Collaboration and cooperation is paramount in every team, company, organization, or even just a group of people. In movements that require help from multiple other people, it is important to be able to establish a clear medium of communication by routinely gathering enough feedback and information from one member to another. Everybody that is affiliated with a group, especially general members and leaders, must be able to easily participate in the decision making process with the rest of the governing body.

That is why routine meetings are necessary for all group or teams or organizations. Meetings keep everyone on track for whatever project they may be working with or just the overall status of the group. But most of the time, routine meetings alone are not enough, it has to be supported by a tool or document that keeps every information arranged and organized. That is why minutes of the meetings are just as important as the meetings themselves.

Minutes of the meeting are notes that have been recorded by a designated person of the board taking note of the events for the duration of the meeting. The document highlight the issues that have been covered, discussed, motions that have been raised and approved or rejected, items that have been voted on, and the tasks that need to be accomplished by the end of the week. Not only does it store information, it also serves as an outline for those who have not been able to attend the weekly meeting. It essentially covers what happened and what decisions were made, to be presented in a clear and summarized manner.

It’s a particularly important tool to have, especially in an organization with a governing body that covers a lot of projects in a span of a week. The minutes can easily help with the dissemination of information to the rest of the team, especially for those who are not part of the general officers, but still need to be informed. It can also be used as a solid reference point for the next routine meetings that will take place after a week. To properly familiarize yourself with the document and how it works, check out these weekly meeting minutes samples that we have listed down below. After taking a look and acquainting yourself enough, you can then use these samples as a guide or even as a template for your own weekly meeting minutes.

10+ Weekly Meeting Minutes Samples

1. Formal Weekly Meeting Minutes

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2. Weekly Sales Meeting Minutes

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3. Weekly Staff Meeting Minutes

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4. Weekly Safety Meeting Minutes

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5. Printable Weekly Meeting Minutes

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6. Weekly Staff Meeting Minutes Format

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Size: 35 KB

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7. Weekly Construction Meeting Minutes

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8. Standard Weekly Meeting Minutes

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9. Editable Weekly Meeting Minutes

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Size: 81 KB

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10. Basic Weekly Meeting Minutes

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11. Weekly Safety Meeting Sample

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  • DOC

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What Is a Weekly Meeting Minutes?

Weekly meeting minutes are just essentially minutes of the meeting, tailored to organizational meetings that happen once every week. These are official documents that contain a written record of the meeting for the entire group. It can be an organization, administration, or even faculty. The document can serve multiple purposes from being used as a tracking the progress of the project that the group might be working on, provide details for future activities that they might do, and serve as a solid reference point for the next meetings one week after.

It also contains the record of the motions made, whether they were approved or not, votes that have been passed, and the attendees of the meeting. It’s essentially an official summary of the events that took place in the meeting, not a verbatim transcript of what everybody said, but more of an outline of the events. A designated member is usually assigned to draft the minutes of the meeting, usually the secretary of the organization.

What Should Be Included in a Weekly Meeting Minutes

The individual tasked to note the minutes of the meeting should have a crystal clear idea of what their task is and how to do it. If ever they are unsure, they should approach the president or the leader of the group and clarify some pieces of information. For example, if voting will take place sometime in the meeting, they should be wary whether or not they’ll include the names of the voters. Some groups may have different formats and parameters, but regardless, a minutes of the meeting should contain the following details.

  • Date
    • Date and time of when the meeting took place, following a proper dating format
  • Attendance
    • A list of the people present, and a separate list for those who were tardy or absent.
  • Motions from the minutes of the previous meeting
    • What decisions were made regarding the minutes of the past meeting, clarifications made, and the motions regarding the agenda of the past meeting
  • Motions and decisions of the current agenda
    • Activities and tasks that need to be accomplished
    • Steps and proceedings
    • Outcomes of the voting
    • Motions that have been approved or denied
    • Recent and accomplished businesses
    • Details such as agenda and venue for the next weekly meeting

After the meeting has ended, the member that was designated should be able to immediately gather the resources that they need in order to write the minutes in a clear and comprehensive manner. Writing all the information down in a piece of paper is not enough for a minutes of the meeting, that would just be your notes. You have to actually try to draft it and make sense of it, for the convenience of everybody else on the group. Be sure to write the final minutes of the meeting while information is still fresh in your mind. Review and outline the information presented, and clarify pieces of information if you need clarification. Make sure the final version of the document is clear and concise.

FAQs

Who should approve the written minutes of the meeting?

Minutes are to be signed by the secretary of the organization, or if customary to the group, may also be signed by the president of the organization.

What are helpful tips for taking the minutes of the meeting?

  • Use a template like the ones we’ve provided above
  • Take note of the attendance of people as they arrive
  • Make introductions for everyone
  • Keep track of every event as they happen
  • Seek clarification on pieces of information if needed
  • Make sure that your notes are concise and comprehensive

Does weekly mean once a week?

Yes.

Minutes of the meeting are essential documents because they keep everyone on track and focused for the goals that you may have set. It also serves as a clear official record of the points and motions that have been raised or discussed during the duration of the meeting.

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