The success of a Toastmasters meeting depends on the program participants. There are many roles to fill, and each job is designed to improve the members’ public speaking and leadership skills. Program participants must know and understand their duties so they can prepare for them. Some roles can be combined – for example, the Ah-Counter might also be the grammarian or listen for uses of the word of the day.
Ah-Counter
Helping members off their crutches
The purpose of the Ah-Counter is to note any word or sound used as a crutch by anyone who speaks during the meeting. Words may be inappropriate interjections, such as and, well, but, so and you know. Sounds may be ah,
um or er. You should also note when a speaker repeats a word or phrase such as “I, I” or “This means, this means.” These words and sounds can be annoying to listeners. The Ah-Counter role is an excellent opportunity to practice your listening skills.
Several days before the meeting, use the information in A Toastmaster Wears Many Hats or in the appendix of
the Competent Communication manual to prepare a brief explanation of the duties of the Ah-Counter for the benefit of guests.
When you arrive at the meeting, bring a pen and blank piece of paper for notes, or locate a blank copy of the
Ah-Counter’s log, if your club has one, from the sergeant at arms.
The president will call the meeting to order and introduce the Toastmaster who will, in turn, introduce you and the other meeting participants. When you’re introduced, explain the role of the Ah-Counter. Some clubs levy small fines on members who do or do not do certain things. (For example, members are fined who use filler words or are not wearing their Toastmasters pin to the meeting. A fine is usually about five cents, acting more as a friendly reminder than a punishment.) If your club levies fines, explain the fine schedule.
Throughout the meeting, listen to everyone for sounds and long pauses used as fillers and not as a necessary part of sentence structure. Write down how many filler sounds or words each person used during all portions of the meeting.
When you’re called on by the general evaluator during the evaluation segment, stand by your chair and give your report.
After the meeting is adjourned, give your completed report to the treasurer for collection of fines if this tradition applies to your club.
Evaluator
People join Toastmasters to improve their speaking and leadership skills, and these skills are improved with the help of evaluations. Members complete projects in the Competent Communication and Competent
Leadership manuals and you may be asked to evaluate their work. At some point, everyone is asked to participate by providing an evaluation. You will provide both verbal and written evaluations for speakers using the guide in the manual. You’ll always give a written evaluation for leadership roles, though verbal evaluations for leaders are handled differently from club to club. Sometimes verbal evaluations are given during the meeting and sometimes they are given privately, after the meeting. Check with your vice president education (VPE)or the Toastmaster if you’re not sure of your club’s method.
Several days before the meeting, review the Effective Evaluation manual. Talk with the speaker or leader you’ve been assigned to evaluate and find out which manual project they will present. Review the project goals and what the speaker or leader hopes to achieve.
Evaluation requires careful preparation if the speaker or leader is to benefit. Study the project objectives as well as the evaluation guide in the manual. Remember, the purpose of evaluation is to help people develop their speaking or leadership skills in various situations. By actively listening, providing reinforcement for their strengths and gently offering useful advice, you motivate members to work hard and improve. When you show the way to improvement, you’ve op ened the door to strengthening their ability.
When you arrive at the meeting, speak briefly with the general evaluator to confirm the evaluation session format. Then retrieve the manual from the speaker or leader and ask one last time if he or she has any specific goals in mind.
Record your impressions in the manual, along with your answers to the evaluation questions. Be as objective as possible. Remember that good evaluations may give new life to discouraged members and poor evaluations may dishearten members who tried their best. Always provide specific methods for improving and present them in a positive manner.
If you’re giving a verbal evaluation, stand and speak when introduced. Though you may have written lengthy responses to manual evaluation questi ons, don’t read the questions or your responses. Your verbal evaluation time is limited. Don’t try to cover too much in your talk; two or three points is plenty.
Begin and end your evaluation with a note of encouragement or praise. Commend a successful speech or leadership assignment and describe specifically how it was successful. Don’t allow the speaker or leader to remain unaware of a valuable asset such as a smile or a sense of humor. Likewise, don’t permit the speaker or leader to remain ignorant of a serious fault: if it is personal, write it but don’t mention it aloud. Give the speaker or leader deserved praise and tactful suggestions in the manner you would like to receive them.
After the meeting, return the manual to the speaker or leader. Add another word of encouragement and answer any questions the member may have.
By giving feedback, you are personally contributing to your fellow members’ improvement. Preparing and presenting evaluations is also an opportunity for you to practice your listening, critical thinking, feedback and motivation skills. And when the time comes to receive feedback, you’ll have a better understanding of the process.
General Evaluator
Improving the process
while overseeing the execution.
