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Meeting minutes are the official summary of what happened during a meeting.

They serve equally an outline, a written record for anyone unable to attend, and to utilize for time to come reference. Minutes document what happened and what decisions were made.

When written well, and when using a adept meeting minutes template, minutes are a critical communication tool for your organization.

Meeting minutes are a clean, curtailed mode of taking notes, one that helps keep rail of essential information.

In this guide, learn and access everything you need to write effective formal and informal coming together minutes. We have a range of templates, best practices, and answers to mutual questions.

Watch this guide equally a video below, or scroll on to go on reading:

What is Covered (Contents):

Examples - Examples of minutes taken at a coming together
Tips - Tips on how to write coming together minutes
Templates - Free templates for Give-and-take, Google Docs, and Hugo
FAQs - Frequently asked questions about note-taking

meeting minutes tips, templates, examples, and FAQs

What are meeting minutes?

Meeting minutes are notes that are taken during a meeting to record what happens in the meeting. These notes typically highlight the primal issues that are discussed in the meeting. Meeting minutes should indicate the fourth dimension, date, and setting of the coming together. These notes should also document who was in attendance at the coming together. If there are any presentations or reports presented, these should be reflected in the meeting minutes.

Meeting minutes tin can be a valuable resource for team members who missed a meeting. Taking clear, detailed meeting minutes can help anyone who wasn't in attendance get caught up on any decisions or takeaways from the coming together.

What is the purpose of meeting minutes?

The primal purpose of coming together minutes is to create an official tape of what happened in a meeting, what was discussed, and any decisions that were made. Minutes typically don't record everything that's said in a meeting, but usually embrace the central topics that were covered in the meeting. In some more formal business concern settings, meeting minutes may be required to share with stockholders or regulating agencies.

Why are coming together minutes important?

They Offering Construction: In one case you've settled on a method for putting meeting minutes together, they tin offer structured data about what happened in by meetings, and what needs to be discussed in the future.
They Keep You lot Organized: Taking detailed meeting minutes allows your to conspicuously record whatsoever decisions that were made in the meeting, and whatsoever activity items that require input from your team members.
They Promote Transparency: If y'all have detailed records of your meetings, yous tin share what happened with others in your organisation to promote a culture of transparency within your organization.

What should exist included in meeting minutes?

Here is some necessary data establish in most meeting minutes.

The title of the grouping that is coming together, or the meeting itself
The date and time, as well as the venue or meeting room, if appropriate
Who is in omnipresence and who is recording the minutes
The coming together's agenda
What decisions were made and past whom
Motions and vote counts (if applicative)

If you're not using a meeting management tool like Hugo that automatically tracks coming together titles, attendees, dates, and times, then infinite for all of this information should be in your meeting minutes template.

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Examples of minutes taken at a meeting

To illustrate what meeting minutes are, below are 2 sample documents created from meeting minutes templates.

These documents are effectively coming together notes with simply the essential information written down. As yous'll run across beneath, preparing constructive meeting minutes doesn't have to be an arduous task. It'southward more than nigh recording the *correct* information than all of the information.

If your meeting is run according to Robert's Rules of Order, make sure to apply a meeting minutes template that follow'south those rules.

NOTE: There are 5 free meeting minutes templates at the finish of this article for you lot to download as professional-looking Give-and-take documents, copy as Google Docs, or simply copy and paste from. These templates are also bachelor from the free template library in your cloud-based Hugo account.

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📝 Formal Coming together Minutes Sample

Superlative Corp.

MINUTES OF A MEETING OF THE Lath OF DIRECTORS

September 5, 2021

A coming together of the Lath of Directors (the "Board") of Pinnacle Corp., a California C-Corporation (the "Company"), was held on September 5, 2021, at the offices of the Company.

Omnipresence
- Voting Members: Larry Emerson, Marc Branson
- Guests: Amy Holmes, Tom Avery
- Voting Members Absent-minded: None

Approval of minutes
A motion to approve the previous meeting minutes from August 5th was fabricated past Larry Emerson and seconded by Marc Branson.

Call to Order
‍Larry Emerson called the meeting to order at ii:00 p.chiliad. and Tom Avery recorded the minutes. A quorum of directors was nowadays, and the meeting, having been duly convened, was ready to proceed with the business concern.

