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Weekly staff meeting, management meeting, or any team meeting discuss important agenda regarding team productivity, issues, concerns, projects, etc. That's why it's important to have office team meeting minutes that you can use as a reference for your next meeting. If you have no idea where to start in creating a meeting minutes, we have ready-made Team Meeting Minutes Templates in Microsoft Word that you can download and use in any device! These templates are complete with user-friendly features to help you customize, print, and share your team meeting minutes more efficiently. With these templates in your repository, you will no longer dread writing your team meeting minutes every again!
According to an article in Today I Found Out, the term "minutes" in meeting minutes has nothing to do with time, but rather with the sense of condensing a large object into a small or minute object. Hence, meeting minutes are just a summary of the topics during a meeting. If you are having a hard time writing team meeting minutes, we have some tips below that you can use while using Microsoft Word and other word processing software.
Before an internal team meeting begins, you must familiarize yourself with the agenda and topics. A good way to start your meeting minute-taking is to learn in advance and provide a brief summary of each topic. Doing this ensures that you can focus more on the important details during the meeting.
Meeting minutes are an integral part of a business and professional life. And being the person responsible for taking notes of the minutes means that you need to be efficient in note-taking. It is good practice to hone your typing skills or maybe even learn stenography to make your handwriting faster and efficient.
As part of your note-taking skill, you must learn how to differentiate actions from remarks. You should also learn how to identify topics or details to note and which to leave out. Having this talent will make your note-taking easier and more efficient.
After the meeting, you should organize your notes to create one whole and complete document. The minutes should be easily understandable to the meeting attendees. Although you have developed a note-taking system of your own, it is important to have the ability to translate it into a form that other people understand.
The following should always be present in meeting minutes:
1. The names of the participants
3. Calendar or due dates
4. Actions or tasks
5. The main topics
6. Decisions by the participants
7. Future decisions
8. Attachments: images, files
Meeting minutes is a useful review document; it records the decisions made by participants, which will remind them for the next meeting. It is also a good accountability tool that makes it clear who's responsible for specific tasks. Moreover, it can also be proof against any legal litigations since it transpires the discussion during the meeting.
Anyone attending the meeting can take the minutes. However, if there is a person responsible for the specific job, e.g., a secretary, then, he/she should take the minutes.
In general, the minutes of a normal or general meeting should be distributed to the participants in the same week of the meeting, ideally within 48 hours. However, minutes for "talk-fests" meetings with no major decisions should be distributed the next day after the meeting.
Since the meeting has already occurred, the minutes should be in the past tense. However, governing body resolutions should be in the present tense; since they are assumed to happen in the future.