How to Write Minutes of the Meeting? Make Your Minutes of Meeting Purposeful with Systematic Approach !
Abstract
Minutes of Meetings (MoM) constitute the record of deliberations and decisions of a duly constituted committee, task force, working group, etc. They maintain an accurate record of an officially convened meeting. Together with the agenda and associated documentation, minutes provide a long-term or permanent record of the proceedings, both for members and, where appropriate, for those who were not in attendance.
Meeting minutes record the important events of both formal and informal meetings. Some of the most common uses of meeting minutes include:
- Record keeping of takeaways and objectives of the meeting
- Summary for those who couldn’t attend the meeting
- Legal documents in case of formal meetings
- Reference document for future meetings
Elements of meeting minutes
- Date and time
- Names of present and absent participants
- Location
- Meeting agenda
- Topics discussed
- List of motions raised, and voting outcomes
- Key takeaways
- Next actionable steps
If the purpose is to discuss the progress of an ongoing project, then minutes should include:
- Project status
- Supplementary documents
- Next tasks assigned
- Name of individuals assigned for each task
- Deadlines set for following tasks
1. What's Minutes of Meeting?
Meeting minutes are notes that are recorded during a meeting. They highlight the key issues that are discussed, motions proposed or voted on, and activities to be undertaken. The minutes of a meeting are usually taken by a designated member of the group. Their task is to provide an accurate record of what transpired during the meeting.
2. Why minutes of meeting is important?
Minute Taking is vital and provides a comprehensive record of the proceedings of the meetings. Understanding the Importance of Minute Taking can lead to more effective and productive meetings. Meeting Minutes help participants refer back to the discussions, track progress, and make informed decisions.
Meeting minutes are meant to be a formal and accurate record of what transpired during a meeting – the topics discussed, the decisions made, and the actions assigned. Inaccurate minutes can lead to confusion, miscommunication, and even conflict among meeting attendees and other stakeholders.
Need of Minutes of Meeting
- Continuity
Minutes act as a bridge from one meeting to another by maintaining a logical flow of thoughts and steps. - Record
These serve as official records, inscribing decisions made, actions required, and responsibilities entrusted. - Reference
Minutes prove handy for members if they need to recall what happened in a meeting. - Accountability
As minutes assign tasks to individuals, they promote responsibility.
3. What's the elements of MoM?
- Date.
- Time.
- Location.
- Participants.
- Topics discussed.
- Motions.
- Voting outcomes.
- Next meeting date and place.
4. What's the steps of MoM?
The five steps that you must include are:
- Pre-Planning
- Record taking – at the meeting
- Minutes writing or transcribing
- Distributing or sharing of meeting minutes
- Filing or storage of minutes for future reference.
5. How many types of Minutes of Meeting are there?
- Formal
Minutes with comprehensive details. You find them in official or board meetings, places that need heavy documentation. - Informal
These minutes are short and informally put together. Designed to suit casual or internal team huddles.
6. How to take effective minutes?
Effective minute-taking
Before the meeting
- Together with the Chair, decide what kind of record needs to be created in view of the purpose and objectives of the meeting(s), any specific operational requirements related to the group or committee, any University-mandated recordkeeping requirements, any policy and/or legal requirements, etc.
- Prepare templates for agendas and minutes that contain the items in “what to include” below, and that facilitate consistent formatting, sequencing and content. Use your agenda to formulate an outline for the minutes template.
- Prepare an agenda that lists the meeting time, date, location and items for consideration, and attach any materials needed for review by members.
- Review all meeting materials before the meeting.
- If you use a computer to take notes, make sure you have a backup method (e.g., paper and pen).
- Prepare and bring an attendance sheet. Ask members to indicate their presence, as they arrive, by putting a check mark next to their name.
After the meeting
What to include
- Write the minutes as soon as possible after the meeting has taken place. Present the discussions neutrally, giving appropriate emphasis to arguments on all sides of the discussion.
