Meeting minutes are an essential part of professional settings, like a corporate boardroom, a team huddle, or any formal gathering where decisions are made. A well-prepared minutes document helps keep track of decisions, discussions, and responsibilities, ensuring that everyone is on the same page and nothing is left unchecked.
We'll explore the ins and outs of meeting minutes, how they differ from other documents, tips on how to take meeting minutes effectively, and provide examples and templates for meeting minutes to help you craft precise and effective records.
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Meeting minutes: What is it?
Have you ever been in a situation where there were misunderstandings about what was said during a previous meeting? (Think: “You said the due date was at the end of the month.” “Tim was supposed to prepare a presentation, what happened?”)
Taking the minutes of a meeting guarantees a follow-up free of misunderstandings. They're a written summary of everything that happens during a meeting. They include key points such as decisions made, actions agreed upon, timelines, and attendees.
Are meeting minutes formal? They can be either formal or informal, depending on the type of meeting and its purpose. These records are important for historical reference and accountability, and as a communication tool for those who couldn’t attend.
Although the term might sound like you're supposed to note down every single thing said in the meeting from minute to minute, that's not the case. Instead, it’s about capturing the essence of what took place and outlining the responsibilities and deadlines moving forward.
Fun fact: The term “minutes” refers to small notations rather than the literal duration of the meeting. So, is it correct to say meeting minutes? Yes, the term “minutes” in this context comes from the Latin word minuta, meaning “small,” indicating the brief notes or summaries taken during the meeting.
Why are meeting minutes important?
Effective meeting minutes help ensure clarity and accountability, so that you can:
- Track decisions: Minutes act as a reference for decisions made during the meeting. This becomes crucial when it comes to follow-ups and reviewing agreed actions.
- Assign responsibilities: Clarify who is responsible for each task, ensuring everyone is aware of their roles and deadlines.
- Provide transparency: Minutes create a written record for stakeholders or team members who couldn't attend, keeping everyone informed.
- Keep a historical record: Meeting minutes can serve as a legal document or a means to reflect on past decisions in future meetings.
What is the difference between meeting minutes and agenda?
A common point of confusion is the difference between meeting agenda and minutes tracking. Although they're related, these two documents serve different purposes.
A meeting agenda is prepared before the meeting and outlines what topics will be discussed, who will be leading specific sections, and what decisions need to be made. It’s essentially the roadmap for the meeting.
On the other hand, meeting minutes are prepared after the meeting, summarizing what was discussed, what decisions were made, and who is responsible for each action point.
Both documents are crucial for ensuring effective meetings.
Common meeting minutes formats
What is the best format for meeting minutes? It depends on the formality of the meeting and the preferences of your team or organization. Some of the most widely used formats include:
- Standard meeting minutes: Typically used for board meetings or legal proceedings, this format follows a structured approach, including the meeting date, time, attendees, agenda, decisions, action items, and next steps. It often includes detailed documentation for legal or regulatory purposes.
- Action-oriented minutes: These focus primarily on tasks and decisions, outlining what was decided and who is responsible for each action item. It’s ideal for team meetings where follow-ups are key.
- Discussion-based minutes: Used in more informal settings like brainstorming sessions, this format emphasizes documenting the flow of conversation, ideas shared, and outcomes without necessarily focusing on tasks or deadlines.
- Verbatim minutes: This detailed format captures word-for-word what is said in the meeting. It’s often used in legal or formal business settings where accuracy of the conversation is critical, though it’s less common due to the time required.
Each format serves different purposes, so choosing the right one depends on the nature of your meeting and the level of detail required.
What is included in meeting minutes?
When creating meeting minutes, be thorough yet concise. Although the format might vary, here’s what meeting minutes typically include:
- Date and time of the meeting: Always start with the basic details.
- Names of attendees and absentees: Make a clear list of everyone who attended and those who were unable to make it.
- Agenda items covered: Include a brief description of each topic discussed.
- Decisions made: Summarize any conclusions or votes on matters.
- Action items: List out tasks that were assigned, who is responsible for them, and any associated deadlines.
- Next meeting details: If a follow-up meeting is scheduled, include the date and time.
Once the meeting is over, you could send the memo via email to the attendees, absentees and whoever is concerned. This way everyone has a chance to review it and can access it if something is forgotten.
