Written notes are taken at program staff meetings and then shared with staff.

Evidence must be dated within the previous 15 months.

• Staff meeting notes from 2 meetings

AND

• Email, memo, or statement referencing the sharing of notes

Distributed notes keep everyone in the loop and make sure everyone gets the same information from meetings. Also, notes are important for keeping record of events, increasing accountability, and facilitating communication.

Why is it important to take written notes at all staff meetings and be certain to share them with all staff members?

Program administrators may find that it is difficult to have every staff member attend every staff meeting. Staffing challenges, unexpected absences, or other situations may result in one or more staff members being unable to attend a staff meeting. By taking written notes at all staff meetings and sharing the notes with all staff members, administrators can be certain that all staff members are well-informed and receive consistent messages. If a program administrator relies on one group of staff members to relay messages and information to another group (e.g., if full-time staff relay information to part-time staff) he or she runs the risk of miscommunication of information and alienation of those who were unable to attend the meeting.

The best way to ensure that all staff members get consistent messages and feel valued, respected, and part of the team, is to have written notes of every meeting and disseminate them to all staff members.

Written notes of staff meetings can also be a good record-keeping tool for administrators. Program administrators can maintain a file of written staff meeting notes and refer to the notes for tracking communication, monitoring staff performance, and verifying compliance with some early care and education requirements.