Plan, manage and conduct meetings

Record minutes of meetings

• One of the key requirements of any meeting is to record minutes
• Minutes are a written record of what was discussed, agreed and actioned
• They provide participants with a tangible record of events resulting from the meeting.

In essence minutes can be likened to a photocopy of the meeting.

Record minutes of meetings

Informal minutes

A very informal meeting may only include the following:

• Outcomes or conclusions reached
• A list of intended actions
• The name of person responsible for that action
• A brief dot point of items that remains unresolved.

Record minutes of meetings

Formal minutes

In contrast to these, informal minutes, detailed minutes should include the following:

• Date, time and location of the meeting
• Objectives of the meeting
• List of participants
• Items discussed, comments, person’s name and what they said.

Record minutes of meetings

Formal minutes

• Names and types of votes
• Outcome of votes
• List of assigned tasks will appear
• Expected results and a timeline
• List items that were not discussed and reasoning.

Record minutes of meetings

Verify minutes

• Minutes of the meeting are often taken by a different person, than the Chairperson
• Check for accuracy
• Check against personal notes taken
• Discuss differences with note taker
• To ensure accuracy, confirm minute meetings with another participant at the meeting.

Element 3:

Element 3:

Debrief and follow up meetings

Debrief and follow up after meetings

Performance Criteria for this Element are:

• Process and distribute documentation from meetings
• Inform colleagues regarding the outcomes of meetings
• Incorporate work resulting from meetings into the current work schedule with tasks and actions prioritized, as appropriate.