Don’t worry; there’s no capital punishment during Toastmasters meetings. Unless, of course, the grammarian is in a bad mood.
If you think of a club meeting as a project, then you can see the general evaluator as a kind of project manager. As GE, your responsibilities include:
?Ensuring the speech and leadership project evaluators know their responsibilities
?Supervising the timer, grammarian and Ah-Counter
?Evaluating everything that takes place during the club meeting
?Making sure each activity is performed correctly
Several days before the meeting, contact the person who will be Toastmaster of the meeting and confirm the meeting program. You should also develop a checklist to follow during the meeting so you don’t have to keep all the details in your head. Some clubs have a prepared checklist. If your club doesn’t have one, ask the Toastmaster to help you create your own checklist.
When discussing the meeting program with the Toastmaster, ask what evaluation format to use. Typically, an
evaluator is assigned to an individual, but sometimes evaluations are done by panels. The general evaluator may set up any evaluation procedure he or she chooses, but it should fit into the meeting program. Remember, too, that every evaluation must be brief and complete. Review the Effective Evaluation manual for different evaluation formats.
You’ll also need to contact members serving as:
?Timer
?Grammarian
?Ah-Counter
?Individual evaluators
Remind them of their assignments, and brief evaluators on their responsibilities, the members they will evaluate and the evaluation format to use. Make sure the evaluators understand that evaluation is a positive, helping act that
enables fellow Toastmasters to develop their skills. Point out that an evaluation should enhance the speaker’s
self-esteem and encourage evaluators to prepare thoroughly for their role. Recommend that they call the member they’ve been assigned to evaluate to discuss specific project objectives.
Your final task before the meeting is to prepare a brief verbal explanation detailing:
?The purpose, techniques and benefits of evaluation so guests and new members will better understand the function of evaluations.
?How evaluation is a positive experience designed to help people overcome flaws and reinforce good habits in their presentations.
On meeting day:
?Arrive early.
?Make sure all evaluators are present and that they have the appropriate speaker or leader’s manual.
?If an evaluator is absent, consult with the vice president education and arrange for a substitute.
?Ask each evaluator if he or she has any questions about the project objectives to be evaluated, verify each speaker’s time and notify the timer if there are any changes.
?Take your seat near the back of the room. This will ensure you have a good view of the meeting and all its participants.
The Toastmaster of the meeting usually introduces the general evaluator before the Table Topics portion of the meeting. But your club may have a different order for introductions, so check with the Toastmaster or VPE before the me eting if you’re not sure when you’ll be introduced.
When you’re introduced:
?Stand by your chair and deliver the explanation you prepared.
?Identify the grammarian, Ah-Counter and timer and have these members briefly state the purpose of their jobs.
?Request the word of the day, if your club has one, from the grammarian and then be seated.
During the meeting, use your checklist and take notes on everything that happens (or doesn’t, but should). For
example: Is the club’s property (e.g. trophies, banner, educat ional material) properly displayed? Were there
unnecessary distractions that could have been avoided? Did the meeting, and each segment of it, begin and end on time?
Study each participant on the program, from the person giving the invocation or thought for the day to the last report by the timer. Look for good and less than desirable examples of preparation, organization, delivery, enthusiasm,
observation and general performance of duties. When it’s time to begin the evaluation portion of the meeting, the Toastmaster will introduce you, again. This time, you’ll go to the lectern and introduce each evaluator. After each recitation, thank the evaluator for his or her efforts.
Finally, give your general evaluation of the meeting:
?Use your checklist and the notes you took during the meeting.
?Phrase your evaluation so it is helpful, encouraging and motivates club members to implement the suggestions.
?You may wish to comment on the quality of evaluations. Were they positive, upbeat, helpful? Did they point the way to improvement?
?When you’ve completed your evaluation, return control of the meeting to the Toastmaster.
Being general evaluator is a big responsibility and it is integral to the success of every single club member. People join Toastmasters because they have a goal – they want to learn something. The club is where they learn. If the learning
environment isn’t focused and fun, members won’t learn what they joined to learn. Your observations and suggestions help ensure the club is meeting the goals and needs of each member.
And what do you get out of the deal? You get the chance to practice and improve your skills in critical thinking,
planning, preparation and organization, time management, motivation and team building!
Grammarian
The syntax sentinel
Before the Meeting
One benefit of Toastmasters is that it helps people improve their grammar and word use. Being grammarian also provides an exercise in expanding listening skills. You have several responsibilities: to introduce new words to
members, to comment on language usage during the course of the meeting, and to provide examples of eloquence.
