1. Select the meeting format you will use for this assessment. For example, face to face,online video or telephone conferencing.
2. Select the meeting topic. For example:
A discussion of new products to be launched
Specific WHS issues in the workplace or neighbourhood
Organising a family function, for example a holiday, a wedding, anniversary or birthday celebration
3. Outline the meeting arrangements, include the following details:
Meeting venue/room and if a booking is needed
Catering required
Equipment and documentation needed
When you will send meeting invitations
When you will dispatch the meeting agenda and other documentation
4. Notify the meeting participants. You will need to:
Prepare an agenda for the meeting
? Prepare a meeting invitation or meeting request to send to the participants.
5. You will now be ready to conduct the informal meeting. You must be the chair for this meeting and the meeting must run for at least 20 minutes. Ensure that you:
Keep the discussion focused on achieving the meeting’s objective
Follow the meeting agenda
Ask one of the participants to take draft minutes and record the decisions made during the meeting.
6. After the meeting, you must prepare the minutes using a standard layout. Refer to the textbook and the OLS for examples. Using the notes from the meeting prepare a final copy of the minutes. Ensure that you have:
Used standard minutes layout as per the textbook
Included footers with page numbering
Carefully proofread your work
7. Provide details of how you will distribute and store the meeting minutes. Include an explanation of the following:
The method used to distribute the minutes
The timeframe for their distribution
How you will file the meeting minutes (include a screen shot of folders used if stored electronically.
inutes of the second Gathering of the Committee on Health and Safety that was conducted in room 11 of Learning and Seminar Center on the 5th of November 2018 at 11:00 am
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Meeting Requirements Form |
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Chairperson |
Rounak Sanati |
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Department |
Health care safety department |
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Meeting name |
Health and Safety of employees |
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Meeting details |
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Date |
5th of November 2018 am |
Time |
11:00 am-2:00 pm |
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Location |
room 11 of Learning and Seminar Center |
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Meeting format |
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Purpose |
To gather the creative strategies for that would ensure patient safety |
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Agenda |
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Participants |
Internal Rounak Sanati Dr K Smith Mr. Varey Mr. Wilson Brooks Mr. Goosling Mr. Hacford Professor J.W Smith |
External - Health safety expert (Axe Consultants) |
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Speakers |
- Mr. JW Hansell Dr. K Groomsman Mr. M Mitcheson |
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Action required |
By whom |
By when |
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Formulate budget for the meeting |
Mr. Varey |
19/10/2018 |
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Prepare the room for the meeting |
Mr. Varey |
20/10/2018 |
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Identify the attendees |
Mr. Wilson Brooks |
21/10/2018 |
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Contact the external expert |
Mr. Goosling |
21/10/2018 |
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Create and disseminate the agenda |
Mr. Hacford
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22/10/2018 |
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Prepare all necessary documentations |
Mr. Hacford |
25/10/2018 |
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Communicate with the catering providers |
Professor J.W Smith |
25/10/2018 |
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Prepare materials and equipment for meeting |
Professor J.W Smith |
25/10/2018 |
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Inform the attendees concerning the required action prior to the meeting |
Rounak Sanati |
25/10/2018 |
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Prepare additional documentations |
Mr. Hacford |
28/10/2018 |
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Supporting materials |
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Pre-reading |
- Healthcare safety requirement - Minutes from the previous meeting |
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Meeting documentation |
- Attendance sheet shall be kept including the terms and regulations of the meeting. This sheet initiated by members would provide the roles of each member in the conference. |
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Equipment requirements |
Computer, Slide presentation, Whiteboard, Handouts |
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Hospitality requirements |
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Catering requirements |
- Afternoon tea - Snacks - Refreshers |
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Meeting arrangements |
Conference style |
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send meeting invitations |
29/10/2018 |
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dispatch the meeting agenda and other documentation |
30/10/2018 |
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Other requirements |
|
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Meeting Venue |
Room 11 of Learning and Seminar Centre |
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Other specified requirements |
The challenges of existing safety frameworks |
Invitation letter
Dear all attendees,
Due to the need of the organization to improve patient safety , we need to come up with new strategies that would ensure that all patients are well protected and taken care of .Below is the information of the meeting :
Meeting Name: Health and safety of the patients
Meeting Date and Time: 5th of November 2018 at 11:00 am
Location:
Meeting purpose: To come up with new strategies that would ensure that patients are protected.
