During meetings, it is very crucial to keep tabs on what has been said, what has been agreed on, and what action items should be prioritized. Without those notes, it would be extremely easy to forget and miss important information, making it harder to come to a conclusion or decision within the team. This is why meeting minutes are very important as not only they can be used as a guide for the next meetings, but they can also help you collate essential data without missing a point. In this article, we will help you make a meeting minute form with a few simple steps which you can read further below. 

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What is Meeting Minutes?

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Meeting minutes are a written record of discussions, decisions, and actions that occur during a meeting. Typically prepared by a designated minute-taker, they document key points such as attendees, agenda items, resolutions, and assigned tasks. Meeting minutes serve as a formal record for reference, accountability, and communication within an organization.

What is the Process of Meeting Minutes?

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  1. Preparation:
    • Gather the agenda, attendee list, and any relevant documents.
    • Create a template with sections for date, attendees, agenda items, discussions, decisions, and actions.
  2. Active Participation:
    • Engage in active listening during the meeting, noting key points, decisions, and assigned tasks.
    • Capture essential details, including names of speakers, major discussions, and any opposing viewpoints.
  3. Prompt Documentation:
    • Immediately after the meeting, compile detailed notes into a cohesive document.
    • Structure the minutes chronologically, following the meeting agenda.
  4. Review and Clarification:
    • Review the draft minutes for accuracy, completeness, and clarity.
    • Seek clarification from participants if any information is unclear or incomplete.
  5. Distribution and Approval:
    • Share the finalized minutes with attendees for review and feedback.
    • Obtain approval or revisions from participants, and once approved, distribute the final document to all relevant stakeholders.

Free Writing Meeting Minutes Template

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Meeting minutes document key discussions, decisions, and actions taken during a meeting. They include attendees, agenda items, and resolutions, serving as a formal record for future reference. Well-organized meeting minutes help track progress, ensure accountability, and communicate important information to participants and absentees.

Meeting Minutes Template

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Sample Meeting Minutes

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Statement of Position Meeting Minutes

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A Statement of Position Meeting Minutes records discussions and decisions related to a specific stance or viewpoint within a meeting. It documents key points, agreements, and any actions taken regarding the establishment or clarification of a particular position on a given matter. These minutes serve as an official record of the collective standpoint

Board Meeting Minutes

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Board meeting minutes are comprehensive records documenting discussions, decisions, and actions taken during official board meetings. They include agenda items, attendees, and key outcomes, serving as a legal and historical record. Accurate and detailed board meeting minutes are crucial for transparency, compliance, and effective governance within an organization.

Draft Meeting Minutes

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Draft meeting minutes serve as an initial written record of a meeting’s proceedings. They capture discussions, decisions, and action items before being finalized. This preliminary document allows for review and correction by participants before being formally approved, ensuring accuracy and completeness in the final version of the meeting minutes.

Meeting Minutes Checklist

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A sample meeting minutes checklist ensures comprehensive documentation of crucial details. Include essentials like attendee names, agenda items, discussions, decisions, and action items. Confirm accuracy, clarity, and completeness. Follow up by promptly distributing the minutes for review and approval, fostering accountability and alignment among participants.

Standard Meeting Minutes

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Meeting Minutes Form

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Meeting Minutes in PDF

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Board Meeting Minutes Checklist

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Search Committee Meeting Minutes

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Organizational Meeting Minutes

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Committee Meeting Minutes

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Safety Committee Meeting Minutes

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What to Include in Meeting Minutes?

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  1. Attendees:
    • Enumerate the names and roles of individuals present to create a record of the meeting participants. This helps in accountability and ensures that all stakeholders are accounted for.
  2. Agenda Items:
    • Provide a concise breakdown of the meeting agenda. This serves as a roadmap for the minutes, outlining the topics discussed and maintaining a structured flow for easy reference.
  3. Decisions:
    • Clearly articulate any conclusions or determinations made during the meeting. This ensures that all participants are aware of the outcomes and facilitates accountability in implementing these decisions.
  4. Action Items:
    • Document specific tasks assigned during the meeting, including responsibilities and deadlines. This section is crucial for tracking progress, holding individuals accountable, and ensuring that follow-up actions are carried out effectively.
  5. Next Steps:
    • Summarize the future actions or plans discussed for ongoing projects or initiatives. This provides a forward-looking perspective, assisting in continuity and aligning participants on the expected trajectory post-meeting.

