start of the next meeting, call for the approval of the minutes. Note any revisions. Try to work out the agreed-upon changes in the meeting, so that you don’t spend a huge amount of time on revisions.

• Ask for a motion to approve the minutes with the agreed-upon changes. Once an attendee offers a motion, ask for another person in the meeting to “second” the motion. They say, “All approved.” Always ask if there is anyone who does not approve. Assuming not, then say: “The minutes from our last meeting are approved once the agreed-upon changes have been made.”

10、一旦获得批准，请通过电子邮件将会议记录（不只是与会者）发送给董事会全体成员，以供审核。你的会议记录将帮助那些缺席的人了解重要的行动和决定。

11. File Meticulously

认真归档。

Since minutes are a legal document, take care when filing them. Make sure the file name of the document is consistent with the file names of previously filed minutes.

Occasionally, members of the organization may want to review past minutes. Know where the minutes are filed!

11、由于会议记录是法律文件，因此归档时请多加注意。确保文档的文件名与先前归档的分钟的文件名一致。

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