Tips on how to write meeting minutes
Writing effective meeting minutes requires more than just jotting down notes; it’s about capturing the essence of the meeting in a clear and concise way. Here are some tips to help you streamline the process and create professional, organized meeting minutes every time:
- Be prepared: Review the agenda and know what topics will be discussed to anticipate the key points that need documentation.
- Use clear, concise language: You don’t need to write down every word, just capture the key decisions and action items.
- Stay organized: Structure your minutes consistently to make them easy to read and reference.
- Use tools to automate the process: A great tip for writing meeting minutes efficiently is to use tools like Google Docs, Microsoft OneNote, or Evernote. These platforms allow for real-time collaboration, easy sharing, and cloud storage, making it simple to access and update minutes from anywhere, and ensure that nothing gets lost between meetings.
- Edit promptly: Don’t wait too long after the meeting to finalize the minutes. It’s easier to remember the details while they’re fresh in your mind.
Standard meeting minutes example
Still wondering, “How do I write minutes in a meeting?” Here are two different “minutes of meeting” samples to help you get a better idea of how to structure your own, whether you're documenting a formal business meeting or a more casual team check-in.
Use them as a guide to ensure your minutes are organized, concise, and easy to follow.
Example #1: Formal meeting minutes
Meeting date: October 3, 2024
Time: 10:00 AM - 11:30 AM
Location: Conference Room B
Attendees: John Smith, Lisa Martinez, Sarah Lee, Kevin Brown
Absent: None
- Agenda items:
Budget review: Discussed quarterly budget trends.
Project timelines: Agreed to adjust timelines for Project X.
New hires: Reviewed candidate interviews.
- Decisions:
Approved $10,000 increase to marketing budget.
Decided to extend Project X timeline by two weeks.
- Action items:
Sarah Lee to finalize new budget proposal by October 10.
Kevin Brown to update project timeline by next meeting.
Next Meeting: October 17, 2024, at 10:00 AM in Conference Room B.
Example #2: Informal team meeting minutes
Meeting Date: October 3, 2024
Time: 1:00 PM - 2:00 PM
Location: Zoom Call
Attendees: Jane Doe, Tom Wilson, Emily Garcia
- Agenda items:
Brainstorming marketing ideas for Q4.
Reviewing client feedback.
- Decisions:
Agreed to launch a new social media campaign in November.
- Action items:
Jane Doe to draft a campaign proposal by October 5.
Next Meeting: October 7, 2024, at 3:00 PM on Zoom.
Meeting minutes templates
Having a format ready can save you time and ensure consistency. Below is a common minutes of meeting template you can use, for two different occasions:
Template #1: Formal meeting minutes
[Organization name] Meeting minutes
Meeting Date: __________
Time: __________
Location: __________
Attendees: __________
Absent: __________
- Agenda Items:
- Decisions Made:
- Action items:
Next meeting:
Date: __________
Time: __________
Location: __________
Template #2: Informal meeting minutes
Team meeting notes
Meeting Date: __________
Time: __________
Location: __________
Attendees: __________
- Discussion points:
- Key decisions:
- Action items:
Next meeting:
Date: __________
Time: __________
Now that you have examples and templates at your fingertips, writing your own meeting minutes should be a breeze.
FAQs
Do I need to record every word spoken in a meeting?
No, meeting minutes should summarize the key points, decisions, and action items, not transcribe the entire conversation.
Can minutes be used as legal documents?
Yes, in some cases, meeting minutes can be used as legal documentation, particularly for formal meetings like board meetings.
How long should meeting minutes be?
The length of the minutes depends on the complexity of the meeting, but they should be concise and to the point.
What’s better than onenote to keep and share meeting minutes?
If you're looking for online solutions to manage meeting agendas and minutes that are more advanced than OneNote to keep and share meeting minutes, Google Docs or Microsoft Teams might be good options. Both options offer version control and the ability to track changes, which adds accountability and clarity when managing meeting notes.
Who is responsible for taking meeting minutes?
Typically, a designated person (such as a secretary or admin) is responsible, but it can vary depending on the organization.
How to track meeting minutes as a project manager?
Focus on documenting key decisions, action items, and deadlines discussed during the meeting. Using a standardized minutes of meeting format for consistency can help you quickly refer back to past meetings and update stakeholders on progress. Additionally, tools like project management software can be integrated to track these action items and timelines, ensuring seamless follow-ups and execution.