The essential guide to writing effective meeting minutes

Here’s a shocking one. On average, Americans have between 60-80 million meetings every day . And that’s just the US. Multiply that by the population of the entire world and the numbers are staggering.

Meetings (whether via video or in person) can be definitely useful. They help with collaboration, brainstorming, and decision making. But more often than not, they can also be very time-consuming — and very easy to forget at the same time.

The solution?

Taking notes, using meeting minutes documents.

How to do that?

Keep reading and find out more:

Understanding meeting minutes

Meeting minutes are crucial for maintaining accurate records of discussions, decisions, and action items, ensuring that all participants are aligned and responsible. They serve as a valuable reference for future meetings and help in tracking progress and accountability within the organization.

By documenting these elements, meeting minutes help to prevent misunderstandings, ensure that agreed actions are followed up, and maintain a structured record of the organization’s activities and decision-making processes.

The importance of meeting minutes

Meeting minutes might seem like an unnecessary (or simply time-consuming addition), but the fact of the matter is, they can remove a lot of hassle, back-and-forth, and confusion from your post-meeting operations.

By keeping a written record of discussions, decisions, and action items, meeting minutes serve as a useful tool for future reference. They also help to keep meetings organized and focused by outlining the key points that were discussed.

Furthermore, in case of any discrepancies or misunderstandings, meeting notes can be referred back to for clarification and resolution.

Meeting minutes provide clear and concise documentation of important discussions, decisions, and action points. This is especially crucial for organizations that have multiple teams or departments working towards a common goal.

Moreover, meeting minutes also serve as evidence of compliance with legal requirements, such as government regulations or company bylaws. They can also be used to resolve disputes or misunderstandings among team members.

By regularly recording and reviewing meeting notes, organizations can ensure transparency, accountability, and productivity within their team dynamics. So it is essential to understand the importance of creating accurate meeting reports.

Common types of meetings and their minutes

Whether online or in real life, there are many types of meetings organizations have on a regular basis.

Some of the most important ones include:

• Board meetings. Board meeting minutes generally include a detailed record of the discussions and decisions made by the board members. This includes attendance, approvals of previous minutes, reports from executives, decisions on strategic initiatives, and resolutions passed.
• Team meetings. Team meeting minutes typically capture action items, task assignments, team updates, and any decisions on project timelines or processes. They focus on ensuring that the team is aligned and aware of their responsibilities and progress.
• Project meetings. Project meeting minutes document key project updates, milestones achieved, challenges encountered, and plans for the next phases. They focus on tracking the project’s progression and ensuring all stakeholders are informed and aware of their roles.
• Kick-off/briefing meetings. Kick-off meeting minutes summarize project objectives, roles and responsibilities, deliverables, and timelines. These minutes serve as an initial guideline for the project’s trajectory and ensure everyone starts on the same page.
• One on one meetings. One on one meeting minutes often include discussion points related to the individual performance, personal development goals, feedback, and any specific tasks or follow-ups agreed upon during the conversation.
• Regular update/sync meetings. Regular update meeting minutes capture status updates from participants, any changes to ongoing projects, and new action items. These meetings ensure that everyone is up to date and synchronized on ongoing work.
• Client meetings. Client meeting minutes are comprehensive records of client discussions, capturing the client’s needs, project deliverables, deadlines, feedback, and any agreed-upon actions. These minutes help manage client expectations and track progress against client requirements.
• Impromptu meetings. Impromptu meeting minutes usually focus on the immediate issues addressed, decisions made on the spot, and any urgent action items. These minutes help ensure that impromptu decisions are documented and followed up appropriately.

Preparing to take meeting minutes

If you want to take meeting minutes that are clear and helpful, make sure to follow these steps:

Setting up before the meeting

Before the meeting, it is essential to understand the agenda thoroughly so you know the key points that will be discussed and can anticipate important moments to capture. Familiarize yourself with the participants, understanding their roles and potential contributions to the discussion. Additionally, prepare the necessary tools such as a laptop, notepad, or recording device to ensure you can efficiently document the meeting minutes.

