The detail that
changes the brief.

Which stage is this decision at?

An agenda tells you what is scheduled. A report can recommend an action. Minutes record what the meeting decided. Read the item against the meeting date and the latest published record before describing it as approved.

• Keep the meeting, item number and source address.
• Label the stage: proposed, recommended, adopted or awaiting confirmation.
• Check amendments, referral and a continued meeting.
• Attach the source version used in the client brief.

Official starting point: Vancouver Council meetings and decisions. Each public body has its own records and procedure.

Government monitoring ↗︎

One closing date can hide several deadlines.

A written submission, speaker registration and presentation material may have separate rules. A calendar entry should link to the current notice, its time zone and the accepted delivery channel.

• Record the exact date, time and time zone from the notice.
• Check registration, attachments and submission instructions separately.
• Name the person approving the material and the person sending it.
• Retain confirmation of receipt and any revised notice.

For example, Vancouver publishes separate speaker registration and presentation guidance. Check the current instructions for your meeting.

Deadlines and follow-ups ↗︎

Leave the next adviser an answerable question.

A useful handover says what is known, what is someone’s account and what remains open. A changed source should stay beside the earlier version so the reason for a revised brief is visible.

• Write the client question in one sentence.
• Keep official records and supplied accounts under their own source labels.
• Assign each open question to a person and a date.
• Record which brief version was reviewed and what changed afterwards.

Try these checks with a fictional matter in the workspace. Keep confidential records on an agreed private channel.

Open the workspace ↗︎   Send a question ↗︎