14+ Meeting Minutes Examples & Templates
Your project leader requests the entire team to gather at the meeting room later in the afternoon. You’ve just been tasked with taking notes for the meeting and you already feel yourself panicking for what’s to come. But before you come up with a lame excuse to skip the entire thing, it’s important to remember that preparing meeting minutes doesn’t have to be a daunting task for anyone.
By applying the right strategies, you can prepare an effective meeting minutes in no time.
Elements of a Meeting Minutes
For the minutes to be an accurate reflection of what took place during the meeting, there are certain elements that must be included in the document. Although the order of these components may vary, it generally consists of the following:
- Heading: In this section, you can find the name of the team or committee being gathered, as well as the date, time, and location of the company meeting. This is usually found at the top portion of the page in bold text.
- Attendees: This must include the names of those who came to the meeting, those who sent their apologies because they were unable to come, and those who have asked for copies of the minutes.
- Approval of previous minutes: Indicate whether the minutes of the previous meeting were approved, along with any corrections, outstanding actions, and responsibilities that should be noted.
- Action items: This defines any unfinished business that had not been settled from the previous meeting, as well as current and new matters that now require attention.
- Announcements: Any announcements made by participants or those who sent their apologies must be reported in this section of the document. A proposed agenda for the next meeting should be noted as well.
- Next meeting: Specify when and where the next meeting will be held. This should be planned out in advance for participants to clear out their schedules.
- Signature line: The last part of the document should state the name of the person who prepared the minutes along with the date it was submitted and accepted. In some instances, this may consist of more than one signatory.
14+ Meeting Minutes Templates
Construction Process Meeting Minutes
Detailed Meeting Minutes
Executive Committee Meeting Minutes
Primary School Staff Meeting Minutes
Sample Minutes of School PTA Meeting
Sample School Board Meeting Minutes
School Committee Meeting Minutes
School Department Meeting Minutes
Available File Formats
Simple Basic Meeting Minutes
Trustee Meeting Minutes Template
Board of Directors Meeting Minutes
Club Meeting Minutes
Committee Meeting Minutes
General Staff Meeting Minutes
Project Meeting Minutes
How to Create an Effective Meeting Minutes
Before the meeting begins, it’s always a good idea to understand the type of information you’re required to document first. While your organization may have a specific content and format to follow, meeting minutes are generally created the same way.
1. Write the date and time of the meeting.
Bear in mind that your meeting minutes will serve as a reference for future endeavors. This may also serve as evidence to resolve any disputes, or cases of forgetfulness, that may occur later on. By indicating the date and time of the meeting, you can formulate a timeline for these events for a more accurate report.
2. Create a list of names of the participants who are attending the meeting and those who are unable to attend.
During board meetings, you’re likely to find a few empty seats around the table. This won’t be a problem, as long as these absences are recorded in the document. The meeting minutes should also serve as an attendance sheet to take note who were present and absent at the time. It is also possible to share the information from the meeting minutes to those who weren’t able to attend to maintain transparency within the organization.
3. State any acceptance or corrections/amendments to previous meeting minutes.
As a recap, you need to specify whether the previous report was accepted or if there were a few corrections that need to be settled accordingly.
4. Note down the decisions made regarding each item in the agenda.
Some decisions include the actions taken or those that were agreed to be taken, the next steps, voting outcomes, motions taken or rejected, items to be held over, as well as the date and time for the next meeting. This should clarify how, when, why, and by whom such decisions were implemented.You may also see minutes writing examples
Simple Tips for an Organized Meeting Minutes
Keeping track of your meeting minutes can be a lot of work, especially when you’re new to writing minutes. But with the help of these easy tips, we can make your note-taking journey a bit more bearable.
- Create an outline. An outline or template that is based on the main agenda of the encounter will make it easier for you to jot down notes, decisions, and actions under each item as you proceed with your meeting. You can even leave a fair amount of space below each item for any handwritten notes that need to be added to the report.