Pre-reading document: Previous Minute of meeting
Agenda items:
- Report on current safety plans
- Discuss about the existing challenges
- The information about current situation from ACE Consultants
- Discuss about the ideas of new strategy development
Regards,
Rounak Sanati
Chairman
Meeting Minutes
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DATE: |
5th of November 2018 |
MEETING TITLE: |
New health safety strategies for patients |
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TIME: |
11;00 am -2;00pm |
ATTENDEES: - Mr. Varey Mr. Wilson Brooks Mr. Goosling Mr. Hacford Professor J.W Smith |
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LOCATION: |
Room 11 |
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CHAIR: |
Rounak Sanati |
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MINUTE-TAKER: |
Mr. Goosling |
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Meeting agenda
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DATE: |
5/11/2018 |
MEETING TITLE: |
New health and safety strategies for patients |
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TIME: |
11;00 am -2;00pm |
ATTENDEES: - Mr. Varey (Strategic manager) Mr. Wilson Brooks( Strategy development team ) Mr. Goosling (strategy development team) Mr. Hacford (strategy development team) Professor J.W Smith (strategy development team) - Market (ACE Consultant) |
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LOCATION: |
Room 11 |
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CHAIR: |
Rounak Sanati |
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MINUTE-TAKER: |
Sarah Callis |
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Meeting minutes
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DATE: |
5/11/2018 |
MEETING TITLE: |
New health and safety strategies for patients |
|
TIME: |
11;00 am -2;00pm |
ATTENDEES: - ATTENDEES: Mr. Varey (Strategic manager) Mr. Wilson Brooks( Strategy development team ) Mr. Goosling (strategy development team) Mr. Hacford (strategy development team) Professor J.W Smith (strategy development team) -Market (AxE Consultant) |
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LOCATION: |
Room 11 |
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CHAIR: |
Rounak Sanati |
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MINUTE-TAKER: |
Sarah Callis |
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Meeting preparation
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PLEASE Review : |
Policies of the meeting Previous Minute of meeting |
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PLEASE come with: |
Safety report |
Meeting structure
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ITEM |
TOPIC |
PRESENTER |
DURATION |
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1 |
Open meeting |
Rounak Sanati |
5 minutes |
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|
2 |
Objective of meeting |
Rounak Sanati |
6 minutes |
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3 |
Apologies |
Rounak Sanati |
6 minutes |
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4 |
Approve minutes of previous meeting |
Rounak Sanati |
6 minutes |
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5 |
Agenda items |
|||
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1 |
Safety report - Safety Issues report from last year |
Mr. Varey |
15 mins |
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2 |
Safety channels the most commonly used from last year |
Mr. Wilson Brooks |
20 minutes |
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3 |
BREAK |
15 minutes |
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4 |
Discussion - Discussing the problem |
All attendees |
35 minutes |
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5 |
LUNCH |
45 minutes |
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6 |
Details about prevailing trends |
ACE Consultants |
35 minutes |
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7 |
Discuss the idea of new strategies |
All attendees |
30 minutes |
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7 |
Any other business |
Interested parties |
15 minutes |
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8 |
Arrange next meeting |
Rounak Sanati |
10 minutes |
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9 |
Close meeting |
Rounak Sanati |
5 minutes |
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Agenda
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ITEM |
TOPIC |
PRESENTER |
DURATION |
|
1 |
Sales report - Mr. Varey proposed that it was essential to address issues that had remained unexplored by other committees. Therefore, he proposed that milestones should be set so as to occasionally review the progress that has been made on projects. He noted that a primary area that needed to be addressed by the Safety and Health Committee revolved around the adoption of a safety and health culture within - - - - the institution. - |
Mr. Varey |
20 minutes |
|
2 |
Safety channel - a. It was essential to bring back the Auditing program in the following meeting. The secretary agreed that she would work with the Safety Director so that they could set up a program for auditing purposes, and that would be employed in future meetings (Iordache 2009) . |
Mr. Wilson Brooks |
20 minutes |
|
3 |
Discussion - Method of communicating safety and health messages since it helped to improve the culture of safety in the institution. He said that the method had proved to be highly suitable in other settings. The Human Resource Manager suggested that the committee members should rigorously publicize award nominations. The names of nominated persons should be presented to the committee by 30th November (Carayon,et.al 2014). |
All attendees |
30 minutes |
|
4 |
Details about the prevailing trends - An observation was made that there are numerous projects taking place within the institution. Therefore, to ensure that safety concerns were all taken into consideration, the management of these projects needed to be clarified to the committee since failure in managing projects would in most cases lead to increased financial costs on the part for the institution, a trend which needed to be curtailed. |
ACE Consultants |
35 minutes |
|
5 |
- It was agreed that it was essential to hold four meetings in the course of the first year so as to ensure that all responsibilities that the committee has been given could be discussed adequately. Further discussion on this issue was set to take place in the next meeting. |
All attendees |
45 minutes |
Any other business
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TOPIC |
RAISED BY |
ACTION |
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New strategies |
Mr. Goosling |
Contact the consultant who can provide the best strategy of development |
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New strategies |
Mr. Hacford |
Request approval from CEO about developing new strategies |
Next meeting
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DATE: |
02/12/2018 |
ATTENDEES: ATTENDEES: Mr. Varey (Strategic manager) Mr. Wilson Brooks( Strategy development team ) Mr. Goosling (strategy development team) Mr. Hacford (strategy development team) Professor J.W Smith (strategy development team) |
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TIME: |
10:30-15:30 |
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LOCATION: |
Main office, Board room |
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CHAIR: |
Rounak Sanati |
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MINUTE- TAKER: |
Mr. Varey |
Activities next meeting
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ITEM |
TOPIC |
RESPONSIBLE |
DUE DATE |
|
1 |
The committee members noted that the next meeting would be conducted on the August 13th 2019 at 11:00 am |
Rounak Sanati |
August 13th 2019 |
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2 |
The committee secretary also noted that any future meetings would always be starting at 11:00 am and auditing of departmental reports would be carried out first. - |
Rounak Sanati |
August 13th 2019 |
Close meeting
References
Iordache-Platis, M. and Josan, I., 2009. Communication Efficiency within Higher Education Institutions: The Case of Romania. European Research Studies, 12(2).
Carayon, P., Wetterneck, T.B., Rivera-Rodriguez, A.J., Hundt, A.S., Hoonakker, P., Holden, R. and Gurses, A.P., 2014. Human factors systems approach to healthcare quality and patient safety. Applied ergonomics, 45(1), pp.14-25.
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