Meeting documentation in the workplace
– Give the name of the person who made the proposal. – Say what was proposed. – Give the reason for the proposal. – Mention that the proposal was discussed. – Say whether it was accepted or rejected. – If it was accepted, say what would be done to implement the resolution, e.g. who is responsible for implementing it and when will it happen.
– If the proposal was rejected, give a reason why.
An example of the minutes of a meeting MINUTES OF A MANAGEMENT MEETING OF SUPER FOODS HELD IN THE BOARDROOM ON THURSDAY 8 JULY 20.. AT 17:30.
1. Attendance register The attendance register was circulated and signed by everyone present.
2. Apologies Ms Lesley Murray was ill. Mr Paddy Shakir was in London.
3. Opening and welcome The chairperson, Mr Donald Lamont, opened the meeting and welcomed everyone present.
4. Minutes of previous meeting The minutes of the previous meeting were read, approved and signed. Proposer: J.S. Bach
Seconder: W.A. Mozart
5. Matters arising 5.1 Heaters for the staffroom According to Mr Lamont two new panel wall heaters for the staffroom had been installed. They work well and two more would be installed in the reception area.
6. New business 6.1 Staff evaluation Ella Gabriels, the personnel manager, reminded the meeting about the annual staff evaluation which would take place during the first week of August. She would hand out the forms that all staff members had to fill in.
6.2 Delivery problems According to Neill Leitch, the dispatch manager, the old diesel Isuzu truck keeps breaking down. It slows down the delivery process as the other trucks have to do more deliveries. He suggested that a new truck be bought. Mr Lamont would look into the matter and planned to visit a few truck dealers on Monday 12 July.
6.3 Procedure: annual leave Ella Gabriels proposed that all staff members have a chance to take leave in December and not only the ones with children as has been the custom. Jo Julies seconded the proposal. It was discussed and accepted. Ella Gabriels would inform those staff members who have never taken their holiday in December.
7. General Nothing else was discussed.
8. Date of next meeting The next meeting would be held in the boardroom on Thursday 15 July at 17:30.
Note
You may find the example of the minutes too full
of detail. Tough luck! It IS full of detail because all relevant information must be given. To write minutes correctly, you must adhere to the rules.
9. Closure The meeting was closed at 18:15.
APPROVED AT: …………………………………………………………………… CHAIRPERSON: …………………………………………………………………… SECRETARY: …………………………………………………………………… DATE:
……………………………………………………………………
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