Quiz 2 Eng1 Midterm

NOTES:

A. MINUTES OF THE MEETING

- Also called meeting notes

- The written record of everything that happened during a meeting

- Taking meeting minutes essentially means condensing the meeting down to the

most important points

- Used to inform people who didn’t attend the meeting about what happened, or to

keep track of what was decided during the meeting

- Usually captures information such as:

▪ Names of participants

▪ Date and time

▪ Agenda items

▪ Decisions made

▪ Follow-up actions and next steps

Purpose:

✓ Are used to document the key issues raised during a meeting

✓ Can be recorded manually or on an electronic device

✓ After the meeting, the recorder reviews the minutes and makes edits

Why taking meeting minutes is worth the effort?

✓ Creates a shared understanding

✓ Notifies people of tasks assigned to them

✓ Acts as a source of information form members who were unable to attend

✓ Revisits the key ideas and discussion points that led to a decision

Ways in Writing Minutes and its Format

✓ Date and time of the meeting

✓ Names of the participants

✓ Purpose of the meeting

✓ Agenda items and topics discussed

✓ Action items

✓ Next meeting date and place

✓ Documents to be included in the report

Tips that might help your note taking:

✓ Create an outline

✓ Check-off attendees as they enter the room

✓ Record decisions or notes on action items

✓ Ask for clarification if necessary

✓ Don’t try to capture it all

✓ Record it

Tips for Writing Minutes of the Meeting:

✓ Try to write it as soon after the meeting as possible

✓ Review your outline and if necessary, add additional notes or clarify points raised

✓ Check to ensure all decisions, actions, and motions are clearly noted

✓ Ensure you are including sufficient details

✓ Edit to ensure brevity and clarity

✓ In terms of format:

o Be objective

o Write in the same tense

o Avoid using names other than to record motions and seconds

o Avoid personal observations

o If you need to refer to other documents, don’t try to summarize them, simply

indicate where they can be found or attach it as an appendix

Formal board meeting minutes template

DATE: Date of the meeting

PRESENT: First and last names of all those present at the meeting

ABSENT: First and last names of Committee members who are unable to attend the

meeting.

1. CALL TO ORDER/OPENING REMARKS

• The time that the meeting was called to order and by whom.

• Any opening remarks summarized here.

2. APPROVAL OF THE MINUTES FROM (DATE)

• You need a motion to approve the prior meeting's minutes.

• Motion: To approve the minutes of (DATE) as circulated (or AMENDED)

Motion By: Name of person (FIRST & LAST) who made the motion

• Seconded By: Name of the person (FIRST & LAST)) who seconded the motion Carried or Defeated

3. ADDITIONS TO THE AGENDA

• If there are additions to the agenda or requests for the next meeting's agenda,these would be bulleted here.

4. APPROVAL OF THE AGENDA

• Motion: to approve the agenda as circulated (or AMENDED)

• Motion By: name of person (FIRST & LAST) who made the motion

• Seconded By: name of person (FIRST & LAST) who made the motion Carried or

Defeated

5. BUSINESS FROM THE PREVIOUS MEETING

• Any items from the previous meeting that need to be discussed further

6. ITEM # 1 TO BE DISCUSSED

• Put a summary of the discussion around the topic

• If any motions were made, put the information here

• If further information is needed, put follow-ups, names, and a target date here

7. ITEM # 2 TO BE DISCUSSED

• Any other items

8. ADDITIONS TO THE AGENDA

• Any added agenda Item, including a summary of the discussions around this item

• If any motions were made, put information here

• If further information is needed, put follow-ups, names, and a target date here

9. ADJOURNMENT

• Record the time the meeting was adjourned

10. NEXT MEETING (DATE)

• The next meeting date should be decided at the end of the meeting before

everyone leaves. It's a handy reminder to include it at the bottom of the

minute’s template so it isn't missed.

