Note-taking guidelines

Guidance last reviewed and updated 11 July 2024

There can be different perceptions of formality relating to the style of how a meeting is recorded. Due to the frequency of meetings and the impact to resource note taking, most meetings will now be recorded through teams/ audio systems. Brief notes* and/or key actions will be taken by the HR representative at the meeting and shared with those present to comment before they are considered a reasonable reflection the meeting.

It is important to refer to the specific policy/ procedure being used as this will also provide more information about what may be shared with relevant parties. For example, during a grievance investigation, it is not appropriate to share all notes taken with the aggrieved where these may include personal matters not specific to their situation.

Many meetings take place via Teams which can record the meeting. Meetings can also be audio recorded. Any recordings can be shared with all parties on conclusion of the meeting. It is expected that all parties will agree to the meeting being recorded before it starts. Such recordings will not be transcribed in the main.

Meeting notes tend to be referred to during appeal hearings and on the occasions where something goes to an external body such as an employment tribunal. For the latter they usually ask for transcripts of any audio recordings. This is so that there is a verbatim record of what took place whereas brief notes/ key actions may lead to an inference and not provide the level of detail subsequently required.

In any situation if the employee requests for the meeting to be recorded via teams/ other audio method this will be agreed and shared with all parties.

Key points from the meeting will be shared in the management write up of the meeting.

Please ensure that the parties can access any recordings prior to them leaving the organisation or if they want to access the recording remotely.

Attendance Management notes guidance
Stage of Process Style of Recording Do we Teams/audio record?
Informal Brief notes/key actions taken by HR rep and by Line Manager present  No
Stage 1 - First Review Meeting 
Stage 2 - Second Review Meeting
Stage 3 - Third Review Meeting
Stage 4 - Final Review Meeting Teams/ audio recording and key points from this then shared in writing. This can be via an email or through letter whichever is the agreed method to share with the individual.  Yes

 

Disciplinary process notes guidance
Stage of Process Style of Recording  Do we Teams/audio record it?
Informal  Brief notes/key actions taken by HR rep if in attendance  or  by Line Manager present  No
Investigation Meetings Teams/ audio recording and key points from this then shared in writing. Where the recording is to be relied on in subsequent meetings this will be advised on by the HR team. Key bullet points may then need to be put in writing to assist those considering the investigation and to signpost to the core parts of the recording to listen to.  Yes
Hearing  Teams or audio recording and key points from this then shared in writing.  Yes
Capability process notes guidance
Stage of process  Style of Recording  Do we Teams/audio record it? 
Informal 

 

Brief notes/key actions taken by HR rep or  by Line Manager present 

 No
Stage 1 – First Review Meeting 
Stage 2 – Second Review Meeting 
Stage 3 – Third and Final  Review Meeting  Teams or audio recording and key points from this then shared in writing  Yes
Grievance process notes guidance
Stage of process  Style of Recording  Do we Teams/ audio record it? 
Informal   Offer option to record using digital device or to take Brief notes/key actions taken by HR rep or by Line Manager present  Possibly
Stage 1 – Formal  Offer option to record using digital device or to take brief notes/key actions taken by HR rep and by Line Manager present  Possibly
Stage 1 - Outcome  Offer option to record using digital device or to take brief notes/key actions taken by HR rep and by Line Manager present in relation to the fact finding / next steps  Yes

 

Appeal process notes guidance
Process Style of Recording  Do we Teams/audio record it? 
Appeal Hearing Teams or audio recording and key points from this then shared in writing  Yes
Management discussions notes guidance
Process Style of Recording  Do we Teams/audio record it? 
Management discussions when HR are asked to join  Brief notes/key actions taken by HR rep and by Line Manager present    No

The expectation is that this will be bullet points of areas covered in the meeting and/or any agreed actions/ next steps

Transcripts

  • These will be produced via external sources who provide dedicated resource to do full transcriptions as this is efficient and cost effective
  • The use of the Microsoft Transcripts function can be deployed. While this may not be suitable where we need a verbatim 100% accurate transcript it will be helpful for those sending updates after meetings.