Choosing the right tools for taking minutes

There are many tools you can use to take meeting minutes:

• Simple note-taking apps (Apple Notes, Evernote, Google Keep)
• Word processing software (Microsoft Word, Google Docs, Pages)
• Collaboration tools with note-taking capabilities (Trello, Asana, Slack)
• AI tools (Fireflies, tl;dv, Avoma, Otter)

Choose the tool that best suits your needs and allows for easy sharing and collaboration. For instance, many AI tools will record the conversations and take automated notes. However, if you prefer the “manual” way, you can choose any kind of tool that allows text processing (and image insertion) and easy collaboration (like sharing documents with co-workers).

How to take effective meeting notes

Taking effective meeting minutes doesn’t have to feel like a chose. If you structure your note-taking process, you will be able to do this in a smart, organized way. Here are some tips to make your meeting minutes efficient and effective:

During the meeting

During the meeting, there are specific key elements that should be included in your notes:

• Date and time of the meeting
• List of attendees present or absent
• Agenda items discussed
• Summary of discussions and decisions made for each agenda item
• Action items assigned to individuals or teams with deadlines
• Any important follow-up tasks or next steps
• Any important documents, presentations, or visuals shared during the meeting

It is essential to document these elements accurately and in a clear and concise manner. Use bullet points and avoid long sentences or complex language to make your notes easy to understand.

Also, once the meeting has ended, take some time to review your notes and ensure they are accurate. Fill in any missing information or clarify any unclear points by reaching out to attendees if necessary. Share the minutes with all participants as soon as possible so that everyone is aware of their responsibilities moving forward.

As general best practices, keep the following tips in mind:

• Use a template. Using a pre-designed template can help ensure you don’t miss any important information while taking meeting minutes. It will also keep things organized and easy to follow — both for you and for the other participants in the meeting.
• Record key points, not every word. As the minute-taker, it’s essential to focus on capturing the most critical points discussed during the meeting rather than transcribing everything word for word.
• Be concise and use bullet points. Meeting minutes should be easy to read and understand quickly. Use bullet points to organize information and keep sentences short and straightforward. Include only relevant details such as action items, decisions made, and important discussions. Avoid adding extraneous information that may distract from the main points.
• Double-check before sharing . Before sharing the minutes with all participants, make sure to review and double-check for accuracy. This will help avoid any misunderstandings or confusion later on.

Structuring your meeting minutes

A good structure is one of the most important elements of any meeting minutes document. Here are some tips to help you make sure your minutes are well-structured:

Writing style and language tips

Writing meeting minutes that are clear, concise, and neutral is crucial for effective communication and efficient follow-up. Here are some tips to help you achieve this:

• Use simple language. Avoid jargon and complex sentences. Ensure that your language is straightforward and easy to understand.
• Be specific. Clearly state who is responsible for what actions and by when. Ambiguity can lead to confusion and missed deadlines.
• Organize information logically. Follow the meeting agenda and structure your notes in a logical order, making it easier for readers to follow the progression of the discussion.
• Brevity : Keep things as short and as neat as possible — no one needs or wants the extra details and you don’t have to waste your time on them.
• Focus on key points. Rather than documenting every detail, capture the main decisions, action items, and essential discussions.
• Use bullet points. This helps in breaking down information into digestible chunks and makes it easier to scan through the minutes.
• Summarize discussions. Provide a brief summary of key discussion points rather than transcribing conversations verbatim.
• Neutrality : Maintain a neutral tone throughout the entire documentation, no matter what your personal/ professional opinions might be.
• Stay objective. Document facts and decisions as they occurred without inserting personal opinions or biases.
• Avoid inflammatory language. Use neutral terminology that does not convey emotion or judgment.
• Respect confidentiality. Be mindful of sensitive information and ensure that the minutes reflect a professional tone.

By focusing on clarity, brevity, and neutrality, your meeting minutes will be more effective as a tool for communication and action within your team.

Reviewing and distributing meeting minutes

The process of reviewing, approving, and distributing meeting minutes is crucial to ensure that all participants are aligned and aware of the action items, decisions, and important points discussed. Here is a step-by-step guide to help you manage this process effectively:

Reviewing

1. Initial review: Before sharing the draft meeting minutes, the minute-taker should first review their notes to check for accuracy, completeness, and clarity. Verify that every key point discussed during the meeting is documented and that all assigned tasks and deadlines are clearly noted.
2. Ask questions: If any parts of the minutes are ambiguous or incomplete, reach out to the relevant attendees for clarification. This ensures the final document is precise and leaves no room for misunderstandings.
3. Proofread: Check for any grammatical errors, typos, or inconsistencies in the minutes. Well-edited minutes reflect professionalism and help avoid confusion.

