Meeting minutes are crucial to any successful gathering, serving as a written record of discussions, decisions, and action points. This post will guide you through writing meeting minutes, highlighting what to include, templates, and some frequently asked questions (FAQs).
What are the meeting minutes?
Meeting minutes are the written notes recorded during a meeting. They capture key points of discussions, any motions proposed or voted on, and the actions to be taken following the meeting.
Meeting minutes serve a dual purpose: they inform those unable to attend the meeting about the discussions and decisions and provide a reference point for future decision-making based on what was agreed upon during the meeting. They are usually taken by a designated group member, who ensures an accurate and detailed account of the meeting's events.
How to write your meeting minutes
Writing meeting minutes is a process that involves several steps to ensure an accurate and comprehensive record of the meeting. Here's an in-depth look at the main steps involved:
Pre-planning
This is a crucial meeting planning stage that involves the chairperson and the secretary or notetaker working together to determine the agenda of the meeting beforehand. It ensures the meeting runs smoothly and the notetaker is prepared to capture all necessary information.
During the pre-planning phase, the minutes notetaker and chair should work together to create a document that will serve as both an agenda and a format for the meeting minutes. This document can outline the order of business, the topics to be discussed, and any other relevant information, making it easier for the notetaker to follow along and take comprehensive notes.
Meeting agenda
The meeting agenda is a guide for the notetaker, detailing the topics to be discussed and the order in which they will be addressed. If the chair and secretary cannot meet and create a draft agenda, the notetaker should obtain a copy of the agenda before the meeting starts so they can understand what information needs to be captured.
In addition to the discussion topics, the agenda may include other details that need to be incorporated into the minutes. These can include the names of all members present, including guests and speakers, and any documents that may be handed out during the meeting.
Expectations
When an individual is chosen to record the minutes of a meeting, they need to understand what is expected of them. It includes knowing their role during the meeting and the level of detail that should be included in the minutes.
For example, if the meeting involves proposing motions, the notetaker should know whether they must include the names of those proposing and seconding them.
8 essential elements of meeting minutes
Before recording any details, the notetaker should familiarise themselves with the information that should be included in the minutes. While the format may vary depending on the group or organisation, meeting minutes typically include the following details:
- Date and time of the meeting
- Names of attendees and absentees
- Acceptance or amendments to the previous meeting's minutes
- Decisions made regarding each item on the agenda
- Outcomes of elections or votes
- Motions accepted or rejected
- New business discussed
- Date and time of the next meeting
The process of writing meeting minutes
After the meeting, the minutes recorder should gather all necessary resources to write up the minutes. Here are some tips to consider:
- Write the minutes as soon as possible after the meeting while the details are still fresh in your mind
- Review the outline created during the meeting and make any necessary adjustments
- Include all decisions, actions, and motions clearly and accurately
- Edit the minutes for brevity and clarity
Distributing the meeting minutes
Once the minutes have been written, the notetaker should distribute them to all relevant parties. This can be done via email, online sharing platforms, or even hard copies.
Online sharing is often preferred due to its efficiency and environmental friendliness. For example, if the minutes were recorded using Microsoft Word, the notetaker could convert the meeting recap into a PDF and share it via email or upload it to a cloud-based platform like Google Drive or OneDrive.
Filing or storage of minutes for future reference
After the minutes have been distributed, store them in a secure location for future reference. You can store them in a physical filing cabinet or a digital storage solution like a cloud-based platform.
Storing minutes is essential for several reasons. It allows for transparency and accountability; anyone can refer to the minutes to see what was discussed and decided upon. The minutes also provide a historical record of the group's activities and decisions, which can be helpful for future planning and decision-making.
8 tips and techniques for effective meeting minutes
Here are some tried-and-true tips for writing effective meeting minutes:
1. Plan a meeting outline in advance
Create an outline with the main points to be discussed at the meeting. Preparing an agenda in advance reduces confusion and ensures a smooth start. A well-planned agenda also sets the tone for the meeting and guides the discussion.