Several days before the meeting, select a "word of the day" (if this is done in your club):
?It should be a word that will help members increase their vocabulary – a word that can be incorporated easily into everyday conversation but is different from the way people usually express themselves.
?Adjectives and adverbs are more adaptable than nouns or verbs, but feel free to select your own special word.
?Print your word, its part of speech (adjective, adverb, noun, verb) and a brief definition in letters large enough to be seen from the back of the room.
?Prepare a sentence showing how the word is used.
Also, prepare a brief explanation of the duties of the grammarian for the benefit of the guests.
At the Meeting
Before the meeting begins, place your visual aid at the front of the room where everyone can see it. Also get a blank
piece of paper and pen ready to make notes, or get a copy of the grammarian’s log, if your c lub has one, from the sergeant at arms.
When introduced:
?Announce the word of the day, state its part of speech, define it, use it in a sentence and ask that anyone speaking during any part of the meeting use it.
?Briefly explain the role of the grammarian.
Throughout the meeting, listen to everyone’s word usage. Write down any awkward use or misuse of the language (incomplete sentences, sentences that change direction in midstream, incorrect grammar or malapropisms) with a note of who erred. For example, po int out if someone used a singular verb with a plural subject. “One in five children wear glasses” should be “one in five children wears glasses.” Note when a pronoun is misused. “No one in the choir sings better than her” should be “No one in the choir sings better than she.”
Write down who used the word of the day (or a derivative of it) and note those who used it correctly or incorrectly.
When called on by the general evaluator during the evaluation segment:
?Stand by your chair and give your report.
?Try to offer the correct usage in every instance of misuse (instead of merely announcing that something was wrong). ?Report on creative language usage and announce who used the word of the day (or a derivative of it) correctly or incorrectly.
After the meeting, give your completed report to the treasurer for collection of fines, if your club does this.
Meeting Speaker
Show your vocal verve!
No doubt you’ve guessed that the speaking program is the center of every Toastmasters meeting. After all, what’s Toastmasters without the talking? But members don’t just stand up and start yakking. They use the guidelines in the Competent Communication (CC) manual and the Advanced Communication Series (ACS) manuals to fully prepare their presentations.
The CC manual speeches usually last 5-7 minutes. ACS manual project speeches are 5-7 minutes or longer
depending upon the assignment.
Every speaker is a role model and club members learn from one another’s speeches. Prepare and rehearse to ensure you present the best speech possible. Don’t insult your fellow club members by delivering a poorly prepared speech.
However, it’s also true that no speech is perfect. So, get out there and try! Here’s what to do:
?Check your club’s meeting schedule regularly to find out when you’re assigned to speak. Begin working on the speech at least a week in advance. That way, you have enough time to devote to research, organization and
rehearsal.
?If you don’t write your own speech introduction, make sure the Toastmaster of the meeting prepares a good one for you.
?Several days before the meeting, ask the general evaluator for your evaluator’s name. Talk with your evaluator about the speech you’ll give. Discuss your speech goals and personal concerns. Let your evaluator know where you believe your speech ability needs strengthening, so he or she can pay special attention to those aspects of your presentation. Remember to bring your manual to the meeting.
?You should arrive at the meeting early to check the microphone, lighting and anything else that could malfunction and ruin your talk. Give your manual to your evaluator before the meeting starts and discuss any last-minute issues with him or her. Sit near the front of the room and carefully plan your approach to the lectern and your speech opening. ?During the meeting, give your full attention to the speakers at the lectern.Don’t study your speech notes while someone else is talking. Wh en you’re introduced, smoothly and confidently leave your chair and walk to the lectern.
After your speech, wait for the Toastmaster to return to the lectern, then return to your seat. Listen intently during your evaluation for helpful hints that will assist in building better future talks.
?After the meeting, reclaim your manual from your evaluator. Discuss any questions you may have concerning your evaluation to clarify and avoid any misinterpretations.
?Finally, have the vice president education (VPE) initial the Project Completion Record in the back of your manual.
You’ll enjoy a growing sense of confidence as you repeat these steps with new speech projects. Don’t be afraid to do the work, enjoy the applause and reap the educational benefits. Your courage will be rewarded!
Pledge
Leading the pledge for your club
The pledge of allegiance, or other recognition of the club’s host country, is an optional part of club meetings. It is usually delivered by a designated club member at the beginning of the meeting, and is sometimes combined with the invocation and/or the thought of the day.
If you are new to Toastmasters and you are nervous about the thought of speaking in front of people, you can use this role to build confidence while serving a small but important function for the club.
Before the Meeting
Treat the pledge as you would any other speech – memorize it if necessary and practice delivering it before the meeting.