Youth Council Meeting Minutes

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Regular Meeting Minutes

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Nutrition Services Stakeholders Meeting Minutes

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The Nutrition Services Stakeholders Meeting Minutes meticulously capture key details of discussions among stakeholders. Attendee names, agenda items focusing on nutrition services, decisions, assigned tasks, and upcoming steps are documented. This record ensures transparent communication, accountability, and a reference point for stakeholders involved in advancing nutrition-related initiatives.

Club Meeting Minutes

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Unapproved Board of Directors Meeting Minutes

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Unapproved Board of Directors Meeting Minutes refers to the draft minutes awaiting formal approval. These documents capture discussions, decisions, and actions taken during board meetings but have not yet been endorsed by the board. Once approved, they become an official record; until then, they remain subject to potential revisions.

Pre-Construction Conference Meeting Minutes

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Creating and Approving Meeting Minutes

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Approving Meeting Minutes

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Approving meeting minutes is a crucial step to validate the accuracy and completeness of recorded discussions, decisions, and action items. Participants review the minutes, suggest corrections if needed, and provide their approval. This formalizes the document, creating a reliable reference for future actions and serving as an official record of the meeting.

Board of Finance Regular Meeting Minutes

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Meeting Minutes Record

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Shareholders Meeting Minutes

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Shareholders meeting minutes record discussions and decisions made during corporate shareholder gatherings. They document attendee details, financial reports, voting outcomes, and significant resolutions. These minutes serve as an official record, ensuring transparency, compliance with regulations, and accountability to shareholders.

Toppers Meeting Minutes

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Importance of Meeting Minutes?

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  1. Documentation:
    • Provides a written record of discussions, decisions, and actions taken during a meeting.
  2. Reference Material:
    • Serves as a valuable resource for recalling details and tracking progress.
  3. Accountability:
    • Assigns responsibilities, fostering accountability among participants for action items.
  4. Legal Protection:
    • Acts as a legal record, offering protection in case of disputes or audits.
  5. Communication:
    • Communicates meeting outcomes to both attendees and absentees.
  6. Decision Traceability:
    • Enables tracing the evolution of decisions and understanding their context.
  7. Strategic Planning:
    • Aids in strategic planning by documenting key discussions and insights.
  8. Follow-up and Implementation:
    • Guides follow-up activities and ensures the implementation of agreed-upon actions.
  9. Project Management:
    • Supports project management by documenting project-related discussions and plans.
  10. Historical Record:
    • Creates a historical archive, offering insights into the organization’s evolution and decision-making over time.

Tax Commission Regular Meeting Minutes

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The Tax Commission Regular Meeting Minutes serve as an official record documenting discussions, decisions, and actions taken during scheduled tax commission meetings. These minutes include details such as attendee names, agenda items, resolutions, and any crucial tax-related decisions. The document provides a comprehensive record for reference and transparency in tax-related matters.

Official Meeting Minutes

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Board of Funeral Service Meeting Minutes

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Union Elementary General Meeting Minutes

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The Union Elementary General Meeting minutes capture vital details from the gathering. Documenting attendee names, agenda items, decisions, action items, and next steps, these minutes serve as an official record, fostering transparency and accountability. They provide a concise overview of discussions and outcomes for participants and absentees to stay informed.

Leadership Meeting Minutes

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Planning Committee Meeting Minutes

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Board of Fire Wards Meeting Minutes

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Board of Fire Wards meeting minutes detail discussions and decisions made by the governing body responsible for overseeing fire-related matters. These minutes record attendee names, agenda items, resolutions, and action items, serving as an official account of proceedings. They are vital for accountability, transparency, and historical reference in fire management governance.