- Meeting date, time and location
- Names of the committee or other group holding the meeting, the Chair and Secretary
- List of those present, including guests in attendance, and any recorded regrets/absences
- A record of formal motions and outcomes
7. What's the suitable template for MoM?
Meeting Minutes Template:
Here’s a simple template you can refer to next time you need to take meeting minutes:
Organization Name
Meeting Minutes
Date:
Opening:
The meeting was called to order at [Time] by [Name] at [Location].
Present:
[List of all present members]
Absent:
[List of any members who were not present]
Approval of Agenda:
The agenda was reviewed and approved.
Approval of Minutes:
The minutes from the previous meeting were reviewed and approved.
Business From the Previous Meeting:
- [Summary of any motions or topics from the previous meeting, including decisions made]
New Business:
- [Summary of any new motions or topics raised, including decisions made]
Additions to the Agenda:
- [Summary of any additional items raised during the meeting]
Adjournment:
The meeting was adjourned at [Time] by [Name]. The next meeting will be held on [Date] at [Location].
Minutes submitted by:
[Name]
Minutes approved by:
[Name]
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 summarize the main points for each topic.
- Note any decisions made, roadblocks identified, or solutions proposed.
8. What's the advantages of MoM?
Meetings are one of the most controversial topics in the workplace. Some people hate them, while others believe they are necessary for successful teams to work together.
There are some advantages:
- Opportunity to problem solve together
- Ability to make everyone feel included
- Time to get everyone aligned about a topic
- Some people find them relaxing compared to doing independent work.
9. Why and when MoM should be avoided?
There are also clear disadvantages:
- Meetings take a lot of time away from being productive
- People are invited to meetings when they aren’t needed there
- The loudest people in the room can dominate the conversation
- Unless takeaways are written down after, decisions made in the meeting aren’t recorded
When minutes of meeting should not be recorded?
Personal observations or judgmental comments should not be included in meeting minutes.
All statements should be as neutral as possible.
Avoid writing down everything everyone said.
10. What's are don'ts in MoM?
What not to include
Remember that with executive-style minutes, only actions are recorded in the formal record. In particular:
- Avoid directly quoting individuals
- Don’t include unsubstantiated or subjective information or opinions
- While it is acceptable to identify individuals where they are acting in their business or professional capacity as an elected or appointed member or officer, such as presenting a report or other scheduled item, it is not recommended to identify individual participants together with their opinions. Use the passive voice to summarize the main points raised:
- It was moved, seconded and carried that…
- In the discussion about X the following points were raised…
- Proponents of the resolution elaborated on the rationale and, in response to a question, gave assurances that…
- Clearly identify each document presented and discussed. If required, consult with the Chair on any issues that require clarification.
11. Tips and tricks for good MoM?Be Prepared: It is necessary to check the list of topics to be covered, so you would know the main topics to be addressed.
Create a structured guideline or a checklist to streamline the process and avoid missing out on anything.
Be Concise and Clear: – Contribute to the main discussed issues, things that were done or decided, and things that will be done.
Your document should be easy to read, so we recommend you use bullet points and headings.
Use Accurate Terminology: Confirm that you are using appropriate terms and language depending on the meeting you intend to have.
Review the names, dates, and numbers to ensure their credibility.
Highlight Decisions and Actions: Ensure that decisions made during the meeting are clearly stated.
Provide the specific actions that should be taken along with the person who is responsible for taking the action and the expected time frame for completion of the actions.
Review and Edit: After taking the minutes, it is vital to check them to ensure they are accurate and comprehensible and contain a summary of everything that happened.
Check for any spelling or grammatical mistakes that may have occurred.
Ensure Timely Distribution: Circulate the minutes within 24-48 hours after the meeting.
Make sure that all your colleagues get a copy as well as ensure all the related stakeholders get one.
Keep learning
Don’t Transcribe Every Word: Not every word should be included.
Avoid Personal Opinions: Minutes should be an objective record of the meeting.
Do not add your individual opinions or interpretations to what was said during the task.
Be Prepared: It is necessary to check the list of topics to be covered, so you would know the main topics to be addressed.
Create a structured guideline or a checklist to streamline the process and avoid missing out on anything.
Be Concise and Clear: – Contribute to the main discussed issues, things that were done or decided, and things that will be done.
Your document should be easy to read, so we recommend you use bullet points and headings.