During the Meeting
Arrive a little early to let the presiding officer know that the function will be covered for the meeting.
When called on by the Toastmaster, stand up, face the flag and invite the club to join you in the pledge. TABLE TOPICS? Speaker
The articulate ad-libber
Most of the talking we do every day – simple conversation – is impromptu speaking. Yet for some members, TABLE TOPICS?is the most challenging part of a Toastmasters meeting.
Table Topics continues a long-standing Toastmasters tradition –every member speaks at a meeting. But it’s about more than just carrying on an anxiety-ridden tradition. Table Topics is about developing your ability to organize your thoughts quickly and respond to an impromptu question or topic.
Table Topics usually begins after the prepared speech presentations. The Toastmaster of the meeting will introduce the Topicsmaster who will walk to the lectern and assume control of the meeting. The Topicsmaster will give a brief description of the purpose of Table Topics and mention if the topics will carry a theme.
The Topicsmaster will state the question or topic briefly and then call on a respondent. Each speaker receives a different topic or question and participants are called on at random.
When you’re asked to respond to a topic, stand next to your chair and give your response. Your response should last one to two minutes.
Now, take a deep breath and get ready to be remark able!
Thought of the Day
Inspire, challenge and motivate!
The thought, an inspiring quotation that sets the tone for the day’s meeting, is a welcome option in many clubs. It is usually delivered by a designated club member at the beginning or the end of the meeting, and is sometimes used as a replacement for or in combination with an invocation or pledge of allegiance.
If you are new to Toastmasters and are nervous about the thought of speaking in front of people, you can use this small but valuable role to build your confidence.
Before the Meeting
Find a meaningful quotation, preferably one that relates to the day’s theme, and prepare a brief introduction to the quote. Treat it as you would any other speech – craft it carefully and practice delivering it before the meeting. During the Meeting
If you agree to deliver the thought for a club meeting, arrive a little bit early to let the presiding officer know that the role will be covered for the meeting.
When called on by the Toastmaster, stand up and deliver your thought of the day to the group.
Timer
One of the skills Toastmasters practice is expressing a thought within a specific time. As timer you are responsible for monitoring time for each meeting segment and each speaker. You’ll also operate the timing signal, indicating to each speaker how long he or she has been talking. Serving as timer is an excellent opportunity to practice giving
instructions and time management – something we do every day.
Here’s how to succeed as timer:
?Before the meeting, contact the Toastmaster and general evaluator to confirm which members are scheduled program participants. Then contact each speaker to confirm the time they’ll need for their prepared speech.
?On meeting day, retrieve the timing equipment from the sergeant at arms. Be sure you understand how to operate the stopwatch and signal device, make certain the timing equipment works and sit where the signal device can be seen by all.
?The Toastmaster of the meeting will usually call on you to explain the timing rules and demonstrate the signal device. ?Throughout the meeting, listen carefully to each program participant and signal them. Generally, Table Topics speakers should be +/- 15 seconds of allowed time; prepared speakers must be +/- 30 seconds. However, these times may vary from club to club. In addition, signal the chairman, Toastmaster and Topicsmaster with red when they have reached their allotted or agreed-upon time. Record each participant’s name and time used.
?When you’re called to report by the Topicsmaster, Toastmaster or general evaluator, announce the speaker’s name and the time taken. Mention those members who are eligible for awards if your club issues awards.
?After the meeting, return the stopwatch and timing signal device to the sergeant at arms. Give the completed timer’s report to the secretary so he or she can record it in the minutes (if this is done in your club).
Take on this role and the new habits formed will serve you well in your private life and your career. People appreciate
a speaker, friend or employee who is mindful of time frames and deadlines.
Toastmaster
You are the emcee.
The Toastmaster is a meeting’s director and host. You won’t usually be assigned this role until you are thoroughly familiar with the club an d its procedures. If your club’s customs vary from those described here, ask your mentor or the club vice president education (VPE) for pointers well before the meeting.
Begin preparing for your role several days in advance. You can use the Toastmaster's Check List to help you prepare.
You’ll need to know who will fill the other meeting roles and if a theme is planned for the meeting. You’ll also need an up-to-date meeting agenda. Get this information from your VPE.
Next, contact the general evaluator and make sure you’re both working from the same agenda. Ask the general evaluator to call other members of the evaluation team – speech evaluators, Topicsmaster, timer, grammarian, Ah-Counter –and remind them of their responsibilities. Remember, as the director, you’re responsible for ensuring all of the meeting’s players know their parts and hit their marks.
To help the Topicsmaster, create a list of program participants already assigned a speaking role so he or she can call on others first.