Approving

1. Circulate draft minutes: Share the draft minutes with the meeting chairperson or relevant stakeholders for review and approval. This step can be done via email or collaborative tools like Google Docs or Microsoft Teams.
2. Incorporate feedback: Gather feedback from the reviewers and make necessary revisions. Ensure that all suggestions and corrections are incorporated into the minutes accurately.
3. Final approval: Once revisions are made, send the updated minutes back to the approvers for final confirmation. Secure their approval before proceeding to distribute the minutes to the broader team.

Distributing

1. Timely distribution: Distribute the approved meeting minutes as soon as possible after the meeting. Quick distribution ensures that all attendees remember the key points and can begin acting on assigned tasks promptly.
2. Use appropriate channels: Share the meeting minutes through appropriate communication channels that ensure accessibility for all relevant stakeholders. This could be via email, shared folders, or project management tools.
3. Ensure accessibility: Add the meeting minutes to a central repository or document management system where team members can easily access them for future reference.
4. Follow-up: Send a brief reminder highlighting the key action items and deadlines mentioned in the minutes. This proactive approach reinforces responsibility and encourages timely completion of tasks.

By meticulously reviewing, approving, and distributing meeting notes, you can guarantee that everyone involved remains informed, accountable, and capable of following up on the meeting’s outcomes efficiently.

Meeting minutes templates and examples

Want to get a head-start and make your minute-taking process even more efficient? Consider using a meeting minutes template to get an idea of the format and structure to follow. Here are some examples to guide you:

Formal meeting minutes template

Formal meeting minutes are detailed and structured documents that capture the events and decisions made during a meeting. The main elements typically included in formal meeting minutes are:

• Meeting details:
  • Date and time of the meeting
  • Location (physical or virtual platform)
  • Name of meeting chairperson
  • Names of attendees and absentees
• Approval of previous minutes:
  • Confirmation and approval of the minutes from the previous meeting
  • Corrections or amendments if necessary
• Agenda items:
  • List each agenda item discussed during the meeting
  • Include a brief summary of the discussions and key points raised
• Decisions made:
  • Detail all decisions taken during the meeting
  • Specify the issue being addressed and the agreed-upon resolution
• Action items:
  • Clearly outline the tasks or actions assigned to specific individuals
  • Include deadlines or target dates for completion
• Reports and documents:
  • Summarize any reports or documents presented and discussed during the meeting
• Voting outcomes:
  • Record the outcomes of any votes conducted, including the final tally and decision
• Next meeting details:
  • Provide the date, time, and location of the next scheduled meeting
• Adjournment:
  • Time the meeting was formally concluded

Including these elements ensures that the formal meeting minutes are comprehensive, clear, and useful as a reference for all participants.

Informal meeting minutes template

Informal meeting minutes are less structured and more flexible compared to formal meeting minutes. They are typically used in smaller, less formal settings where a detailed record is not necessary, but key points and action items still need to be noted. The main elements typically included in informal meeting minutes are:

• Meeting details:
  • Date and time of the meeting
  • Names of attendees
• Summary of discussion:
  • Brief overview of the main topics discussed
  • Key points and ideas raised by participants
• Decisions made:
  • Summary of any decisions reached during the meeting
• Action items:
  • List of tasks or actions assigned, along with the responsible individuals
  • Deadlines or target dates for completion
• Next meeting details:
  • Date and time of the next meeting (if scheduled)
• Adjournment:
  • Time the meeting was concluded

Project meeting minutes template

Project meeting minutes are essential for documenting the progress and decisions made specifically related to project milestones and deliverables. These minutes are crucial in maintaining clarity among team members and ensuring that the project stays on track. The main elements typically included in project meeting minutes are:

