How to write minutes of meetings?

Minutes Of Meetings Writing Guide

Writing minutes of a meeting involves many different important steps like organizing, documenting key points, decisions, and action items, and reviewing and editing necessary items during the meeting. Mentioned below are the points that can help you in writing effective meeting minutes:

Organizing and Preparing: Preparing and organizing relevant meeting material is very important for the meeting minutes writing guide. One needs to gather material such as the meeting agenda, supporting documents, and also previous meeting minutes before starting the meeting. Further, it is also important to set up a document or a template to record the minutes. 

Top Header: header information is very essential hence it’s important to include important information at the top of your document. The top Header includes the meeting’s essential information like title, time, date, and names of meeting attendees. 

Attendance: attendance list is also important to keep in view so it’s essential to create an attendees list and keep a note of those who attended the meeting, joined remotely and who were absent. Also included relevant designations and their full names. 

Agenda review: agenda review is important hence summarising the items that are discussed in the meeting. Make a paragraph or list of major topics or issues covered.  

Key points: provide key discussion points, by focusing on the main points, concerns, decisions, or suggestions. You need to be concise and objective in your descriptions. 

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Specific action items: specific action items need to be recorded during the meeting and also state who is responsible for each action, the completion deadline, and additional details. Using action verbs can play a very important role and can be also helpful to describe tasks. 

Decisions or resolutions: note down the decision or resolutions that were made during the meeting. If applicable, state the outcome clearly and document accurately the decisions that were made during the meeting to ensure everyone is on the same page. 

Follow-ups: keep a note of issues that were not resolved in the meeting and also note down topics that are in need of further discussion or require follow-up. These open issues or follow-up includes things that need to be cleared, conducting research, or those agenda items that need to be addressed further.

Next Meeting details: at the end of the information you need to add the next meeting details like the date, time, or location that has been selected for the coming meet. You can also mention at the end of the minutes that the details will be provided later. 

Review and Edit: once the meeting is over, review the minutes that you have noted down for accuracy, completeness, and clarity. This review can also help you in editing the necessary details for clarification. Once everything is done you can distribute the minutes among the meeting attendees and to other necessary or relevant stakeholders. 

Remember, the goal of meeting minutes is to provide an accurate and concise record of what transpired during the meeting. It’s important to remain objective and focus on capturing the essential information.

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Professional Minutes of Meeting Format

After keeping the meeting minutes’ writing guide in mind you can easily make professional minutes of meeting format, here is the procedure or format that can help you in preparing amazing minutes of the meeting. 

  • First of all, you need to start a professional meeting format with Meeting Date, Time, and Location as mentioned below: 

Meeting Date: [Insert Date]

Meeting Time: [Insert Time]

Meeting Location: [Insert Location]

  • Now you have to mention attendees, their names along with Apologies as given below: 

Attendees:

[Insert Name 1]

[Insert Name 2]

[Insert Name 3]

[Insert Name 4]

[Insert Name 5]

Apologies:

  • Next, you need to insert the name of the agenda and also insert agenda item one. 

[Insert Name]

Agenda:

[Insert Agenda Item 1]

  • Once it’s done, you have to focus on the meeting discussion in Inorder to summarise key points of the discussion 

Discussion:

[Summarise key points of the discussion]

  • Additionally, you have to note down the decisions that were taken in the meeting. Your decision list must be related to the agenda items of the meeting. 

Decisions:

[List any decisions made related to the agenda item]

  • Further, you have to note down action items by inserting action items one and two with respect to their responsible name and deadlines. 

(Repeat the above-mentioned process in action items)

Action Items:

[Insert Action Item 1]

Responsible: [Insert Name] 

Deadline: [Insert Deadline]

[Insert Action Item 2]

Responsible: [Insert Name]

Deadline: [Insert Deadline]

[Insert Agenda Item 2]

Discussion:

[Summarise key points of the discussion]

Decisions:

[List any decisions made related to the agenda item]

Action Items:

[Insert Action Item 1]

Responsible: [Insert Name]

Deadline: [Insert Deadline]

[Insert Action Item 2]

Responsible: [Insert Name]

Deadline: [Insert Deadline]

[Insert Agenda Item 3]

Discussion:

[Summarise key points of the discussion]

Decisions:

[List any decisions made related to the agenda item]

Action Items:

[Insert Action Item 1]

Responsible: [Insert Name]

 Deadline: [Insert Deadline]

[Insert Action Item 2]

Responsible: [Insert Name]

Deadline: [Insert Deadline]

Additional Notes:

  • Once you are done with action items, now it’s time to mention additional notes that are relevant to the meeting. 

[Insert any additional notes or comments relevant to the meeting]

  • Now mention the next meeting time to the attendees. 

Next Meeting:

  • Before winding up you have to insert the next meeting date, time, location, and meeting adjourned time. 

Date: [Insert Next Meeting Date]

Time: [Insert Next Meeting Time]

Location: [Insert Next Meeting Location]

Meeting Adjourned at [Insert Time]

  • Lastly, you have to insert your name and date. 

Prepared by: [Insert Name]

Date: [Insert Date]

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Conclusion 

This is the guide that can help in achieving the goal of meeting minutes. The main reason behind meeting minutes is to provide an accurate record of meetings in just a few minutes. It’s important to note down the key points of the meeting in order to provide essential information about the meeting. 

FAQ’s

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