As the Toastmaster, you’ll introduce each speaker. If a speaker will not write his or her own introduction, you will write it. Introductions must be brief and carefully planned. Contact speakers several days before the meeting to ask about:
?Speech topic and title
?Manual and project title
?Assignment objectives
?Speaker’s personal objectives
?Delivery time
You need all of these elements to create your introductions. Remember to keep the introductions between 30-60 seconds in length.
For more information about introductions see When You’re the Introducer(Item 1167E) and The Better Speaker Series module Creating an Introduction(Item 277).
Of course, you want to avoid awkward interruptions or gaps in meeting flow so your last preparation step before the meeting is to plan remarks you can use to make smooth transitions from one portion of the program to another. You may not need them, but you should be prepared for the possibility of awkward periods of silence.
The Big Show
On meeting day, show up early. You’ll need time to make sure the stage is set for a successful meeting. To start, check with each speaker as they arrive to see if they have made any last-minute changes to their speeches – such as changing the title.
You and the speakers will need quick and easy access to the lectern. Direct the speakers to sit near the front of the room and make sure they leave a seat open for you near the front.
When it’s time to start the program, the club president calls the meeting to order. Sometimes he or she will make announcements, introduce guests or conduct other club business before introducing you.
When you’re introduced, the president will wait until you arrive at the lectern before being seated. (This is why you should sit at the front of the room.)
Pay attention to the time. You are responsible for beginning and ending the meeting on time. You may have to adjust the schedule during the meeting to accomplish this. Make sure each meeting segment adheres to the schedule. If time allows, you can make some brief remarks about Toastmasters’ educational program for the benefit of guests and new members before you move forward with the introductions:
?Introduce the general evaluator as you would any speaker. Remain standing near the lectern after your introduction until the speaker has assumed control of the lectern, then be seated. The general evaluator will introduce the other members of the evaluation team.
?Introduce the Topicsmaster as you would any speaker. Remain standing near the lectern after your introduction until the speaker has assumed control of the lectern, then be seated.
In some clubs it is customary for the Toastmaster and the person assuming control of the lectern to exchange a handshake. This isn’t required, but it’s sometimes done to help new members recognize when control of the lectern passes from the Toastmaster to the speaker and vice versa.
After the Table Topics session has concluded, most clubs begin the speaking program. Introduce each speaker in turn.
You will lead the applause before and after the Table Topics session, each speaker and the general evaluator. When each presenter has finished, you return to the lectern so the speaker can be seated and you can begin your next introduction.
At the conclusion of the speaking program, request the timer’s report and vote for the best speaker, if your club offers this award.
Briefly reintroduce the general evaluator.
While votes are being tallied, invite comments from guests and announcements (such as verification of next week’s program).
Present trophies or ribbons as practiced by your club.
Request the thought for the day if your club provides for this. Be sure to find out when your club does this during a meeting. Many clubs end on this note while others prefer to begin a meeting with this thought in mind.
Adjourn the meeting, or if appropriate, return control to the club president.
Serving as Toastmaster is an excellent way to practice many valuable skills as you strive to make the meeting one of the club’s best. Preparation is key to your success.
Topicsmaster
The extemporaneous educator
With TABLE TOPICS?, the Topicsmaster gives members who aren’t assigned a speaking role the opportunity to speak during the meeting. The Topicsmaster challenges each member with a subject, and the speaker responds with
a one- to two-minute impromptu talk.
Some people underestimate the Topicsm aster role’s importance. Not only does it provide you with an opportunity to practice planning, preparation, organization, time management and facilitation skills; your preparation and topic selection help train members to quickly organize and express their thoughts in an impromptu setting.
Preparation is the key to leading a successful Table Topics session:
?Several days before the meeting, check with the Toastmaster to find out if a theme meeting is scheduled. If so, prepare topics reflecting that theme.
?Confirm who the prepared speakers, evaluators and general evaluator will be so you can call on other members at the meeting to respond first. You can call on program participants (speakers last) at the end of the topics session if time allows.
?Select subjec ts and questions that allow speakers to offer opinions. Don’t make the questions too long or complicated and make sure they don’t require specialized knowledge.
?Phrase questions so the speakers clearly understand what you want them to talk about.
Remember, too, that your job is to give others a chance to speak, so keep your own comments short.
Table Topics usually begins after the prepared speech presentations, but there are variations from club to club. Ask the Toastmaster or vice president education if yo u’re unsure of when your portion of the meeting begins.
When the Toastmaster introduces you, walk to the lectern and assume control of the meeting:
?Briefly state the purpose of Table Topics and mention any theme.
