Every major company will have meetings at some point in time so that they can discuss important business-related matters. However, there needs to be someone who’s able to take down notes on everything that was discussed as the information can be utilized for future meetings.
This means that you’ll need someone competent enough to take note of everything that takes place during the meeting, and a document that’s able to properly compile all of the information or issues that have been brought up. And that’s why this article is going to teach you how to come up with a meeting minutes document.
Elements of a Good Meeting Minutes
If you want to be able to create a meeting minutes document, then you should know that there are important elements that you are going to have to consider. Without them, you won’t be able to convey all of the things that took place within a previous or recently adjourned the business meeting. So be sure that you are able to include the following:
- Heading: This is where you’ll place the name of the team or the committee, along with other information such as the date in which the meeting took place, the location in which it was held, and the time that it started.
- Attendees: If there’s going to be a meeting, then it’s obvious that there are going to be a ton of people in it. This is why you’re going to have to take note of all of them and place their complete names into the document, even those who weren’t able to attend.
- Approval of previous minutes: This is the element that will point out whether the minutes of a previous meeting were approved by the committee. This also states if there were any corrections to the previous minutes or if there were any outstanding actions and responsibilities.
- Action items: These are any business that was left unfinished from previous meetings, as well as ones that have been presented in the current meeting. This is also where you talk about the topics discussed, who discussed them, and decisions that have been reached due to the discussion.
- Announcements: This is where you basically place any announcements made by any of the individuals from the committee, or those who sent their apologies for not being able to attend the current meeting.
- Next meeting: It’s here that you will be pointing out when and where the next meeting is going to be held.
- Signature: This is where the person who created the minutes must be placed. Other information such as the date in which the minutes were prepared and his/her signature will be required.
10 Meeting Minute Samples
Sales Meeting Sample
Annual Meeting Template
Corporate Meeting Sample
Team Meeting Example
Meeting Minutes Memo Template
Basic Meeting Minutes Template
Business Meeting Minutes Sample
Club Meeting Minutes Template
Management Team Meeting Minute
Construction Process Meeting Minutes
How to Create a Good Meeting Minutes
Now that you’ve learned about the important elements, then the next thing to do is for you to use what you’ve learned to come up with proper meeting minutes. Although this isn’t always going to be an easy task, it’s one that you will be required to do as the information that this document presents is invaluable to any company.
With that in mind, here are the steps that you are going to have to follow:
Write Down the Basic Details Regarding the Meeting
When you start creating the meeting minutes, the first thing that you’re going to have to do is to point out its most basic information. Be sure that you are able to include the following:
- The name of the team conducting the meeting: Right from the very beginning, you need to know who issued the meeting in the first place. If its a specific team, then be sure to write down the team’s exact name. If it’s a single individual from a particular committee, then write down that person’s name into the document.
- The date and time it took place: It’s important to know when a meeting took place as there are some who may want to verify the matter. Also, knowing when it happened will make it easier to recall what may have taken place. So when writing down the date, be sure to include the month, day, and year. As for the time, just write down the exact hour and minutes that the meeting took place and ended
- Those who took part in the meeting: You’ll have to be very specific in terms of who attended the meeting. It’s here that you’ll be pointing out the exact names of the participants, as well as their job titles and the committee that they belong to. Be sure that you also include those who were expected to attend and were not able to do so. Include the reason of their absence if possible.
Write About the Agenda to Be Discussed and Matters Brought Up or Finalized from Previous Meetings
When you hold a meeting, there’s always going to be a certain topic that needs to be talked about. Also, if there were things left unfinished from the previous meetings or ones that have were concluded but will still be useful in the current meeting, then you’ll also want to discuss them. So it’s here that you will be pointing out all of them as they will come in handy for future references.
So remember, what issues were brought up from previous meetings and topics were concluded? Then point out the main topic to be discussed in the current meeting so that readers can see if the previous information will come in handy, or if there are problems that have yet to be solved.
Share Any Announcements Made and Where the Next Meeting Will Take Place
It’s here that you will be pointing out all of the announcements made by any of the individuals that took part in the meeting. As you’re doing this, be sure to specifically point out who made the announcement and explain what he/she said in perfect detail.
Also, provide information on where everyone has decided that the next meeting is going to take place. Point out the exact date, location, and time that it’s going to take place.
Include the Name and Signature of the Person in Charge of Making the Document
People are going to want proof as to who exactly was in charge of taking down everything that took place in a meeting. This means that the person in charge of doing that will need to write down his/her complete name and signature into this particular business document. There are even some organizations require more than one signatory for minutes of a legal nature, i.e board meeting minutes.
Tips for Making Your Meeting Minutes
- Always present your information in a clear manner: No matter what you write down in the document, you have to make sure that it’s easy for everyone to understand. What this means is that you’ll need to organize all of the information so that’s presented in a coherent manner.
- Check for any mistakes: There’s always that chance where you may have made a mistake or two when it comes to spelling, grammar, or even the information that you’ve written down. So always check the document at least twice so that you’re able to spot and fix any errors.
- Ask if you don’t remember: If there are certain bits of information that you’re not entirely sure of, then it’s always best that you ask those who participated in the meeting. Just be sure not to ask too many questions as that will just make you look incompetent.
Types of Meeting Minutes
Take note that there are many different types of meeting minutes and that each of them are used in a variety of situations. So here are a few examples:
- Team Meeting Minutes
- Annual Meeting Minutes
- Small Business Meeting Minutes
- Church Meeting Minutes
- Club Meeting Minutes
Meeting Minutes Sizes
The standard size of just about every meeting minute document would be that of A4 & US. Although you could always go for other sizes as there isn’t exactly a specific standard in terms of what size it should be, having it in A4 or US would be the more professional way to go. It’s the right size, and it’s able to present all of the information within a single page.
Meeting Minutes FAQs
Do I Really Need this Document? Why Can’t I Just Take Down Notes Regularly?
While you could do that, you won’t be able to present the information in an organized and coherent manner unlike if you were to use a meeting minutes document. It’s able to make things much easier on your end as it can point out everything that took place in more detail, and it can help you categorize the matters that have been finalized, have been yet to attend to, or that need to be attended.
Does It Really Need All of This Information?
Yes, if you want people to know exactly what took place during previous meetings or what happened in the current one, then you’re going to have to include all of the information that was brought up.
Is There an Easy Way to Make One?
Yes, you simply need to download and customize a meeting minute template to however you like. You can make use of the samples presented here if you wish to do so.
If you would like to learn about other company documents that you can create, then all you have to do is to simply visit Template.net for your needs. Use it to search for articles that have the information that can help you, just be sure to read them thoroughly so that you can make the most out of them.