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OCR

PRODUCE MINUTES OF MEETINGS

1.1 Explain the purpose of different types of minutes and other meeting records

The purpose of taking minutes in meetings is crucial as it is a permanent record


of what was discussed and what was agreed in that meeting. It is a proof of the
meeting has taken place.
There are different ways of keeping meeting records depending if the meeting is
a formal or informal. such as using agendas and secretary notes. Agenda based
minutes is either distributed before the meeting and the minutes follow the
framework set by the agenda. This type of meeting record is very formal and is
usually typed up.
Secretary notes are minutes that are written as the meeting is happening. This
type of minutes is less formal and can be written by hand or typed up in a simple
template.
1.2Explain the legal requirements of formal minutes
Formal minutes are a permanent detailed record of what was discussed in the
meeting. The minutes should be an exact portrayal of the meetings agent. The
minutes are legal documents that serve as proof of any discussion in the
meeting, it contains information such as the date and time of the meeting, where
the meeting took place, who attended the meeting and any actions required.
Minutes have to be accurate so if any refers to the minutes they should be able
to understand what happened in the meeting. The minutes are circulated and
signed off by the chairperson
1.3

Describe organisational conventions for producing minutes

Minutes are handwritten during the meeting, the secretary will then type it up
in a template and then she will print it and distribute it to the staff via their
pigeon holes.
1.4

Describe the responsibilities of the minute taker in a meeting

The minute taker is responsible for taking accurate notes and recording any
discussions and decisions made in the meeting. They have to record the
attendance, making note of any late arrivals or early departures. They should
be checking the meeting is following the agenda set. The minute taker is
responsible for writing up, copying and distributing minutes to all relevant
parties. They have then store the minutes for future reference.

1.5 Explain why it is important to


meetings, discussions and actions.

maintain

confidentiality

of

Confidentiality is the protection of information. Confidentiality means keeping


a clients information between you and the client, and not telling others. This
includes keeping my organisations strategies and finances confidential. This
is important because to avoid loss of competitive edge and to comply with
the organisations code of conduct.
1.6
Explain why it is necessary to record who proposed and seconded
suggestions and changes
It is necessary to keep a record of who has proposed and seconded any
suggestions or changes because the minutes are written documentation of what
happened in the meeting if anything is contested.