?If your club has a word of the day, encourage speakers to use that word in their response.
?Be certain everyone understands the maximum time they have for their response and how the timing device works (if the timer hasn’t already done so).
Then begin the program:
?Give each speaker a different topic or question and call on speakers at random.
?Avoid going around the room in the order in which people are sitting.
?Don’t ask two people the same thing unless you specify that each must give opposing viewpoints.
?State the question briefly – then call on a respondent.
?You may wish to invite visitors and guests to participate after they have seen one or two members’ responses. But let visitors know they are free to decline if they feel uncomfortable.
Watch your total time. You may need to adjust the number of questions so your segment ends on time. Even if your portion started late, try to end on time to avoid the total meeting running overtime.
If your club presents a best Table Topics speaker award:
?Ask the timer at the end of the Table Topics session to report those eligible for the award. Though the times vary among clubs, generally a participant is disqualified for stopping 15 seconds prior to the allowed time or speaking 15 seconds beyond the allowed limit.
?Ask members to vote for best Table Topics speaker and pass their votes to the sergeant at arms or vote counter.
If your club has a Table Topics evaluator, ask for his or her report and then return control of the meeting to the
Toastmaster.
会议纪要Meeting Minutes 会议日期：2008年9月01日会议地点：大唐V80现场办公室 Date of Meeting: September 01, 2008 Place of Meeting: Datang V80 Site Office 参会人Participants： 大唐赛罕坝风电公司：赵宇欣，韩洋 Datang Saihanba Wind Power Co., Ltd.: Zhao Yuxin, Han Yang (维斯塔斯)公司Vestas：Chen Lian, Sylvain Chevineau 1、首先，双方签署了之前的会议纪要。 First of all, the minutes of previous meeting were signed by both parties. 2、当天工作总结：Summary of Today’s Work: 天气情况weather: 晴朗 Fine
3、大唐希望在西文离开现场休假之前能够完成第18/19/20/47号风机的故障处理工作，Vestas 表示会尽全力完成这项工作。 Datang hope that the trouble shooting at Pad 18/19/20/47 can be finished before Sylvain leave for vacation, and Vestas site expressed that they will try their best to finish it. 4、Vestas 表示，5号线最后一台风机确定为第9号风机。 The last turbine of power line 5 was confirmed by Vestas as Pad 9. 5、天工作安排：Work Arrangement for Tomorrow 1）路易斯和Ole负责线路连接检查。 Luis and Ole will carry on cable connecting inspection at Pad 39 2）第43号风机调试。 Zhluo and . will carry on Commissioning at Pad 43. 3) 西文和戴庆民42、41号风机送电 Power up Pad 42/41 by Sylvain and Alex. 大唐现场负责人： Vestas现场负责人：
M EETING MINUTES 1. I NTRODUCTION Writing good meeting minutes can provides a written record of a meeting: the purpose of the meeting and its agreed outcomes. They are records that can be referred back to and be used for follow-up purposes later. Good meeting minutes are concise and to the point, but at the same time, they do not leave out critical information. Meeting minutes should include all of the essential elements such as type of meeting, name of the organization, date and time, venue, name of the chair, a list of the attendants, main topics and decisions made and next steps agreed to at the meeting. You’d better prepare an outline based on the agenda ahead of time, and leave plenty of white space for notes. 2. U SEFUL WORDS AND EXPRESSIONS ●Purpose of Meeting ●Date/Time ●Chairperson ●Action 3. T EMPLATE
M EETING M INUTES T EMPLATE This Project Meeting Agenda Template is free for you to copy and use on your projects and within your organization. We hope that you find this template useful and welcome your comments. Public distribution of this document is only permitted from the Project Management Docs official website at: www.P roject M anagement D https://www.doczj.com/doc/2314914395.html, M EETING M INUTES
C OMPANY N AME S TREET A DDRESS C ITY,S TATE Z IP C ODE D ATE: J ULY 15,2010 T IME: 12:00PM TO 1:00PM L OCATION:
M EETING O BJECTIVES State in one or two sentences the overall purpose and objective of the meeting (you can copy this from your meeting agenda). A CTION I TEM R EVIEW In the meeting the first item on the agenda was to review the action items from previous meetings. Copy the action items section from the meeting agenda and add a short one sentence status to each item. The status should be on the same line as the action item, but separated with a dash and italicized.
