Unit 209

Minutes of meetings have the agenda, who has attended, absences and apologises then there will be the content of what was said in the meeting.

1. Complete the table below listing at least two different types of meetings and describing the main features of each type of meeting.

A meeting agenda ensures that the meeting will be a productive use of everyone's time. It can focus the attendee’s efforts and provide a structure to accomplish the meeting purpose. It defines outcomes, and important information, attendee roles and responsibilities and a meeting timeline. It allows attendee’s to prepare for the meeting as it is made available a week before. It also works as a checklist of those attending, goals and topics for discussion to make sure that all the necessary information is covered and keeps team members focused on the specific goals and stay on track with the subject matter.

Meetings management involves a variety of different activities. Before a meeting has begun the office administrator should make sure that he/she has booked a room for the meeting and that it is in accessible location so that it allows access for anyone who is disabled and it complies with all current government legislation. The secretary should make sure that all the equipment is already set up in the room and check it is in good working order. For example: a computer and a projector if there are going to be presentations of any kind. There should also be sufficient refreshment available. An agenda which contain: Apologies, minutes of the previous meeting, matters arising, any other business and the date of the next meeting. This is sent to all attendees of the meetings in advance so they know what is being discussed.*

Outcome 1 understand the importance of promoting equality and diversity in work with children and young people.

Review last meeting minutes is an important element in this process that explains all the activities of previous meeting if there is any out loud so that everyone clearly hears and knows what is going on in the project. This allows all members to know what has been said, what needs to be done, and it helps to go over everything about the agenda of the day.

D1. Occasionally I act as a duty engineer for work carried outside of production hours. I chair the weekend work meetings allowing me to understand requirements for additional support. A printed work package detailing the jobs is given to each member of the meeting, information and recommendations are exchanged verbally. Post-meeting tasks involve co-ordination activities via face to face and telephone communication. At the end of the shift it is necessary to have a final review with the maintenance department to sign off completed work on facilities, giving us the opportunity to resolve any technical matters and agree any follow up items. I record these meetings using 'minutes', the process allows us to plan the next steps and assignment of

Agenda and Minutes – When formal meetings are happening, they tend to require both an agenda and minutes. If a formal meeting has an agenda, it can be recorded in minutes. Minutes will clearly outline everything that has been discussed and can be seen as a record of the meeting. Action

5. Explain the importance of full and up-to-date details of agreed ways of working (2.2.3)

You should never record any confidential information when making a new diary entry. If you are entering into an electronic diary system it may be good to set an alarm for when the meeting is about to begin and mark it in the diary as ‘busy’ as then you know you can not enter anything that will clash with any other time in your diary. You will need to make sure you make note of any equipment that will be needed. For example you may need a projector for a PowerPoint or you may need refreshments if the meeting is scheduled to go on for a while. The appointment may be reoccurring, if so you will need to put the reoccurring as new entries too. You also need to make sure that all relevant people know where to go to, this could be the attendees or people who will need to know where you are in case they need to get hold of you.

For example as the event manager I would inform my deputy manager when they need to go into the Year 8 assembly to inform them what is happening, when it is happening and to give them the information needed to them about the event. If we did not do this then everyone would be confused on what they had to do to prepare for the event, and also everything that needed to be taken care of so that event was a success was done.

This would list the venue, date and time, speaker, contact details. An agenda of the meeting would be the best way to send out these details as it lists all that information and lets attendees knows how the meeting will be run.

I print what is given to me by Crystal or Jane, depending on who does them. I do the minutes, but do not alter their information given to me. Crystal/Jane use the vendor name on the outside of the vouchers for the list of bills. I would not be comfortable changing an approved document unless I had Commissioners approval. I would recommend speaking with them and if they approve I will change

In our local club, we elect a president, vice president, minute taker and a bookkeeper. Club members would bring up ideas and decide on a project that makes the most significant impact in the community. The role of minute taker is to take notes representing the decision and discussion took place during the meeting. A minute is a type of writing used at a local level to keep records of discussed ideas, decisions, and the role of each member working on a particular project. Notes from the minute help to keep us organized, enforce membership accountability and assess the progress made every week.

We scheduled a meeting in the afternoon so we will be able to have time frame when Tender documentation will be finilased.