213.Could you tell me what a secretary should do for a meeting or a conference？

　　你能告诉我在会议中秘书必须做些什么工作？

　　214.An important part of the duties of a secretary， I think， is to do well the preparation work for the meeting.

　　我认为一个秘书的重要职责之一就是做好会议的准备工作。

　　215.Then what should a secretary do to prepare for a meeting？

　　那么秘书应该做些什么样的准备工作呢？

　　216.Can you tell me a bit more about it？

　　你能讲得稍微详细些吗？

　　217.First of all， the agenda¹ should be prepared before the meeting.

　　首先，开会前要准备好议程。

　　218.Then you should ensure that those entitled² to be present are properly informed.

　　然后你要保证出席这次会议的人员都要通知到。

　　219.How about the documents and the information？

　　还有文件和资料怎么办呢？

　　220.All the necessary documents and the information relevant³ to the meeting should be available， preferably printed and distributed before the meeting.

　　所有有关会议的文件和资料都得准备妥当，最好在会议前印好并分发出去。

　　221.What should a secretary do during the meeting？

　　那么在会议期间秘书要做些什么呢？

　　222.After the meeting she should type the minutes up， and keep proper records of the business transacted⁴ and resolutions passed and also implement⁵ many of the decision reached at the meeting.

　　会后她还要把讨论的问题和通过的决议作出记录，把它打印出来，并把会上所作出的决定进行贯彻。

　　223. Do you thind you can look after the office on your own now？

　　你认为你现在能独立照料办公室的事吗？

　　224.To take minutes means to make notes at a meeting so that afterwards you can write a record of what has happened.

　　“会议记录”是指在开会的时候记笔记，这样会后你可以把开会的情况做个记录。

　　225.All the branch managers will be there.

　　公司各部门经理都将出席会议。

　　226.Meetings are either formal or informal.

　　会议分正式和非正式会议两种。

　　227. What's the difference？

　　有什么区别吗？

　　228.An informal meeting usually takes place on the spur⁶ of the moment to discuss a special point.

　　非正式会议，通常都是为了讨论某个特殊问题而当场召开的。

　　229.As it was an informal meeting， I just made a short report.

　　因为那是一个非正式会议，所以我只写了几个简短纪要。

　　230.Could you show me a copy？

　　我可以看一份纪要吗？

　　231.You see you must make sure that you include everything.

　　你要明白必须把所有的事都记全。

　　Dialogue A

　　（Jane， a junior secretary， is inquiring⁷ Mary， a senior secretary of the office， about a secretary's tasks for a meeting. ）

　　（A： Miss Jane； B： Miss Mary）

　　A： Hi， Mary， you have been a secretary for several years in this company. Could you tell me what a secretary should do for a meeting or a conference？

　　B： Well， an important part of the duties of a secretary， I think， is to do well the preparation work for the meeting.

　　A： What should a secretary do to prepare for a meeting？ Can you tell me a bit more about it？

　　B： First of all， the agenda should be prepared before the meeting. Then you should ensure that those entitled to be present are properly informed.

　　A： I see， and how about the documents and the information？

　　B： All the necessary documents and the information relevant to the meeting should be available， preferably printed and distributed before the meeting.

　　A： And what should a secretary do during the meeting？

　　B： Of course， she should take minutes.

　　A： And after the meeting？

　　B： After the meeting she should type the minutes up， and then keep proper records of the business transacted and the resolutions passed and also implement many of the decision reached at the meeting.

　　A： Thank you very much. You are very helpful.

　　B： Not at all.

　　Dialogue B

　　（Miss Lin， a senior secretary， is going to attend a meeting， so she asks Miss Gao， a junior secretary， to look after the office. ）

　　（A： Miss Lin； B： Miss Gao）

　　A： How long have you been working here now， Miss Gao？

　　B： I've been working here for three months， since May.

　　A： Well， do you think you can look after the office on your own now？

　　B： Yes. I think I can. Why， shall I have to？

　　A： Yes， you'll have to look after the office on your own this afternoon because I have to take some minutes for Mr. Smith.