AURORA HOLDINGS plc 奥罗拉控股公共有限公司（Public Limited Company） WELFARE COMMITTEE (福委会) MINUTES OF A MEETING OF THE WELFARE COMMITTEE HELD IN THE CHAIRMEN’S OFFICE ON TUESDAY 21 OCTOBER 2013 – AT 1630. PRESENT: Eileen Taylor (Chairman) Jim Cage Robert Fish Ellen McBain Wendy Sheppard Georgia Thomas Will Thomas 1 APOLOGIES FOR ABSENCE （请假致歉） Apologies were received from Anthony Long who was attending a business conference. 2 MINUTES OF LAST MEETING （上次会议记录） The minutes had already been circulated and the Chairman signed them as a correct record. 3 MA TTER ARISING (续议事项) Will Thomas reported that he and Georgia had visited Renee Simpson in hospital on 16 October to deliver the committee’s basket of flowers and good wishes for a speedy recovery. Renee said she hopes to return to work on Monday 4 November and will be able to attend the next committee meeting. 4 STAFF RESTAURANT (员工餐厅) JIM Cage distributed copies of the accounts for the half year ending 31 July. He pointed out that a profit of￡1300 was made over the first 6 months of the year. He suggested that some of this be used to buy a new coffee machine as the present one is old and unreliable. It was agreed that he would obtain some estimates and discuss this further at the next meeting. 5 WASHROOM FACILITIES （洗手间设施） Mr Taylor announced that several complaints had been received about the female toilets on the second floor. He had investigated the complaints and agreed that they need upgrading. Several locks were reported to be faulty, plus chipped tiles （瓷砖裂缝） and poor decoration. Miss McBain volunteered to arrange for some local workmen to provide an estimate on the cost of repairs and to report back at the next meeting. 6 STUDY LEAVE FOR YOUNG TRAINEES (年轻学员的进修假期) Mr Robert Fish reported that examinations would be held in December for the company’s
宝山城市工业园开发有限公司 企业战略规划项目 项目启动会议纪要 时间：2000年2月14日上午9：30－11：00 地点：上海宝山城市工业园区开发有限公司 （以下简称“园区开发公司”）会议室 与会者： 园区开发公司： 园区开发公司董事长崔兰竹先生 园区开发公司总经理滕永福先生 园区管理委员会副书记朱云仙女士 园区管理委员会副主任沈明忠先生 园区管理委员会企划部经理黄建明先生 园区管理委员会办公室副主任施为益先生 园区管理委员会外商投资中心王敏先生（代马震永经理） 安达信公司： 企业咨询部合伙人施能自先生 企业咨询部顾问樊应斌先生、马炯琳小姐、王宏伟先生、魏丽丽小姐 会议内容： 在会上安达信公司项目经理樊先生对项目启动会议资料的内容作了具体解释，包括项目启动会议目标、本项目的工作范围和工作方法、具体工作计划和时间安排、项目组织结构、安达信和园区开发公司人员安排和职责、明确了项目提交成果和项目资源保障。同时，施先生着重对以下的一些思路和想法作了解释：
外部环境的挑战 目前的中国各种开发区泛滥、招商引资的手段类似，单纯的用土地换投资已经没有什么前景。当初这些开发区设立的时候，国家的政治环境影响的成份相对较大，例如松江园区的设立得益于小平同志的南下；闵行园区作为开发区的先锋受到政府的扶植；漕河泾又是市政府特意设立的后期高新技术园区，而今天，宝山城市工业园区（以下简称“宝山园区”）没有政策上的优势，我们面临的挑战将更为复杂、竞争也将更为激烈。这也就决定了，宝山园区借鉴其他开发区的经验十分有限，其战略缺乏可比性我们应更多地关注其他开发区的未来设想和可能构成的未来竞争态势。 其次中国加入世界贸易组织的这一趋势对中国而言，可能是机遇，也可能不是。加入之前外商在中国国内生产是销售的前提，加入之后外商会比较在国内生产和在境外生产的成本等因素，不一定在国内生产。因此宝山园区不是单纯的用土地换投资，关键在于如何把机遇变为实际，帮助潜在的宝山园区客户降低成本，只有提供增值服务才能真正吸引外资在宝山园区内投资。 园区战略规划的一些想法 我们不能做一些表面的入门战，要做一些别的开发区在1～2年内很难模仿的具有前瞻性的工作： 1.内外商兼顾 我们在与中国100大企业老总的交流中发现，他们开始更多地注重企业的商业化操作成本，而且为了成本的降低而入主宝山园区是相当可能的。所以我们在招商引资的对象方面，不仅局限于外商，还可以兼顾成功的国内大中型企业。 2.本地乡镇企业 本地的乡镇企业虽相对规模较小，但是可能在地方经济发展过程中作出重要贡献，我们对宝山园区内的有潜力的乡镇企业可以考虑逐步加以培养，有一些可以未来提供支持使其壮大，有一些可以引导其转型，避免将来与宝山园区的总体规划方向产生冲突。
Minutes of Meeting Elementary meeting with X.X.X. On how to develop Sudan market for ** products. Date 11/05/2014 Time 14:00 – 16:30 Attendance: Mr. @@@@ Venue *** Tower 8/F Minutes by: C*** Meeting Topics: Sudan market status 1.2 Info. Offered by Mr. @@@@ ? 4 million cellar subscribers, 3 million for GSM and 1 million for CDAM ; ? 4 operators , 2 each for GSM & CDMA ; Mobitel is the biggest ; ?There is a tendency that change from GSM to CDMA. ?import duty : 30%, then MIS usually add 50% for sales profits ?2006 total sales quantity in Sudan market : 1700,000 pcs ?Nokia 1110i is $48 to the end customer ; middle level $ 126-200 ; high level : $ 400 -- 1300 ?Language requirement : only Arabic + English, Arabic is a must! ?Others : 5 year ago, Alcatel low end products was sold around $130 in Sudan bi-sim-card ( CDMA & GSM ) products is selling ~ $120 1.3 Info. *****offered T&A background Introduced basic info. of Alcatel & TCL products. X.X.X’s basic info : Company name :, Contact person : 6 years experience for Mobile phone selling,
