documents

Question 1

Notice of Meeting

Answer 1

explains what, where and when a meeting is to be held - should be straightforward to prepare

Question 2

Agenda

Answer 2

gives the meeting structure. outlines what is to be discussed at the meeting.

gives those attending an opportunity to prepare for the meeting

Question 3

formal minutes

Answer 3

term given to the written record of what was discussed and decided during a meeting - should be accurate and clear

Question 4

action minutes

Answer 4

admin assistant shows on a prepared layout what action is required, who is to carry out each task and the target date for the tasks to be completed

Question 5

benefits of action minutes

Answer 5

• proof is provided of what was discussed
• decisions are recorded
• inform absentees, or interested non-members about what took place at the meeting
• concise and easier to follow than traditional minutes

Question 6

compare formal minutes with action minutes

Answer 6

• both state who was present at the meeting
• both state what tasks (actions) must be done, by whom and when
• both state the type of meeting, the date and the venue
• formal minutes take longer to read than action minutes which are quicker to read