By Alan Finlay on Small Business – Advice and Ideas for UK Small Businesses and SMEs
Here is what you need to know about notes for disciplinary or other formal employee meetings.
Taking minutes
Minutes taken at a formal meeting with an employee can constitute important evidence in both your company’s internal proceedings and in any subsequent tribunal claims. Be it a disciplinary, capability, absence or grievance meeting, the minutes should be detailed and accurate and, if possible, agreed by both you and the employee.
You should also consider your company’s position on electronic recording and employees secretly record meetings. It is best to set out your position on this clearly in writing, usually in your company’s staff handbook.
Provisions for note or minute taking
If you are holding any kind of formal meeting with an employee, you should have a minute taker present since it can be difficult for the chair to run the meeting and also take minutes. The minute taker should be another employee and ideally, someone who is not involved with the employee or with any circumstances giving rise to the meeting. The minute taker should not actively participate in the meeting and will act only as a scribe to ensure everything