Quarter Meeting Minutes

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Risk Management Meeting Minutes

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Risk management meeting minutes document discussions related to identifying, assessing, and mitigating risks within an organization or project. They include attendee details, risk assessments, proposed strategies, and action items to address potential issues. Well-maintained minutes aid in fostering a proactive approach to risk management and ensuring accountability for risk mitigation efforts.

Simple Meeting Minutes

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Meeting Minutes Format

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Virtual Meeting Minutes

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Virtual meeting minutes capture key details of online discussions, decisions, and action items. They include participant names, agenda points, and outcomes. Recording virtual meeting minutes helps maintain accountability, track progress, and provide a reference for absentees. A structured approach ensures effective documentation of essential information from virtual interactions.

Board of Health Meeting Minutes

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Why are they Called Meeting Minutes?

Meeting minutes are named for their concise nature, capturing essential details in a brief timeframe. “Minutes” refers to the Latin “minuta scriptura,” meaning small notes. The term evolved to signify the condensed recording of proceedings during meetings, emphasizing the brevity and significance of the documented information.

Video Conference Call Meeting Minutes

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Video conference call meeting minutes document discussions, decisions, and action items during virtual meetings. They include participant names, agenda items, and key points raised, serving as a formal record. Detailing technical issues, if any, ensures a comprehensive account, aiding in accountability and maintaining clarity for participants who couldn’t attend the virtual meeting.

Final Meeting Minutes

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School Site Council Meeting Minutes

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Teleconference Meeting Minutes

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Teleconference meeting minutes capture discussions, decisions, and action items in virtual meetings. They include participant details, agenda items, and key points, ensuring a comprehensive record of remote discussions. These minutes play a vital role in maintaining transparency, accountability, and alignment among team members who may not be physically present.

Policy Committee Meeting Minutes

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Who is Responsible for Taking Meeting Minutes?

The responsibility for taking meeting minutes typically falls on a designated individual, often an administrative assistant, secretary, or a rotating role among team members. This person ensures accurate documentation of discussions, decisions, and action items during the meeting, providing a valuable record for future reference and accountability.

University Meeting Minutes

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University meeting minutes serve as a formal record of discussions, decisions, and actions taken during academic and administrative gatherings. These documents include details on attendees, agenda items, resolutions, and future plans. They play a vital role in communication, accountability, and the effective management of university affairs.

Professional Faculty Assembly Meeting Minutes

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Budget Approval Meeting Minutes

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Executive Board Meeting Minutes

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Executive Board Meeting Minutes meticulously capture discussions, decisions, and actions undertaken during high-level board meetings. These formal records document strategic planning, financial decisions, and major corporate initiatives. Detailed and accurate executive board meeting minutes serve as a historical reference and a basis for accountability in guiding the organization’s direction.

Information Technology Leadership Group Meeting Minutes

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Closed Meeting Minutes

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Closed meeting minutes document discussions and decisions from confidential or private meetings, often involving sensitive information or exclusive participants. These minutes ensure a detailed record while maintaining the confidentiality required. Access to closed meeting minutes is typically restricted to authorized individuals, safeguarding the privacy and security of the discussed matters.

