Meetings in English

for/against the motion, please?
Aye! [say „aye“ or raise your hand to show you agree]
Any abstentions?
The motion was carried unanimously.
The motion has been rejected by four votes to two.
Useful vocabulary
    flexitime: flexible Arbeitszeit
    to make/second a motion: Antrag stellen, unterstützen
    to table/introduce/present a motion: Antrag einbringen
    to carry a motion: Antrag annehmen
    a motion fails: Antrag fällt durch
    majority vote: Mehrheitsabstimmung
    tie: Stimmengleichheit
    aye!: ja

After the meeting
    After the meeting is before the next meeting – to put it simply. Most meetings are followed up with a written record of what was discussed and agreed: the minutes. These then need to be passed on to the attendees.
    In this chapter you will find out how to
make the minutes (page 94),
follow up on the meeting and take the next steps (page 99).
    Making the minutes
    The minutes have to be accurate and clear, summarising what was said. Lengthy sections can be boiled down to their essence. The minutes are usually circulated to all participants within a few days of the meeting and after approval by the chair. Remember that it is not necessary to include every word that is spoken, only important points and any votes and results. Indicating who said what is also necessary, which is why the minute-taker should make sure they know the names of the attendees. It is also recommendable to type out the minutes immediately after the meeting – this way you can make sure that you don't forget what was said.
    Examples
Example 1: short form for minutes
    Minutes of the Steering Committee Meeting
    Date:
1 February 2009, 7.00–8.40 p.m.
Venue:
San Siro Meeting Room
Present:
John Snyder, Bill Meyers, Lisa Förster, Annette Joyce, Britta Pocklington
Apologised:
Anita Ferrarotti
    1. New company brochure
    There was positive feedback on the first revamped edition. There were 5,000 copies printed, more are needed next time. More photographs would enhance the overall appearance. Bill to contact PR for further action.
    2. Decision-making process
    In Greg's opinion, decisions taken by the steering committee were not valid unless the Project Leader and Management both agreed with the decisions. The other project members see this differently.
    John pointed out that in all other departments the Project Leader was simply a project member with an allotted task.
    Lisa suggested the matter be clarified by a member of the board. The committee decided by four votes to one to have Dr Meyers clarify the issue. Britta asked Greg what he was going to do about his position. He said he would think it over and submit his reply in writing.
    3. AOB
    Interest was shown in a new approach in marketing as briefly explained by John. To be followed up in the course of the next meetings. Thanks expressed to Britta for doing an excellent job during the last trade fair in Berlin.
    Next meeting: To be announced.
Example 2: action minutes
    Minutes of the Steering Committee Meeting
    Date:
1 February 2009, 7.00–8.40 p.m.
Venue:
San Siro Meeting Room
Present:
John Snyder, Bill Meyers, Lisa Förster, Annette Joyce, Britta Pocklington
Apologised:
Anita Ferrarotti
    1. Newsletter
    BM reported that our newsletter was in high demand. However, he felt that it lacked conciseness and that a more modern look would be appreciated by the readers. The discussion ended with the general decision to look into the costs for a revamp.
    Action: BM by 19 Feb.
    2. Digital cameras
    JS suggested our staff's mobile phones should be equipped with cameras to allow for faster transmission of on-site findings.
    The committee members were not sure if this was necessary.
    Action: All – decide by 20 Feb.
    3. Floor plan – hot seating
    LF proposed changing the seating arrangements, as not all staff are present in the office Mon–Fri.
    AJ added that the new home office day would also make for more desk space. Suggestion welcomed by committee members.
    Action: LF design new floor plan by 19 Feb.
    4. AOB
    JS reported on his trip to Brazil. He made substantial progress with the authorities and will present the outcome at the next meeting.
    Action: JS presentation 20 Feb.
    BP reminded all to come up with ideas regarding give-aways for the trade fair in Zurich in May.
    Action: All by 20 Feb.
    Meeting adjourned at 8.40 p.m.
    Next meeting: February 20, 2009
    Venue: San Siro
    Tips for minute-taking
Getting prepared
    If you work on a laptop computer, prepare a file containing the names of the