2. Record the date, time, and names of participants
Note the date and time of the meeting and document the names of all participants and any absentees. This information is crucial for reference purposes and understanding when the meeting occurred, what was accomplished, and what remains pending.
3. Write down the meeting's purpose
Document the reason for the meeting and what it aims to achieve. Mentioning the purpose is particularly useful for individuals who cannot attend and those who use the meeting outcomes to make decisions.
4. Use the agenda to track key points discussed
Use your meeting agenda as a general outline to record the outcomes and decisions made for each agenda item. Writing down the key points under each talking point in bullet format can be helpful.
5. Keep track of action items
Record all action items in real time during the meeting to ensure accurate transcription. Make these action items stand out in the meeting minutes using checkboxes, bolding, or highlighting.
6. Decide on the next meeting date
Add the date and location of the next meeting in the minutes to give attendees a general timeline for completing their responsibilities, helping them manage time and prioritise tasks.
7. Leverage AI technology to create a meeting summary
Using artificial intelligence can make the process of taking meeting minutes more efficient. Consider using a meeting transcription tool or AI writing assistant to help speed up the process.
8. Share the meeting minutes promptly
After the meeting, clean up the meeting minutes to make them as clear as possible. This might involve proofreading, expanding shorthand, or adding supplemental context. The goal is to ensure that anyone reviewing the notes in the future can understand what was discussed and the key decisions made. Sharing your minutes promptly avoids future misunderstandings and headaches.
Meeting minutes format and samples
Below are business meeting minutes templates that can be customised based on specific needs.
Board meeting minutes template
Meeting: Board of Directors Meeting
Date: [Date of meeting]
Time: [Start time] - [End time]
Location: [Meeting location (physical or virtual)]
Attendees:
[List of attendees with titles (Directors, guests, etc.)]
[Absent (Excused/Unexcused)]
Secretary: [Name of minute taker]
Approval of previous minutes
- Motion to approve the minutes of the previous meeting on [Date of previous meeting]: [Made by - Name & Title], [Seconded by - Name & Title]
- [Discussion (Optional)]
- Vote: [Approved/Defeated]
Reports
- [Officer reports (e.g., CEO, CFO, COO)] (summary of key points)
- [Committee reports] (summary of key points)
Old Business
- [Discussion of any unresolved items from previous meetings]
- [Decisions and Action Items]
New Business
- [List of agenda items]
- [Discussion and motions for each item]
Motion: [Wording of motion]
Made By: [Name & Title]
Seconded By: [Name & Title]
Discussion: (summary)
Vote: [Approved/Defeated/Tabled]
- [Decisions and action items]
Next Steps
- [Summary of action items with assigned owner and deadline]
Adjournment
- Motion to adjourn the meeting: [Made by - Name & Title], [Seconded by - Name & Title]
- Time Adjourned: [Time]
Signatures
Secretary: _________________________ (Signature)
Chair: ___________________________ (Signature)
Additional Notes [Use this section for any additional information not covered above]
Internal meeting minutes template
Meeting: [Meeting name/topic]
Date: [Date of meeting]
Time: [Start time] - [End time] (Optional)
Location: [Meeting location (physical or virtual)]
Attendees: [List of attendees with titles (if applicable)]
Facilitator: [Name of meeting leader (Optional)]
Introduction and objectives
- Brief overview of the meeting's purpose and desired outcomes.
Discussion points
- Briefly summarise the main points for each topic.
- Note any decisions made, roadblocks identified, or solutions proposed.
Action Items
| Action Item (A clear and concise description of the task to be completed) | Owner (The person responsible for completing the action item) | Deadline (The date by which the action item should be completed) |
Next steps
- [Brief overview of what will happen next (e.g., follow-up actions, information sharing, decision deadline, etc.)]
Additional notes
- [Use this section for additional information not covered above, such as key resources shared or takeaways from the discussion.]
