Who is responsible for documentation in meeting

In order to be effective, the Secretary of the Management Committee should ensure that they carry out the following activities: Before the Meeting Consult with the Chairperson on the order of business for the meeting, and the way in which it should be dealt with on the agenda. Decide what business requires discussion and what requires a decision by the Management Committee; Ensure that the notice of the meeting is given, that suitable accommodation is arranged and confirmed, and that copies of the agenda is prepared; Circulate to all members a any papers to be discussed at the upcoming meeting and b a copy of the agenda, minutes of the previous meeting; and Make sure that any reports or information requested at the last meeting is available or that there is a good reason why not.

At the Meeting Arrive in good time before the meeting with the minutes and with all the relevant correspondence and business matters for that meeting, in good order. Emphasize to every meeting documenter that they are to remain absolutely neutral —they are part of the methodological team ie, context and are never to interfere with the content during or after sessions. If or when co-facilitating, consider sharing roles. Pre-assign select steps to facilitate to each leader.

When NOT facilitating , the other person serves as the meeting documenter. The meeting documenter is responsible for ensuring completeness and accuracy. The meeting documenter is also responsible for:. A meeting documenter should be easy to work with, willing to keep quiet ie, follow the role of content neutrality , have good handwriting, understand the situational terminology , be willing to work for you during the session, and understand the purpose and deliverable of the structured meeting notes.

Good documenters can be found typically in three places:. Meeting Documenter. The relationship between you and the documenter is important because the session leader and documenter comprise the methodological team responsible for generating the final deliverable. Details on how this is done will be discussed in a different section of this unit. Presentation papers. Some meetings will have presentation papers.

Although presentations are done on projectors, it is always good to give all the attendees a copy, so that they have a record of what was presented, and also it will help them note down important points that will be useful or helpful for them for future reference as the presentation goes on. Action sheets. This sheet is not mandatory, but for clarity and for being properly organised, what you can do is, collect all the action points from the previous meeting and mention the status across each of them, so that it is easier to go through them during the meeting.

Each team member should complete a weekly progress report at the end of every week. This report is used to assess the status of each team member in relation to their assigned tasks. It includes an explanation of the tasks that have been completed, the tasks that are currently being worked on, and the tasks that will be worked on over the next week. Weekly status reports facilitate discussion during team meetings and also facilitate effective project management.

If you are wondering about the types of tools you might use specifically for meeting minutes, here are some tools that may be helpful. What are your tips for taking effective meeting minutes?

Do you have any useful tools to share with us? Born in Buenos Aires, Argentina, Myriam has lived in London for over 10 years and currently lives in London with her husband and French bulldog. The necessary documents for a meeting are: Agenda The meeting agenda is the meeting plan. Attendance sheet In each Meeting an attendance sheet shall be kept including the indications required by law.

Glossary of terms and acronyms If the meeting will include discussion of business where technical terms and acronyms will be used, and if there are attendees who will not be familiar with those terms and acronyms, it is always best to give a list of these with a brief description or meaning. Previous minutes These are minutes from the previous meeting and are brought in to the meeting to be read out and confirmed.

Taking notes Minutes Taking notes is the step towards preparing the minutes. Attachments to minutes Sometimes in meetings, a policy or procedure or a report may have to be read out and agreed.

Presentation papers Some meetings will have presentation papers. The Minutes should provide a record of the proceedings of the meeting just sufficiently to be useful and transparent. Let the person undertaking the action advise of the completion date.

Reports to the Committee should be simple and brief. Reports should be in writing, e. These should be distributed and READ prior to the meeting so that time in the meeting can be used effectively. Standard reporting helps keep things simple - use of the questions below could help to keep reporting focused:. Verbal reporting is inefficient and should be discouraged. Discussion should be action focused: what do we need to do or decide? In order for a club to run efficiently, it must keep records.

Most records will be generated through the activities and decisions of the Committee, or member data. All records should be accurate, current and readily accessible. The person with the task of maintaining records is the generally the Secretary.

Some legislation requires records be kept for a minimum period, it is recommended that clubs retain records for 10 years. Some records, such as rules and certificate of incorporation if relevant , should be permanently filed.