Sample of Board Meeting Minutes Name of Organization (Board Meeting Minutes) （Month Day, Year) (time and location) Board Members: Present: Absent: Quorum present? Others Present: List any organizational staff and guests and their affiliations here Proceedings: ·Call to Order [name of CEO or board chair] called the meeting to order at [start time of meeting] and [name of secretary] recorded the minutes. A quorum of directors was present, and the meeting was ready to proceed with business. Meeting called to order at 7:00 p.m. by Sb. · Approval of Minutes [name] presented to the Board the minutes of the meeting [date of previous board meeting] of the Board for approval, minutes of previous board meetings were amended and approved · Chief Executive's Report:（CEO Report） [name of CEO] reviewed the agenda and welcomed everyone to the meeting. Next, [name of CEO] discussed the current status of the company and its progress. A number of questions were asked and extensive discussion ensued. ·Finance Committee report provided by Chair, Elizabeth Drucker
Tips for Writing Meeting Minutes Do you want to be more efficient? Think about your meetings and the meeting notes that follow them: When our meetings aren't effective, we waste valuable time figuring out what we are trying to accomplish in them. When our meeting minutes aren't effective, we waste the time we spent in meetings. Without good meeting notes or minutes, we may not remember or recognize: ?What we decided in the meeting ?What we accomplished in the meeting ?What we agreed to in terms of next steps (action items) And when we can't remember the items above, we end up going in different directions and then meeting again for the same original purpose! (Definition: Notes and minutes are the same thing. Minutes are more formal and are often required by organizational bylaws.) To avoid wasting your time spent in meetings, be sure your notes and minutes answer these 10 questions: 1.When was the meeting? 2.Who attended? 3.Who did not attend? (Include this information if it matters.) 4.What topics were discussed? 5.What was decided? 6.What actions were agreed upon? 7.Who is to complete the actions, by when? 8.Were materials distributed at the meeting? If so, are copies or a link available? 9.Is there anything special the reader of the minutes should know or do? 10.I s a follow-up meeting scheduled? If so, when? where? why? Minutes need headings so that readers can skim for the information they need. Your template may include these: Topics Decisions Actions Agreed Upon Person responsible Deadline Next Meeting Date and Time
Minutes of the Group Meeting Held on Date/Time at 11:30 AM. Present at Meeting: Ms. XXX Ms. XX Mr. XXX Mr. XXX 1.Apologies: There were no apologies. 2.Minutes of the Last Meeting: Minutes of last meeting were read and approved as a correct record. 3.Matters Arising: There were no matters arising. 4.Introductions of Attended member: All the attendants are introduced to each other. 5.Topic 1: 5.1Topic1-1: XXXXXXX XXXXXXX XXXXXXX 5.2Topic1-2: XXXXXXX XXXXXXX XXXXXXX 6.Topic 2: XXXXXXX XXXXXXX 7.Topic 3: 7.1Topic 3-1: XXXXXXX 7.2Topic 3-2: XXXXXXX 7.3Topic 3-3: XXXXXXX 7.4Topic 3-4: XXXXXXX 8.Topic 4: XXXXXXX XXXXXXX 9.Any Other Business There was no other business 10.Date and Time of Next Meeting The next meeting was arranged for Date/Time, same venue.