• Meeting details:
  • Date and time of the meeting
  • Location (physical or virtual platform)
  • Names of participants, including project manager and team members
• Project status updates:
  • Current status of the project
  • Progress reports from team members
  • Overview of completed tasks and milestones
• Agenda items:
  • List of specific agenda items discussed
  • Summary of key points from each agenda item
• Decisions made:
  • Record any decisions taken during the meeting
  • Details of issues addressed and resolutions agreed upon
• Action items:
  • Tasks or actions assigned to specific team members
  • Deadlines or target completion dates for each task
• Risks and issues:
  • Discussion of any new or ongoing risks and issues
  • Mitigation plans and responsibility assignments
• Resources needed:
  • Identification of any additional resources required
  • Allocation of resources and responsibility
• Next steps:
  • Outline the next steps in the project plan
  • Set deadlines for upcoming tasks and milestones
• Next meeting details:
  • Date, time, and location of the next project meeting
• Adjournment:
  • Time the meeting was formally concluded

Board meeting minutes template

Board meeting minutes are critical records that encapsulate the decisions, discussions, and key points addressed during board meetings. Due to the formal nature of these meetings, the minutes serve as a legal and historical record. The main elements typically included in board meeting minutes are:

• Meeting details:
  • Date and time of the meeting
  • Location (physical or virtual platform)
  • Names of attendees, including board members and key staff
  • Names of absentees with or without apologies
• Call to order:
  • Time the meeting was officially started
  • Name of the person who called the meeting to order
• Approval of previous minutes:
  • Review and approval of the minutes from the prior board meeting
  • Note any corrections or amendments needed
• Reports:
  • Summaries of reports presented by officers (e.g., President, Treasurer, Secretary)
  • Financial reports and statements
  • Committee reports
• Agenda items:
  • Detailed list of all agenda items discussed
  • Brief summary and key points of each discussion
• Motions and resolutions:
  • Record of any motions proposed, including the name of the person who proposed and seconded the motion
  • Voting outcomes for each motion (e.g., approved, rejected)
  • Full context and implications of the resolutions passed
• Action items:
  • List of tasks or actions agreed upon during the meeting
  • Individuals assigned to each task, along with deadlines or target dates
• Old business:
  • Review and feedback on ongoing or unresolved issues from previous meetings
• New business:
  • Introduction and discussion of any new topics or issues
• Next meeting details:
  • Date, time, and location of the next scheduled board meeting
• Adjournment:
  • Time the meeting was formally concluded
  • Name of the person who adjourned the meeting

Team meeting minutes template

Team meeting minutes are designed to capture the essential points and decisions made during team meetings. These minutes ensure that all team members are aligned and aware of the tasks and responsibilities assigned. The main elements typically included in team meeting minutes are:

• Meeting details:
  • Date and time of the meeting
  • Location (physical or virtual platform)
  • Names of attendees
• Team updates:
  • Current status of team projects
  • Reports on progress and setbacks
• Agenda items:
  • List of specific topics scheduled for discussion
  • Key points and decisions related to each agenda item
• Decisions made:
  • Record of any decisions taken during the meeting
  • Details on the implications of these decisions
• Action items:
  • Tasks or actions assigned to team members
  • Deadlines or target dates for each task
  • Accountability for each assigned task
• Risks and issues:
  • Identification and discussion of any risks or issues affecting the team
  • Plans for mitigation or resolution
• Next meeting details:
  • Date, time, and location of the next team meeting
• Adjournment:
  • Time the meeting was officially concluded

Sales meeting minutes template

Sales meeting minutes are crucial for keeping track of the discussions, strategies, and decisions made during sales team meetings. These records help ensure that all team members are aware of the current objectives, challenges, and action plans. The main elements typically included in sales meeting minutes are:

• Meeting details:
  • Date and time of the meeting
  • Location (physical or virtual platform)
  • Names of attendees
• Sales performance updates:
  • Current sales metrics and targets
  • Performance reviews of individual team members
• Pipeline review:
  • Overview of the sales pipeline
  • Discussion of potential leads and opportunities
• Sales strategies:
  • Review of current sales strategies and techniques
  • Introduction of new strategies and their potential impact
• Challenges and solutions:
  • Identification of any sales challenges or obstacles
  • Discussion and brainstorming of potential solutions
• Customer feedback:
  • Summaries of customer feedback and experiences
  • Discussion on how to address and incorporate feedback
• Competitor analysis:
  • Updates on competitor activities and market trends
  • How these trends influence team strategies and goals
• Action items:
  • Specific tasks or actions assigned to team members
  • Deadlines or target dates for each task
• Next steps:
  • Outline the next steps to be taken based on the meeting’s discussions
  • Set timelines and assign responsibilities
• Next meeting details:
  • Date, time, and location of the next sales meeting
• Adjournment:
  • Time the meeting was officially concluded

