TRANSCRIPT: APPLICATION 4-1 MINUTES
View the YouTube video Simulated Meeting for Minute Taking Practice by furryfeettv. Here’s the
link: https://www.youtube.com/watch?v=wAr_t2OsEdc. Based on the contents of that meeting,
generate minutes using your textbook as a source for formatting.
Narrator: You are about to see a meeting taking place at ABC Manufacturing. Carol Fletcher
and her team are gathering for their fort nightly meeting. The agenda contains seven items
including any other business. Take a minute now to gather pens and paper and position yourself
to take the roll of minute-taker before the meeting starts.
Carol: Welcome to our department meeting and nice to see you all.
Everyone: Morning.
Carol: Now we have a new team member, Trudy Finch our new HR manager. So, I’d like to
start with some introductions. As you are aware I am the senior team manager, Carol Fletcher.
Peter…
Peter: Hi. I’m Peter Morgan, finance manager with a team of five reporting to me.
Frank: And I am, we haven’t met yet, I’m Frank Mayfair, IT manager. I’ve been here for the
last ten years.
Trudy: Okay.
Mike: Hi Trudy. I’m Mike Reynard; we spoke on the phone last week. I’m in charge of the
production floor.
TRANSITION
Peter: And we came in only 15 percent cheaper.
Frank: That is a significant amount.
Carol: Okay Peter. I’ll go ahead and purchase on the proviso that the quality and guaranty are
just as good.
Item 1: Performance Against Targets
Carol: Okay! Mike, could you update us on the production figures for last quarter please.
Mike: Absolutely. Figures are up on the previous quarter by 2 percent on product streams 1 and
2 and down by […] 5 percent on product stream 3. We believe this is due to a recent sales
campaign which focused on the higher margin items in product streams 1 and 2, which is a little
short-sited, as reorder rates are in stream 3 products are quicker, so we tend to sell more
products.
Item 2: Team Member Recruitment Program
TRANSCRIPT: APPLICATION 4-1 MINUTES
PAGE 2
Carol: Moving on to the next agenda item. Trudy could you summarizes the recent recruitment
program.
Trudy: Absolutely! Basically the full figures are in the HR report on the internet, so I’ll just
give a brief statement.
Frank: Okay.
Trudy: We recruited ten new people from January to April, and nine have successfully
completed their probation. So, just one woman, Sugarose, she left after three weeks; her
husband had to relocate for work. So, overall it was a success. Interestingly, our successful
recruits came from the radio ad rather than our traditional advertising route; therefore, I would
suggest that we review our advertising methods.
TRANSITION
Mike: …a black and yellow safety tape at the top and bottom of the stairs to warn people as a
visual sign. Now unfortunately, whoever put the tape down didn’t do a particularly good job.
They left a lip; somebody tripped over it and caused themselves an injury. So, we need to be
aware of that sort of thing.
Carol: Okay. Were there any other areas?
TRANSITION
Frank: …Alpha System. We’re now just about to approach the implementation phase, so I’d
appreciate your input on two options for rollout actually and how to best roll out the training
program onsite.
Carol: I’m in favor of a phased rollout, so we can check for faults while keeping the level of
service high.
Frank: Okay.
Trudy: Actually I disagree. See I think for a culture change do a swift implementation and just
force people into the new system. The longer that we dally, then the more resistance people can
have.
Mike: We need to consider the impact on shifts before we implement anything.
Peter: Well, let’s not be too hasty. We need to get this right the first time. By phasing, we can
sell its success to the department as we go.
TRANSITION
TRANSCRIPT: APPLICATION 4-1 MINUTES
PAGE 3
Trudy: …to deliver the training? I mean, we don’t want to risk leaving the training until the
new system’s installed.
Frank: We’ve thought of that. We’ve got a dummy testing system that is coming next week, so
we can actually start to train within our individual teams next Wednesday.
Peter: Who is doing the training, and what is the cost?
Frank: I think that’s over to HR, isn’t it? You’re doing the training?
Trudy: No, no, no. We don’t have the results. You’ll need to recruit and train people from
within the business. We’re happy to develop a training calendar, and we’ll communicate that out
to managers.
Mike: It’s an excellent opportunity to get some system champions in place and give people the
opportunity to develop their skills.
Peter: We need to make sure they’re competent to train in the system. We can’t afford for
people to be poorly trained once it’s live.
Trudy: From the pilot we can develop a training day and train the trainers, and we’ll give them
ongoing support. Now don’t forget, we’ve agreed to be the trial department, so we can either…
TRANSITION
Mike: Someone on my team had a good idea: Why don’t we allow people twenty minutes per
day during their lunch break and then have clear penalties for people found using the net outside
of that time?
Peter: How would we monitor that?
Trudy: I just say we need to make sure that people are motivated and if it’s too harsh a penalty
then people are just going to maybe misuse the system even more.
Carol: Well, okay. What other ideas have we got?
Peter: We could put a stop it all together and only allow people access to our own intranet
system.
Trudy: See, now you see that’s all very well but we need to keep people motivated and some
people use the internet for work.
Mike: If all we do is take away from them, they’ll be ruptures on the shop floor. We don’t want
to be perceived as just taking away all of their planning.
TRANSITION
TRANSCRIPT: APPLICATION 4-1 MINUTES
PAGE 4
Peter: If they’re planning to be involved in an actual cycle ride, I’m happy to take that roll
along – fly the flag!
Carol: We could. Thanks Peter. Okay, are there any further items to cover in any other
business?
Everyone: No. Not from me.
Carol: Okay. On that note, let’s summarize the actions and close the meeting. Our next
meeting is in two weeks’ time, eighteenth of October, same time and place.
Everyone: Great!

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