Adjournment
Client meeting minutes template
Meeting: Client meeting - [Project name]
Date: [Date of meeting]
Time: [Start time] - [End time]
Location: [Meeting location (physical or virtual)]
Attendees:
- Client: [List of client attendees with titles and companies (if applicable)]
- Our team: [List of your team attendees with titles]
Facilitator: [Name of meeting leader (Optional)]
Introduction and objectives
- Briefly review the meeting agenda and desired outcomes.
- Reiterate the project goals and timeline (optional).
Discussion points
- Briefly summarise the main points for each topic.
- Capture client feedback, concerns, or questions.
- Note any decisions made or next steps identified.
Project updates
- [Provide a high-level overview of your team's progress on the project.]
- Highlight any milestones achieved or challenges encountered.
Client feedback and Q&A
Summarise key points of client feedback and questions.
Note any areas requiring clarification or further discussion.
Next Steps and Action Items
[Outline the next steps for the project, including deadlines and ownership.]
Create a clear action item list with assigned parties (client or your team) and due dates.
Closing Remarks
Briefly summarise key takeaways from the meeting.
Reiterate the next steps and commitment to project success.
Attachments
List any documents or resources shared during the meeting (e.g., presentations, proposals).
Follow-up
Assign someone on your team to send a follow-up email within 24 hours summarising the meeting minutes, action items, and next steps.
Event briefing template
Event title: [Enter the name of your event]
Event overview
- Briefly describe the event and its purpose.
- What do you hope to achieve with this event? (e.g., raise awareness, generate leads, celebrate a milestone)
Target audience
- Who are you trying to reach with this event?
- Be specific about demographics, interests, or professions (e.g., young professionals in the tech industry, existing customers, local community members)
Event format
- Will this be an in-person event, virtual event, or hybrid (both in-person and virtual)?
- Briefly describe the event structure (e.g., conference, workshop, networking reception)
Event date & time
- Include the event's specific date(s) and time(s).
Event location
- If it's an in-person event, specify the physical location (including address).
- For virtual events, mention the online platform (e.g., Zoom, WebEx).
Event budget
- Outline the estimated budget for the event, including major expense categories (e.g., venue rental, catering, marketing, meeting management software, equipment rentals).
Marketing and promotion
- Describe your strategy for promoting the event.
- Which channels will you use to reach your target audience (e.g., social media, email marketing, press releases)?
Event agenda (Optional)
- Provide a detailed event schedule, including speaker names, session topics, and break times (if applicable).
Logistics and operations
- Briefly outline any logistical considerations, such as room setup, audio/visual needs, catering arrangements, and security measures (if applicable).
Speaker information (if applicable)
- For events with speakers, include their names, titles, affiliations, and presentation topics.
- Staffing Requirements:
- Specify the number of staff members needed for various roles (e.g., registration, setup, AV management).
Post-event evaluation
- Describe how you plan to measure the success of the event.
- What metrics will you track (e.g., attendance numbers, feedback surveys, social media engagement)?
Additional Information
- Include other relevant details not covered in the above sections (e.g., branding guidelines, sponsorship opportunities).
FAQs
What should be included in the meeting minutes?
It depends on the type of meeting and the objectives of the gathering. However, some common elements in most meeting minutes are the date and time, names of participants, purpose, key points discussed based on the agenda, decisions made, action items assigned, and the date of the next meeting.
What is the best format for meeting minutes?
The best format for meeting minutes is clear, concise, and easy to read. It should include headings for each topic discussed, bullet points for key decisions and action items, and a consistent layout for easy reference.
What should not be included in meeting minutes?
To ensure clarity, brevity, and professionalism, meeting minutes should not include personal opinions or comments, off-topic discussions, sensitive or confidential information, or inappropriate comments. You should also refrain from recording verbatim dialogue, as this is time-consuming to record and read. Instead, meeting minutes should capture the key points, decisions, and actions discussed during the meeting.