　　B： Take some minutes？ How can you take minutes？

　　A： Oh… really！ To take minutes means to make notes at a meeting so that afterwards you can write a record of what has happened.

　　B： So you go to the meeting， make notes， and then type out the minutes from your notes.

　　A： That's right. And while I'm taking the minutes， you have to look after the office.

　　B： This meeting that you have to take minutes at this afternoon——is it a big meeting？

　　A： Oh yes， it's a very big meeting. All the branch managers will be there. It's a formal meeting.

　　B： A formal meeting？

　　A： Yes， meetings are either formal or informal.

　　B： What's the difference？

　　A： Well， an informal meeting usually take place on the spur of the moment to discuss a special point. It isn't planned in advance.

　　B： Like the drivers' meeting last week？

　　A： Yes， that's right.

　　B： Mr. Smith， suddenly called the meeting when he heard a driver had been fined for parking his car in Peace Square.

　　A： Yes  Mr. Smith was very cross. As soon as he heard about it， he called all the drivers to his office for a special meeting， an informal meeting.

　　B： Did you have to take minutes at that meeting？

　　A： No， I didn't. As it was an informal meeting， I just made a short report.

　　B： Was it difficult？

　　A： No， not really.

　　B： Could you show me a copy？

　　A： Yes， here you are. You see you must make sure that you include everything. First the time and the place.

　　B： （Reading voice）“Report of meeting held in Mr. Smith's office at 10∶00 a. m. on Tuesday， 4th August 1999. ”

　　A： Second， who was there.

　　B： Present： Mr. Smith and the names of the drivers. And then there's the subject heading： “Parking Regulations”。

　　A： Yes， and then last of all a summary of what Mr. Smith said. （Reads） Mr. Smith said that all drivers must obey city car parking regulations. He said that in future any parking fines would have to be paid by the drivers themselves.

　　B： Whew！ That'll make them careful about parking in future.

　　Notes 注释

　　1.a bit more多一点。

　　a bit意思是“一点，一些”，这和 a little的意思相同。

　　如：I felt a bit hot.

　　我感到有点儿热。

　　2.relevant to和……有关的

　　3. take minutes作记录

　　4.You are very helpful.

　　我获得很多帮助。

　　5.on one's own

　　独立地；独自地

　　如：He can be left to work on his own.

　　可以让他独自工作。

　　6.Will I have to？

　　此处省略了“to look after the office on my own. ”意为“我必须独自料理办公室的事务了吗？”

　　7.Oh… really！此处 really表示一种惊讶的感叹。

　　8.on the spur of the moment指事无准备地发生

　　9.in advance提前；预先

　　如：It's unwise to spend your income in advance.

　　把你的收入提前花掉是不明智之举。

　　10.So you go to the meeting， make notes， and then type out the minutes from your notes.

　　所以你去参加会议，做记录，然后，根据记录打出来。

　　11.call the meeting召集会议

　　12.make a short report做简短纪要

　　13.make sure that…确保；务必

　　There aren't many seats left for this concert； you'd better make sure that you get one today.

　　这个音乐会剩下的座位不多了；你最好今天订下一个位子。

　　14.present出席人员

　　15. subject heading 标题

　　16.whew！哎呀！（表示惊讶等的叫声，有时表示开玩笑的态度）

　　Words and Expressions

　　minutes/'minits/                             n. 会议记录

　　ensure/in'Mu+/                              v. 保证，担保

　　proper/'pr&p+/                              a. 完完全全地，彻底地

　　entitle/in'taitl/                                 v. 给……权利

　　relevant/'reliv+nt/                           a. 相关的

　　distribute/dis'tribjut/                       v. 分发

　　transact/tr$ns'$kt/                         v. 处理，办理

　　implement/'implim+nt/                    v. 完成，贯彻

　　informal/in'f&： m+l/                       a. 非正式的

　　carparkingregulations                     停车规章

　　formal/'f&： m+l/                            a. 正式的

　　spur/sp+： /                                    n. 激励

　　summary/'s）m+ri/                          n. 总结

　　fine/fain/                                       n. 罚款

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