B. INFORMAL REPORTS

✓ Usually in the form of a person-to-person communication

✓ Can be prepared in one page or may be in several pages, if required

✓ Are simplest and shortest

✓ Length may vary from one to five pages in memo, letter, or manuscript format

How to Write an Informal Report?

1. Define the Problem – answers the 5 Wh and 1 H questions

- The answers will establish the scope of the study

2. Cite Sources of Information – can be any report, person, or other information,

written or oral, which will produce data to solve a problem

- Observations can be a very important source of information

- A clearly defined problem statement is important in seeking the proper sources

of information

3. Establish a Work Plan –

- Decide:

▪ When is the report due?

▪ What are the tasks to be done?

▪ Who is responsible for each task?

▪ When is each task to be completed?

4. Collect and Organize Data

– the process depends on the sources of information used

- it is helpful to use index cards to collect data

- if the data are form interviews questionnaires, personal files, or any sources

that need to be tabulated, a summary or tally sheet should be used.

5. Analyze Data

Format:

Introduction

- May includes the statement of the problem, background information, and an overview of what has been done

Body

- Explains how the information was collected, organized, and analyzed

Conclusions

- Are answers to the problem and are based on the findings derived from the analyzed data

- There will be only one major conclusion for each problem statement

Recommendations

- Are actions to be taken based on the conclusion/s of the report

C. PROPOSALS

- A professional document that introduces your business ideas to an important recipient who holds a decision-making role

- Can introduce the idea to try to convince the recipient to read a full document with supporting information

- can be used for small business projects requesting a loan, suggesting a new marketing plan, and others

- are important because they are normally the first impression your recipient has of you and your business

Kinds of Proposals:

1. Solicited Proposals – is one in which the recipient has requested the proposal

2. Unsolicited Proposals – is one in which the recipient has not requested proposals

- Sometimes you must persuade the recipient that a problem or need exists

before you can begin the main part of the proposal

3. Internal Proposals – these are written by and for some within the same organization are generally shorter than external

4. External Proposals – are sent outside of the writer’s organization are usually sent as a formal report, introduced by a cover letter

Writing Format and Features of Proposals

1. Introduce yourself and provide background information

- The goal is to gain the interest of your reader

- Should include basic information about your company and an overview of the topic

2. State your purpose for the proposal

- The purpose is what you intend to accomplish, or what problem exists that you intend to fix

- The purpose differs based on what is or are your intentions

3. Define your goals and objectives

- Describe the long-term outcomes and the objectives you will establish to get you there

- Be very clear and include specific figures if possible

4. Highlight what sets you apart

- Showcase your valuable assets

- State some special skills related to the project and reasons you are the best fit for the job

5. Briefly discuss budget and how funds will be used

- Depending on your reason for writing, you may need to include details on how you will use a loan or how mush your project will cost investors

6. Finish with a call to action and request a follow-up

- A request for your recipient to take additional steps and creates an urgency for

them to move forward

- This can increase the chances that they will respond

7. Close the letter and provide contact details

- Thank the recipient for their consideration and encourage them to contact you if they have any questions.

Language Considerations:

✓ Clearly define your purpose and audience before you begin to write

✓ Be sure you have done research so you know what you are talking about

✓ Remain positive and constructive: you are seeking to improve a situation

✓ Be solution oriented; don’t blame or dwell on the negative

✓ Make your introduction very logical, objective, and empirical; don’t start off sounding like an advertisement or sounding biased; avoid logical fallacies

✓ Use primarily logical and ethical appeals; use emotional appeals sparingly Adhere to the 7 Cs:

✓ Clear and Content – don’t confuse your reader with unclear ideas and illogically organized structure

✓ Concise and Courteous: don’t annoy your reader with clutter, unnecessary padding, inappropriate tone, or hard-to-read formatting.

✓ Concrete and Complete: avoid vague generalities; give specifics. Don’t leave out necessary information.

✓ Correct: don’t undermine your professional credibility by neglecting grammar and spelling, or by including inaccurate information.