Business and Administration lvl 3, taking minutes
Unit 32: Take Minutes
Unit code: Q209
Unit reference number: M/601/2478
1 Understand the task of taking minutes at meetings
1.1 Describe the purpose of meetings
1.2 Describe legal and organisational requirements that may apply to minute taking
1.3 Explain the purpose of minutes as an accurate record of discussions and decisions
The purpose of holding a meeting is to discuss topics that are relevant to the running of the business and to keep all working together towards the same goals. During the meeting it is important to record what actions have been decided upon, who is responsible and what the milestones and deadlines are. The minutes accurately record summaries of the discussions held and decisions made at the meeting. This is particularly important for those who were unable to attend. Minutes also protect the organisation by providing a paper-trail showing proper authority was exercised and protocols followed. They can also be used as a legally binding agreement, however they are only officially signed off as an accurate record of the meeting once they have been reviewed and agreed as accurate. Drafts of minutes, notes and audio or video recordings should not be retained once the minutes are approved.
1.4 Describe the purpose of documents and terms that are commonly used in meetings
Some common meeting documents and their purpose:
Notice of meeting: detailing date, time, type of meeting, location and the purpose of the meeting Agenda: detailed listing of the order of events for the meeting. The agenda keeps the meeting focused and helps in time allocation for the topics to be discussed. Minutes: the official record of meeting outlining details like place and time of meeting, purpose, attendees, the leader of the meeting, apologies, agenda, review of previous meeting minutes, date, time and place of next meeting and time of meeting closure. Resolution minutes record only decision reached, while narrative minutes provide a
Unit code: Q209
Unit reference number: M/601/2478
1 Understand the task of taking minutes at meetings
1.1 Describe the purpose of meetings
1.2 Describe legal and organisational requirements that may apply to minute taking
1.3 Explain the purpose of minutes as an accurate record of discussions and decisions
The purpose of holding a meeting is to discuss topics that are relevant to the running of the business and to keep all working together towards the same goals. During the meeting it is important to record what actions have been decided upon, who is responsible and what the milestones and deadlines are. The minutes accurately record summaries of the discussions held and decisions made at the meeting. This is particularly important for those who were unable to attend. Minutes also protect the organisation by providing a paper-trail showing proper authority was exercised and protocols followed. They can also be used as a legally binding agreement, however they are only officially signed off as an accurate record of the meeting once they have been reviewed and agreed as accurate. Drafts of minutes, notes and audio or video recordings should not be retained once the minutes are approved.
1.4 Describe the purpose of documents and terms that are commonly used in meetings
Some common meeting documents and their purpose:
Notice of meeting: detailing date, time, type of meeting, location and the purpose of the meeting Agenda: detailed listing of the order of events for the meeting. The agenda keeps the meeting focused and helps in time allocation for the topics to be discussed. Minutes: the official record of meeting outlining details like place and time of meeting, purpose, attendees, the leader of the meeting, apologies, agenda, review of previous meeting minutes, date, time and place of next meeting and time of meeting closure. Resolution minutes record only decision reached, while narrative minutes provide a