Take minutes-A personal statement-NVQ Business and Administration
Minutes are short notes that I take during a meeting or a discussion. It is recorded so that we do not miss out on anything that was discussed or agreed in a meeting.It is officially approved by the chair and kept as a record that belongs to the organisation, which can even help with any investigations if any related in the future. It also has a record / proof of what decisions were made at the meeting and who is going to action it. Minutes are always short,and plain, written in simple language, because it will have to be circulated or accessed by people with different levels of standards in that language, in my case English. Also anyone who was not able to attend the meeting, and anybody who needs to know what happened in the meeting will be benefited too.
I organise and prepare for the meeting by gathering information for the agenda, agreeing the items to be included on the agenda with the chair, circulating the agenda with supporting papers, booking the meeting room, informing those involved of the date, time, venue and purpose and by organising refreshments. I also have details of any visitors, and any apologies for the meeting.
I have the agenda in hand and all the necessary notepads and pens ready for the minutes. I listen carefully to the discussion, and write the important points down.
I am constantly communicating with my chair as the meeting proceeds, making sure that the agenda is followed as discussed and approved. Rarely, due to some unavoidable circumstances, the agenda will have to be changed or followed not in sequence, but the attendees will be made aware of it, and the reason provided too, to avoid confusions. I also make sure the chair summarises important points, and any decisions taken are agreed with by the attendees, taking into consideration any conflicts of ideas, and also that actions are drawn for each item on the agenda.
I concentrate on writing down what has been decided and who is going to do it. I give each item a separate heading and try to write up my rough notes soon after the meeting. I make sure that the minutes are accurate, methodical, grammatically correct and concise, written in plain, easily understood language, they are consistent in their form and content, concentrate on the decisions taken. Minutes are also written up in an agreed format according to the agenda items, with neat headings wherever necessary.
After writing down the minutes, I take time to review them and get it run through by the chair for approval and for any necessary changes, before circulating them to the necessary members. The minutes are distributed as a protected document via email to the necessary members of staff. I make sure that any actions that need a follow up are dealt within the required time frame.
The minutes are stored on the hard drive for future reference. It serves as a record for any person that will take over any positions in the future, for reference purposes.
P.S: On a kind note, please do not copy anything submitted here and display them in your file. This has been published here, purely to help you gain an idea / understanding of what they expect you to write and how you have to write. You will have to relate to your own work area and organisation and stick with it while preparing the files. Thank you for your co-operation.