Use Accurate Terminology: Confirm that you are using appropriate terms and language depending on the meeting you intend to have.
Review the names, dates, and numbers to ensure their credibility.
Highlight Decisions and Actions: Ensure that decisions made during the meeting are clearly stated.
Provide the specific actions that should be taken along with the person who is responsible for taking the action and the expected time frame for completion of the actions.
Review and Edit: After taking the minutes, it is vital to check them to ensure they are accurate and comprehensible and contain a summary of everything that happened.
Check for any spelling or grammatical mistakes that may have occurred.
Ensure Timely Distribution: Circulate the minutes within 24-48 hours after the meeting.
Make sure that all your colleagues get a copy as well as ensure all the related stakeholders get one.
Keep learning
Don’t Transcribe Every Word: Not every word should be included.
Avoid Personal Opinions: Minutes should be an objective record of the meeting.
Do not add your individual opinions or interpretations to what was said during the task.
- Proofreading is key
Look over your notes for any available mistakes. High accuracy levels make your minutes rock solid. - Proactive updates
Do update the progress of tasks listed out in meetings gone by, often. - Quick share
Better to share your minutes soon after the meeting. That way, everyone still has a fresh mind.
12. Tools Specifically For Meeting Minutes:
- Proofreading is key
Look over your notes for any available mistakes. High accuracy levels make your minutes rock solid. - Proactive updates
Do update the progress of tasks listed out in meetings gone by, often. - Quick share
Better to share your minutes soon after the meeting. That way, everyone still has a fresh mind.
If you are wondering about the types of tools you might use specifically for meeting minutes go through the details below:
- Google Docs: Also supports collaborative note taking. [Here are some meeting minute sample templates in Google docs. If you send out a meeting request using Google Calendar, you can attach a Google doc agenda outline. Once minutes are crafted (using the outline), you can simply share the document with the group using their email addresses.]
- OneNote: (if you are a Microsoft user) – Very fast and allows for organization of notes. Also support audio recording with corresponding note time-stamping.
- Notion: Notion is a great platform for organizing meeting minutes. It’s hierarchical document structure is a fantastic way to organize your meeting minutes in any way you want.
- Evernote: Great note taking tool.
- Agreedo: supports creation of meeting minutes and tracking the results.
- minutes.io: allows you to quickly take meeting minutes with hotkey shortcuts and the abilityto work online or offline.
13. Examples of MoMOrganization Name
Meeting Minutes
Date:
Opening:
The meeting was called to order at [Time] by [Name] at [Location].
Present:
[List of all present members]
Absent:
[List of any members who were not present]
Approval of Agenda:
The agenda was reviewed and approved.
Approval of Minutes:
The minutes from the previous meeting were reviewed and approved.
Business From the Previous Meeting:
- [Summary of any motions or topics from the previous meeting, including decisions made]
New Business:
- [Summary of any new motions or topics raised, including decisions made]
Additions to the Agenda:
- [Summary of any additional items raised during the meeting]
Adjournment:
The meeting was adjourned at [Time] by [Name]. The next meeting will be held on [Date] at [Location].
Minutes submitted by:
[Name]
Minutes approved by:
[Name]
14. ConclusionsKeeping minutes of meeting simple works wonders. With these tricks up your sleeve, you’ll see that composing notes, even in unscheduled meetings, turns second nature to you.
15. FAQs
Organization Name
Meeting Minutes
Date:
Opening:
The meeting was called to order at [Time] by [Name] at [Location].
Present:
[List of all present members]
Absent:
[List of any members who were not present]
Approval of Agenda:
The agenda was reviewed and approved.
Approval of Minutes:
The minutes from the previous meeting were reviewed and approved.
Business From the Previous Meeting:
- [Summary of any motions or topics from the previous meeting, including decisions made]
New Business:
- [Summary of any new motions or topics raised, including decisions made]
Additions to the Agenda:
- [Summary of any additional items raised during the meeting]
Adjournment:
The meeting was adjourned at [Time] by [Name]. The next meeting will be held on [Date] at [Location].
Minutes submitted by:
[Name]
Minutes approved by:
[Name]
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