Guide

How is a committee meeting run?

A meeting whose agenda is circulated in advance, that ends in decisions and whose decisions are followed; the minutes are the record, not the result.

Before the meeting

The agenda reaches members in advance. The data for each item — risk assessment output, incident record, inspection finding — travels with it. A member seeing the data for the first time in the meeting cannot decide, only approve.

In the meeting

Each item opens with a question and closes with a decision. The decision states what will be done, who will do it and when it ends. If one of the three is missing, the item has not closed.

Extraordinary meetings

After a fatal or serious accident, a serious hazard finding, or a significant change in the workplace, the committee does not wait for the ordinary interval.

Minutes

Minutes record decisions; they are not a transcript of the discussion. Who was there, what was discussed, what was decided, who does what by when — four headings suffice.

In Optifora

The board module circulates the agenda in advance, attaches the relevant records to each item, turns decisions into tasks, and produces the minutes as a signable output.

  1. Prepare the agendaCollect the items and the data for each in advance.
  2. CirculateGet the agenda and attachments to members before the meeting.
  3. Take items in orderOpen each with a question, close it with a decision.
  4. Write the decisionWrite what, who and when together.
  5. Produce the minutesSubmit minutes containing the decisions for signature.
  6. Set up follow-upTurn decisions into tasks and carry them to the next agenda.

Manage this in Optifora

Optifora is not a single program but a compliance platform assembled from modules. The catalogue states which module is ready today and which is on the roadmap.

See what Optifora is