When documenting investigations/interviews, consider the following when making your notes.
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Date, including year
If documenting a lengthy event, establish a timed chronology. |
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Inform participants that you are taking notes and for what purpose |
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List of participants
Who attended the meeting? Who participated in the phone call?
Use full names.
Attach names to particulars, e.g. follow-up actions
Ensure that identifiers are used (e.g. principal, teacher, parent, consultant, steward)
If the meeting is planned, consider establishing a chair and a recorder
If the communication is oral, establish who initiated the contact. |
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Facts, not opinions
Describe
- information discussed
- behaviour observed and
- quote verbatim where possible.
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Key message(s)
Focus the discussion into discrete items
If meeting is planned, have an agenda
Consider providing the message in written form at the meeting
If communication is ad hoc, take handwritten notes using organizers. |
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Decisions made
Clarify with all participants the nature of the decision(s) before terminating the encounter |
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Follow-up date
Establish a specific date to resume communication, check progress, etc. |
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Distribution list
Will the documentation be shared beyond the participants?
e.g. superintendent, participants |
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Filed appropriately
Employee Services File? Principal’s File? OSR? |