Staff meeting minutes template

Staff meeting minutes are fundamental for documenting the discussions, updates, and decisions that occur during staff meetings. These minutes serve to ensure everyone is on the same page and that there is a clear record of what was discussed and agreed upon. The main elements typically included in staff meeting minutes are:

• Meeting details:
  • Date and time of the meeting
  • Location (physical or virtual platform)
  • Names of attendees
• Staff updates:
  • Reports on individual and team progress
  • Announcements or important company news
• Agenda items:
  • Detailed list of topics scheduled for discussion
  • Key points and decisions related to each agenda item
• Decisions made:
  • Summary of decisions taken during the meeting
  • Details on the implementation and impact of these decisions
• Action items:
  • Tasks or actions assigned to staff members
  • Deadlines or target dates for each task
  • Persons responsible for each action item
• Problems and solutions:
  • Identification of any issues discussed during the meeting
  • Proposed solutions and plans for troubleshooting
• Feedback:
  • Insights and suggestions from staff members
  • Discussion on how to incorporate feedback into ongoing and future tasks
• Next meeting details:
  • Date, time, and location of the next staff meeting
• Adjournment:
  • Time the meeting was officially concluded

Committee meeting minutes template

Committee meeting minutes are essential for capturing the key points, discussions, and decisions made during committee meetings. They ensure that all members have a clear understanding of the committee’s progress and future activities. The main elements typically included in committee meeting minutes are:

• Meeting details:
  • Date and time of the meeting
  • Location (physical or virtual platform)
  • Names of attendees
• Committee updates:
  • Current status of ongoing projects or initiatives
  • Reports on achievements and setbacks
• Agenda items:
  • Detailed list of topics scheduled for discussion
  • Key points and decisions related to each agenda item
• Reports and presentations:
  • Summaries of any reports or presentations given during the meeting
  • Key findings and recommendations
• Decisions made:
  • Summary of decisions taken by the committee
  • Implications and next steps based on these decisions
• Action items:
  • Specific tasks or actions assigned to committee members
  • Deadlines or target dates for each task
  • Accountability for completing each task
• Risks and issues:
  • Identification and discussion of any risks or issues impacting the committee’s work
  • Plans for mitigation or resolution
• Next meeting details:
  • Date, time, and location of the next committee meeting
• Adjournment:
  • Time the meeting was officially concluded

Additional tips:

Improving the quality of meeting notes can significantly enhance their effectiveness and utility. Here are some additional tips to keep in mind

• Prepare a checklist before the meeting begins to ensure all necessary components are covered
• Use concise and clear language to make the minutes easy to understand and refer back to
• Review and edit the minutes soon after the meeting while the information is still fresh
• Ensure attendees have the opportunity to correct or add to the minutes to reflect an accurate record
• Use digital tools and software to streamline the process and maintain a searchable archive
• If you use AI, make sure to check the meeting notes before sending them out — the best AI note-taking tools get it right most times, but you still need to ensure accuracy, structure, and clarity.
• If you use templates (like the ones we provided above), remember you can (and probably should ) adjust them according to your needs (e.g.; these days, most “adjournment” notes aren’t needed, because everyone just leaves the video call, but if you need to record a physical meeting in a room located on the other side of your office’s building, this can be useful).
• Distribute the minutes to attendees and stakeholders in a timely manner to ensure everyone is informed and aligned.

Final words

Meeting notes might seem outdated, but the truth is that they can save everyone a lot of headache. Does it take more time to write them down during the meeting, and then to polish them off when you get back to your desk? Probably yes.

But think of it this way: when a few days pass and someone can’t remember if some detail was decided or not, or what their responsibilities are going forward – that saved time will be nothing compared to having to repeat discussions and make unclear decisions.

Plus, well-organized and comprehensive meeting minutes can serve as a valuable reference for future meetings and decision-making processes. — and that is always priceless.