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- Meeting minutes are an official written record of the discussions, decisions, and actions taken during a meeting. They are often called "minutes" or mom (for minutes of meeting). The purpose of meeting minutes is to serve as a formal and structured document that summarizes the proceedings of a meeting.
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Jul 15, 2022 · In this article, we’ll discuss how to write meeting minutes like a pro so everyone involved clearly understands what took place during the meeting just by reading the minutes. Here are some tips and templates to make writing meeting minutes a breeze.
- Overview
- What are meeting minutes?
- How to write meeting minutes reports
- Meeting minutes report templates
- Meeting minutes report examples
Many professionals use a range of methods, such as voice recordings or meeting minutes reports, to help them document what occurs at their meetings. A meeting minutes report can give participants an easy way to remember what happened at a meeting and implement any steps they're meant to take before the next meeting. Knowing how to write effective m...
Meeting minutes are written documents that reflect what happened during a meeting. The meeting minutes reports typically focus on the key items discussed during the meeting, any decisions reached and the next steps for individuals or teams to take.Having meeting minutes reports can make it easier for the meeting participants to recall what happened...
1. Make an outline
Prior to the meeting, create an outline by picking or designing a template. Make sure that your template includes different sections, such as for meeting participants or next steps, to help you organize your notes as you take them. Some professionals also find it useful to design an outline by including each item on the meeting agenda. As the meeting occurs, you can then arrange your notes so that each of your points connects to a clear overall topic.Related: 4 Steps To Organize Meeting Notes (With Tips)
2. Include factual information
Add factual details, such as where and when the meeting takes place. Include a list of the meeting's participants. During the meeting, you can then note on the minutes report which participants arrived, such as by placing a checkmark next to their names.Related: How To Write a Meeting Agenda: Tips, Template and Sample
3. Write down the purpose
Record the purpose of the meeting as either the meeting title or as a distinct section. Some meetings may encompass a range of ideas and conversations. Including the meeting purpose in your report can help you synthesize the most important topics of conversation.Related: 12 Best Practices of Effective Business Meetings
Template one
Here is a template for a meeting minutes report that encompasses the typical crucial sections for this type of document:[Title of meeting]Location: [where you held the meeting]Date: [day of meeting]Time: [time of meeting]Attendance: •[participant - note if they did or didn't show up for meeting] •[participant - note if they did or didn't show up for meeting] •[participant - note if they did or didn't show up for meeting] Agenda items: •[agenda item 1] •[main idea discussed in relation to agenda item] •[main idea discussed in relation to agenda item] •[main idea discussed in relation to agenda item] •[agenda item 2] •[main idea discussed in relation to agenda item] •[main idea discussed in relation to agenda item] •[main idea discussed in relation to agenda item] Next steps: •[actionable item] •[actionable item] •[actionable item] Related: How To Avoid Having Too Many Meetings? (With Tips)
Template two
Following is a template for a slightly more detailed meeting minutes report:[Title of meeting]Purpose of meeting: [why this meeting's happening]Location: [where you held the meeting]Date and time: [day and time of meeting]Attendance: •[participant] •[participant] •[participant] Absent: •[expected participant] •[expected participant] Review metrics and KPIs: •[progress toward specific metric or KPI] •[progress toward specific metric or KPI] •[progress toward specific metric or KPI] Action items from the previous meeting: •[step taken since previous meeting and results] •[step taken since previous meeting and results] •[step taken since previous meeting and results] Agenda items for this meeting: •[agenda item and its main topics of discussion] •[agenda item and its main topics of discussion] •[agenda item and its main topics of discussion] Additions to the agenda: •[additional subject discussed] •[additional subject discussed] •[additional subject discussed] Next steps: •[action item to take prior to next meeting] •[action item to take prior to next meeting] •[action item to take prior to next meeting] Related: 7 Methods for Taking Organized Notes
Example one
