How to Create a Staff Meeting Minutes in Google Docs
Staff meeting minutes are written records of all things and factors discussed and addressed during the meeting; think of it as a summary of everything that took place. This document consists of information regarding the meeting agenda, list of participants, suggestions made, and more. According to a study conducted by Harvard Business Review, 65 percent of senior managers said that meetings prevent them from finishing their tasks. In contrast, 62 percent stated that meetings can prevent teams from getting closer and deepening bonds. Despite these statistics, meetings still play a big part in setting goals and objectives. If you are tasked by your higher-ups to create the minutes of an upcoming meeting, then below are some guidelines that can help you.
1. Itemize the Attendees and Absentees
List the names of both the participants and those who were not able to attend. Doing so will easily help you identify the number and the names of people who took part in the discussion. You may write the names of the attendees in your document or you can create a table and fill with their detailed information. If you decide to go with the table, then you can indicate their job positions and contact numbers, as well as a space for their signatures. Also, make sure to include a separate section for those who were not able to participate.
2. Write The Agenda and Proposals
Meetings usually have one or more agendas. These are commonly the topics or issues that are being tackled throughout the session like output calibrations, product development process problems, work updates, and more. So be sure to listen to the discussion and write each agenda as well as any essential concerns or issues that have been raised. Also, include any suggestions or recommendations that were made that can help resolve any problems that were brought up during the meeting.
3. Put the Actions to Be Implemented
Since the members have given their suggestions, then next would be the actions to be executed. These items depend on the agreement of the members on what must be done, along with the agreed date of implementation. For example, a particular staff reported that there was a shortage of budget for the security project. The meeting participants will brainstorm on how to solve the issue and, later on, come up with and agree to relevant solutions that you must include in the meeting minutes.
4. Add the Announcements, Notes, and Adjournment
At the end art of your document, you may write the announcements. These are the important things made by the participants or facilitator before the meeting is adjourned; it may include possible topics for the next session. Afterward, indicate the schedule for the next meeting by noting it below the announcements. Lastly, specify when and where the meeting was adjourned and the possible time and place of the next meeting.
5. Make Room for the Attachments
You may attach several files in your documents, such as photos, graphs, charts, and more. It is to make sure that there are no essential parts of the discussion that have been left out. It can be inserted after every action and date of implementation of each agenda in your minutes.