C) Structured minutes

As opposed to an informal style, there are occasions when minutes need to have a formal structure. These are possibly what we think of when we picture in our minds a set of traditional minutes.

Unit 9

Structured minutes generally follow the agenda and therefore each item is numbered so that the two documents link to each other. They also often (although not always) have an action column on the right-hand side to enter the action that is required, the person responsible and the date by which it should be taken.

The traditional structure lends them a gravitas that is not present in informal minutes, and immediately makes them appear important.

Note that the attendees (and also those who didn?t attend) are listed, whether they know each other or not. This is so that everyone is aware of who was present when each decision was made or action was recorded.

4. Look at the examples of informal minutes (1.1) and structured minutes (1.2)

1.1 Minutes of Promotions Team Meeting ? (date)

Landsdown Room, The Tower, London

Item 1 ? The Public Suggestion Scheme

There was support for the newly Public Suggestion Scheme which will commence in August. It is hoped that the scheme will generate more ideas for future promotions as well providing valuable feedback.

To encourage suggestions, it was decided to offer a daily draw for a set of four free tickets which could be used in any attraction. This should not incur any direct cost in the attraction.

It was discussed that some of the winners could be photographed and used for future marketing. Costs and practicalities need to be estimated

Action: Peter Charles to take this forward and report back at next meeting.

Item 2. ? Changes to the way in which coach parties are booked

There will be a new wayfor coach parties to be managed, and from July all coach parties need to be met by a member of the Hospitality Team and directed through to the South Door.

This will ensure that they are kept away from the main entrance and that the party stays together. This is particularly important for school coach parties.

This will run as a pilot during June and will be managed by Samantha Brown in the expectation that it will be fully implemented for July, when the attraction moves into its busiest season.

Action: Samantha Brown to pilot this in June with a view to it becoming regular practice in July.

Unit 9

Next meeting will be held on (date) in (venue).

Minutes of Mid-Angolian Children Framework Meeting

Head on 14 November 20xx at Sunrise Building, 10a.m.

----------------------------------------------------------------------------

Present: Paula Fischer (chair) Apologies:Kathie Sidcup

John Dhal

Pat Lincoln

Petra Disney

Lucy Hughes

Andrew MacFarlane

Speakers: Polly Brown CRFT

CRFT

Polly Brown, Senior Project Worker, working for No Action

CRFT, attended the meeting to catch up with the

team. Her presentation is attached.

2. Minutes from previous meeting No Actions

Handout ? John and Lucy had worked together outstanding

On the recommendations of the ?Childhood

in Mid-Angolia? document that should be

Available to all staff. They distributed it for

consideration.

IT ? new dates are now coming out for IT/IS training

Team update ?There has still been no

confirmation from the Minister of Justice to

come and speak to us concerning his role.

Date: 2016-06-12; view: 205