- Check-off attendees upon entering. If you’re already acquainted with the attendees of the meeting, you can check them off one by one as they arrive at the venue. Otherwise, you can have them introduce themselves at the very start of the meeting or pass around an attendance list which they can check off themselves.
- Document decisions or notes on action items. As soon as they are made, you need to record them immediately to ensure the accuracy of your report.
- Clarify when necessary. It is common for the group to move on with the next item on the meeting agenda without making a clear decision or an obvious conclusion. When this happens, be sure to have these clarified before noting anything down.
- Don’t try to record everything. It’s hard to keep up with all that is happening if you try to write down the entire conversation verbatim. Refrain from writing down every single detail you hear and instead, focus on the most important points of the discussion.
- Tape it. This is a good technique to use if you aren’t quite sure about yourself as a note-taker. Many individuals find it difficult to listen and record simultaneously. So, consider using a tape recorder or a mobile device, such as a smartphone, an iPad, or a tablet to record the meeting. You must have the consent of your participants before doing this, or you may face some serious consequences.
Types of Meeting Minutes
Meeting minutes typically vary according to the group or region creating the document. Some organizations even have standard templates for recording important meetings that must be followed. Staff meetings, interdepartmental meetings, and inter-agency meetings may each have a varied document style to use to record these minutes. Hence, a vital part of the pre-writing process is knowing what format is expected from the team.You may also see agenda examples
The document is generally categorized into two types:
These are the traditional type of minutes that are taken at scheduled meetings for which an agenda is prepared beforehand. This agenda is either distributed before the meeting starts or is announced by the chairperson at the beginning of the program. Here, the content of the document follows a framework set by the agenda. Due to the significance of the matter at hand, minutes are recorded by professional minute-takers or précis writers.
Informal Meeting Minutes
In many cases, departmental and team meetings do not require detailed minutes. The document simply summarizes the decisions, follow-up actions, and responsibilities taken. These minutes are distributed to everyone who attends the meeting, and sometimes to those who are interested to know about what went down but were unable to attend as well. And because these encounters do not have a defined staff meeting agenda, records are usually produced using a simple template.
Length of a Meeting Minutes
The content of your meeting minutes would usually vary depending on what has been tackled as well as the duration of the program. Some meeting minutes can be long and detailed, while others can be short and to the point. Say for example, staff meetings typically last for about 15 minutes as they may only cover minor tasks and announcements that employees need to be aware of. The minutes recorded would therefore be a lot shorter than that of a 45-minute meeting. And since meeting minutes are made to present an overview of what transpired, a one-page document would do.
Meeting Minutes FAQs
To learn more about meeting minutes, let’s take a look at the items below:
How can I write a meeting minutes?
If it’s your first time, you might want to use a template and refer to a few examples for reference. It’s your responsibility to note down important decisions, actions, and responsibilities that were taken or assigned during the meeting. Any points that were unclear to you must be clarified before proceeding. It’s best to keep it clear, concise, and specific to avoid confusion and misinterpretation along the way.You may also see agenda examples.
What is the purpose of recording the minutes of a meeting?
Meeting minutes provide valuable information regarding the changes within the organization, along with the decisions and announcements that stakeholders may need to know about when planning for the business. The document may be used to refresh one’s memory about a particular matter and to track the progress made over a period of time.
Why is the minutes of a meeting important?
Minutes writing is an important and often necessary task for many organizations. Not only does it communicate the facts of a meeting, but it may also provide legal protection to prove that a certain action did happen. A good meeting minutes can even map out a plan for the action items to help get the work done and later keep those who were unable to attend the meeting updated on the latest happenings within the team.
Meeting minutes are written to capture the essential information of a meeting in the most comprehensible way possible. Though preparing and taking these minutes may seem like a nerve-wracking experience, it doesn’t have to be with the help of a few techniques. Get started with the meeting minutes for your organization using these templates and examples today!