How to Record Multi-Agency Meetings: Social Work Guide UK

Why Meeting Records Matter

Multi-agency meetings are where critical decisions are made about children and families. Whether it's a strategy meeting, core group, TAC meeting, or professionals meeting, accurate recording ensures everyone understands what was agreed and who is responsible for what.

Good meeting records also provide evidence of multi-agency working and shared decision-making - essential for accountability and in case of any future review.

Types of Multi-Agency Meetings

Strategy meetings/discussions: To decide on S47 enquiries and immediate protection
Core group meetings: To implement and review CP plans
TAC/TAF meetings: Team Around the Child/Family for early help
Professionals meetings: To share information and coordinate
CIN review meetings: To review Child in Need plans
LAC reviews: For children in care

Essential Elements to Record

Every multi-agency meeting record should include:

Meeting details: Date, time, location, type of meeting
Attendance: Full names, roles, and organisations
Apologies: Who couldn't attend and why
Purpose: Why the meeting was called
Information shared: Key contributions from each agency
Analysis: How information was interpreted
Decisions: Clear outcomes with rationale
Actions: Specific tasks with owners and deadlines
Next meeting: Date and time if applicable

Strategy Meeting Template

STRATEGY MEETING RECORD Date: [DD/MM/YYYY] Time: [Start - End] Location: [Venue / Virtual] Chair: [Name, Role] CHILD(REN) SUBJECT OF DISCUSSION Name: [Full name] DOB: [DD/MM/YYYY] ATTENDANCE [Name] - [Role] - [Organisation] [Name] - [Role] - [Organisation] APOLOGIES [Name] - [Role] - [Reason if known] REASON FOR STRATEGY MEETING [Summary of referral/concern that triggered meeting] INFORMATION SHARED Children's Services: [Summary of CS involvement and concerns] Police: [Summary of police information] Health: [Summary of health information] Education: [Summary of school information] Other agencies: [Any other relevant information] ANALYSIS AND DISCUSSION [Summary of how information was analysed collectively] DECISIONS 1. S47 enquiry to be initiated: YES / NO Rationale: [Why this decision was made] 2. Immediate protection required: YES / NO Rationale: [Why this decision was made] 3. Medical examination required: YES / NO Rationale: [Why this decision was made] ACTIONS AGREED | Action | Owner | Deadline | |--------|-------|----------| | [Action 1] | [Name/Agency] | [Date] | | [Action 2] | [Name/Agency] | [Date] | NEXT STEPS [Outline of immediate next steps] RECONVENE/REVIEW Date: [If applicable] Record completed by: [Name] Date: [DD/MM/YYYY]

Core Group Meeting Template

CORE GROUP MEETING RECORD Date: [DD/MM/YYYY] Time: [Start - End] Location: [Venue] Child: [Name, DOB] Category of registration: [e.g., Neglect] ATTENDANCE [Name] - [Role/Relationship] APOLOGIES [Name] - [Role] REVIEW OF CP PLAN ACTIONS | Action | Progress | Completed? | |--------|----------|------------| | [From last meeting] | [Update] | Yes/No/Ongoing | CURRENT SITUATION [Summary of current circumstances, progress, concerns] VIEWS OF FAMILY Parents' views: [Summary] Child's views: [Summary] AGENCY UPDATES [Key updates from each agency present] ANALYSIS Progress towards outcomes: [Assessment of progress] Current risk level: [Analysis of risk] Barriers to progress: [What's getting in the way] UPDATED ACTIONS | Action | Owner | Deadline | |--------|-------|----------| | [New/continuing action] | [Name] | [Date] | NEXT CORE GROUP Date: [DD/MM/YYYY] Time: [HH:MM] Record completed by: [Name]

Tips for Effective Meeting Records

During the Meeting

Take notes on key points from each speaker
Record exact wording of decisions
Note any disagreements and how they were resolved
Capture action owners and deadlines as agreed
Clarify anything unclear before the meeting ends

After the Meeting

Write up notes as soon as possible (ideally same day)
Use a structured template
Attribute information to sources
Focus on decisions and actions, not every comment
Circulate to attendees for accuracy check

Remember: Meeting records may be used in court proceedings or serious case reviews. Ensure decisions are clearly recorded with rationale, and that the voice of the child/family is included.

Recording Disagreements

When professionals disagree, record:

What the different views were
Who held each view
How the disagreement was resolved
The final decision and who made it
Any escalation agreed if disagreement continues

Common Mistakes to Avoid

Verbatim recording: Don't try to write everything - focus on key points
Missing decisions: Always record clear outcomes
Vague actions: "Monitor situation" is not an action
No timescales: Every action needs a deadline
Missing the child: Include their views and voice
Delayed circulation: Share records promptly

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Conclusion

Multi-agency meeting records are crucial documents that evidence shared decision-making and accountability. By using consistent templates, recording decisions clearly with rationale, and capturing specific actions with deadlines, you create records that support effective multi-agency working and protect everyone involved.

Good meeting records don't need to capture everything said - focus on what matters: the information shared, the analysis, the decisions, and the actions agreed.