Meeting Minutes in DOC

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Meeting Minutes in Business

  1. Record of Decisions:
    • Meeting minutes in business serve as a formal record of decisions made during meetings. This documentation ensures clarity on agreed-upon actions and provides a reference point for future discussions and accountability.
  2. Legal Documentation:
    • Meeting minutes serve as legal documentation, especially in important business meetings such as board meetings or shareholder meetings. They provide evidence of discussions, decisions, and actions taken, which can be crucial in legal proceedings or disputes.
  3. Accountability:
    • By documenting action items and assigning responsibilities to specific individuals, meeting minutes help hold participants accountable for their commitments. This accountability ensures that tasks are completed in a timely manner and contributes to the overall effectiveness of business operations.
  4. Communication Tool:
    • Meeting minutes facilitate communication by summarizing key points discussed during the meeting. They can be shared with attendees and stakeholders who were unable to attend the meeting, ensuring everyone is kept informed about important decisions and actions.
  5. Reference Material:
    • Meeting minutes serve as a valuable reference material for employees, managers, and stakeholders. They provide a documented history of past meetings, including discussions, decisions, and outcomes, which can be referred to when needed to refresh memories or track progress on action items.
  6. Strategic Planning:
    • Meeting minutes play a role in strategic planning by documenting discussions related to business strategies, goals, and objectives. They provide insights into the thought processes behind strategic decisions, which can inform future planning and decision-making processes.
  7. Risk Management:
    • Meeting minutes can aid in risk management by documenting discussions around potential risks and mitigation strategies. By recording these discussions, businesses can track the identification and management of risks over time, helping to minimize potential negative impacts on the organization.
  8. Training and Onboarding:
    • Meeting minutes can be used as training and onboarding materials for new employees. By reviewing past meeting minutes, new hires can gain an understanding of the organization’s culture, decision-making processes, and key initiatives, helping them to integrate more quickly into their roles.

How To Make a Meeting Minute?

The format and layout of a meeting minute may simply depend sometimes on the type of meeting conducted (formal meeting or informal meeting). However, most meeting minutes have the same elements and structure, but you only need to pick what is suitable at the moment. Here are some of the contents that you should consider including in your meeting minutes. 

1. Meeting Time

If you are keeping meeting minutes for the record, it would be best to write down the time and date of the meeting. Indicating dates is not only for the sake of keeping tabs on when the meeting was conducted, but it can also help you adjust your respective timelines to perform the task indicated in the minute as well as set the next meeting schedule

2. List of Meeting Participants

The next element that you should include in your minute was the name of the people who participated in the meeting. If the people who came into the meeting were quite a huge number, it would be best to prepare a separate attendance sheet where they can write their own names so you can copy them after. Always make sure that when writing their names, you need to also provide the right salutations for each, i.e., Miss, Mrs., Mr., Hon., and so forth. 

3. Meeting Agenda

The most important part of writing meeting minutes is the agenda itself. Without an agenda, all meeting participants would find it hard to start a discussion, and if you are writing the minute, you would also find it difficult to take notes. If you want organized meeting minutes, you need to write down the agenda first. Make sure that there are spaces between the lines so that you can write bulleted notes underneath every agenda as well as the name of the presenter of the discussion. 

4. Action Items

Another element that makes a meeting minute vital to any business and project management is the inclusion of action items. The action items are tasks that need to be completed by one individual or a group of people before the next meeting will take place. These tasks should be written right before the meeting ends so that it would be efficient for you to go back to your notes for a gentle follow-up. 

Why are meeting minutes important?

Meeting minutes capture key discussions, decisions, and actions, serving as a formal record, promoting accountability, and providing reference for future planning and follow-up.

Why should we write meeting minutes?

Meeting minutes are the simplest and easiest way to keep track of your discussions as well as monitor the progress of each participant in the performance of their assigned tasks. It can also be used as material to hold someone accountable for their decisions and votes.

What should not be included in a minute?

One of the things that you should never write down or include in a meeting minute are your personal comments. If you want to be professional and accurate in your job as the note-taker, you need to set aside any personal objections and refrain from writing unsolicited advice on the document.

When was the first meeting minute created?

There was no defined date as to when the meeting minutes were created, but according to history, the creation of minutes can be traced as far as the 18th century. Meeting minutes came from the Latin word “minuta scriptura”, which literally translates to small notes in English. So, we can assume that meeting minutes may originate from a Latin-speaking country.

A meeting minute is a very helpful tool if you want to document important matters that have been discussed during a meeting. It is also vital if you want to see the progress that you and your team have achieved when tackling issues about projects and business. Download our editable and printable templates by clicking our samples above or by browsing our gallery on our website. 

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