How to Take Project Meeting Minutes
Statistics show that meetings have an average duration of 31 to 60 minutes; this is a by 10% in the last 15 years. With this, taking meeting minutes became a basic, necessary skill for every employee. To help you out, we have a short guide on how to take project meeting minutes below effectively.
1. Familiarize the Agenda
Before the meeting, an invitation will provide the agenda for the meeting. You should study the key topics; get to know the subtopics, related details, and other important information to ensure you can anticipate and follow the discussion flow.
2. Get to Know the Participants
Aside from familiarizing the topics, you should also get to know the participants. You should note their names and their roles concerning the project, especially since their inputs will be solicited during the meeting, and they are part of the decision-making body.
3. Ready a Template
You should prepare a minute template way ahead of time. Using a ready-made template will allow you to input the details quickly, especially since the discussion will not pause or stop while you take notes. You can download ready-made templates online, like in template.net. Most templates on the said website are editable and available in various file formats.
4. Note the Important Topics Only
As mentioned, you must study the subtopics and related details of each agenda item. Doing so ensures you can easily determine the important information from the less important ones.
What content to include in a project meeting minutes?
You should include the following in your project meeting minutes:
1. Date, time, and location of the meeting
2. Name and roles/positions of the participants
3. Acceptance and corrections to the previous meeting minutes
4. Agreed decisions on each agenda item
Why is taking meeting minutes important?
Meetings minutes note the meeting's purpose, the agreed actions, decisions, and outcomes, and the stakeholders who agreed to such decisions. It is a record that allows the participants to look back on the previous meetings, which will be the precedent of the tone and pace of the next one.
What should not be included in the meeting minutes?
In most cases, it is not necessary to include a transcript of the whole meeting; you should only include the important proposals, decisions, and actions agreed upon during the meeting. You should also avoid including personal comments and waiting until the meeting is adjourned to write the meetings; do it in real-time.
How many project meeting minutes templates are in template.net?
The website currently has more than 160 meeting minutes templates, more than ten of which are project meeting minutes templates. These templates come in various file formats and are easily customizable to suit your needs and preferences.