Here's an example of how you might use the first meeting minutes template:Marketing campaign meetingLocation: Conference Room, CADate: April 11th, 2022Time: 11:30 AM PSTAttendance: •Erin Black -- in attendance •Camden Gregor -- in attendance •Dana Redmonds -- in attendance •Ingrid Bergen -- absent •Beau Vance -- in attendance Agenda items: •Campaign progress so far •Written scripts for new commercials and radio spots •Designed graphics for digital ads and social media posts •Goals of campaign •Increase online store traffic 33% •Boost engagement on social 42% •Spend under $5 acquiring each new lead Next steps: •Shoot the commercials •Obtain location permits •Hire camera crew •Develop strategy in collaboration with sales team •For generating and managing new leads from the campaign Related: How To Write an Excuse Letter or Email for a Meeting (With Examples)
Example two
Following is an example of how professionals can use the second meeting minutes template:Executive meetingPurpose of meeting: Facilitate communications between company leaders monthlyLocation: ZoomDate and time: February 22nd, 2022 at 2:00 PM ESTAttendance: •Billy Hamilton •Samantha Thomson •Margaret Howard Absent: •James Smithers Review metrics and KPIs: •ROI increased by 5.3% since last quarter •Website traffic up 17.9% since previous meeting Action items from previous meeting: •Collaborate with marketing director to boost engagement on social media channels — developing new strategy •Hire a sales manager and two new software developers — one developer hired, at final stage of application process for the other two roles Agenda items for this meeting: •Revise onboarding process for all employees •Incorporate company values and culture into team-building activities •Design and order items with the company logo, e.g. t-shirts or hats •Determine which new markets to target •Countries: China, New Zealand •Demographics: teenagers, pet owners, professionals who work at coffee shops •Finalize the budget for next quarter •Including budgets for events, product development and onboarding initiatives Additions to the agenda: •Preparations for board meeting •Transferring business data to new platform Next steps: •Create new sales deck •Implement calendar integrations for various departments
- Meeting Minutes Example: No Agenda or Formatting. For example, unstructured meeting minutes with no formatting might end up something like this
- Meeting Minutes Example: Simple Meeting Template. If you’re in a hurry, or have a minimalistic need, this Simple Meeting Minutes template is for you.
- Meeting Minutes Example: Board Meeting Template. This board meeting template includes all the basic components of a board meeting, so that the person or persons taking notes can have a clear focus.
- Meeting Minutes Example: Executive Monthly Meeting. Because weekly (or even monthly) Executive Team Meetings relentlessly come around on the calendar, taking meeting minutes for them can quickly overwhelm a person who doesn’t yet have a good system in place..
- Standard meeting minutes template. Best for: staff meetings, team updates. This template covers the nuts and bolts for most meetings. It works well for recurring team meetings or if you just need a basic structure with an agenda, decisions, and action items to get you going.
- Detailed meeting minutes template. Best for: project-related meetings, small-to-medium-sized team meetings. A more detailed meeting minutes template can help keep projects on track and hold members of a small team accountable for commitments.
- Formal meeting minutes template. Best for: executive meetings, board meetings. Have you ever been in a meeting and thought, "Am I underdressed?" That's the kind of meeting this template is for.
- Informal meeting minutes template. Best for: team huddles, brainstorms. Need to collaborate or strategize in a more casual, creative environment but don't want to forget all the brilliant ideas you spitball?
- Pre-Planning Meeting Minutes: A well-planned meeting helps ensure effective meeting minutes. If the Chair and the Secretary or minutes-taker work together to ensure the agenda and meeting are well thought out, it makes minute taking much easier.
- What Should Be Included in Meeting Minutes? Before you start taking notes, it’s important to understand the type of information you need to record at the meeting.
- The Minutes Writing Process. Once the meeting is over, it’s time to pull together your notes and write the minutes. Here are some tips that might help
- Do Meeting Minutes Have To Be Approved? Before you share your meeting minutes, make sure that the Chair has reviewed and either revised and/or approved the minutes for circulation.
Examples of meeting minutes - Examples of minutes taken at a meeting. Tips and Best Practices - Tips on how to write meeting minutes. Meeting Minutes Templates - Free templates for Word, Google Docs, and Fellow. FAQs - Frequently asked questions about note-taking.
Jun 19, 2024 · Request and track real-time feedback on meetings, recent projects, and performance. Save time, capture key meeting takeaways, and improve the quality of your documentation with these meeting minutes templates and automations.