CEO Report
‍Larry Emerson reviewed the agenda and welcomed everyone to the meeting. Next, Larry Emerson discussed the current status of the company and its progress. A number of questions were asked and extensive discussion ensued.

Sales & Business Development Update Report
‍Marc Branson adjacent provided an update on the overall sales progress and sales pipeline of the Visitor. He also presented the status of business development discussions.

Fiscal Review Report
‍Marc Branson provided a comprehensive update on the Company'south financial plan and forecast. Marc Branson as well reviewed the Company's principal financial operating metrics.

Motion #1: Approval of Option Grants
‍Amy Holmes presented to the Board a list of proposed options to be granted to Visitor employees for approval, whereupon movement duly made, seconded and unanimously adopted, the option grants were approved every bit presented in Exhibit A.

Announcements
‍None

Banishment
‍There being no farther business organization to come before the meeting, the coming together was adjourned at 2:45 p.thou.

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📝 Informal / Simple Meeting Minutes Sample

Minutes: Project Check-In Meeting

Our Objective

To build a measurement strategy that allows the customer success team to rails progress on KPIs and measure that progress against their stated departmental goals.

Deadlines/Milestones

Strategy must exist ready to deploy by Q4 2021.

Project Update Roundtable

Spoke with and established agreement among CS squad stakeholders on relevant KPIs.
Gathered feedback from CS squad on current measurement strategies.

Christina

Mocked upwardly three dashboard options that are circulating internally for feedback.
Working through an audit of the electric current CS information sources.

Michelle

Just getting back after a iv-day illness; catching up.

Roadblocks & Risks

Roadblock: Christina needs feedback on the dashboards before she can continue. All team members must provide feedback ASAP.
Risk: Christina's audit may reveal siloed information which may delay our ability to plant a performance baseline.

Next Steps

@Michelle review and provide feedback on Christina's dashboard mockups past June 5th.
@Rob summarize and distribute CS team feedback on current measurement strategies by June 7th.
@Christina cheque in on the status of electric current CS data sources by June eighth.

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How to Write Meeting Minutes - The Basics

✅ Take minutes in real time, or make notes after each topic.

Offset with the coming together calendar as an outline. Fill up in calendar items with more particular while the information is still fresh in your mind—in real-time.

✅ Be concise.

Your creative writing skills must accept a back seat (for now).

Write the minutes every bit if you are a journalist. As the minutes taker, your job is to certificate what is happening at the meeting.

This is a written record, but simply the broad strokes. Y'all don't need a verbatim accounting of everything that is said.

✅ Fill in your meeting minutes documents so that they can be understood by someone who was unable to attend.

As you might imagine, there's a balancing act when writing minutes. Y'all must keep minutes concise but as well provide enough context for futurity reference.

Recollect, information technology'due south often customary to review meeting notes at the beginning of the side by side meeting. For example, a lath meeting typically starts with the approval of the previous meeting's minutes.

The amount of context you include as a meeting annotation-taker is a judgment call.

✅ Just note the facts.

Avert personal observations when writing meeting minutes. If yous want to have separate notes of your own, you are welcome to do so. But the meeting minutes should be a factual tape of what was discussed.

Some of this is slow information to keep track of: meeting names, appointment and time, action items and decisions made. But later on, those meeting notes may contain essential information to proceed everyone on the same page about what happened during that meeting.

✅ Note who is unable to attend.

With meeting minutes, it's important to write down who attended the meeting, just too who didn't, and then there is no confusion virtually who may have discussed or voted on an consequence.

✅ Use a meeting minutes template for the right format.

If y'all're writing formal meeting minutes, follow a certain format. For trade unions, schools, metropolis and county governments, and others, you may demand to follow Robert'southward Rules of Order.

Only with informal meeting minutes, you have more flexibility. Retrieve of what your organization needs, and what's been done in the past. Then improve on that process.

DON'TS: What non to include

A challenging aspect of taking meeting minutes is restraint—choosing not only what to put in the minutes just what to go out out.

🚫 Don't attempt to record everything verbatim. Minutes aren't a transcription; they're a summary. (See the best meeting transcription software if you need a word-for-word transcription.)

🚫 Don't include personal thoughts or observations. If you take thoughts and ideas during the meeting, record them separately from the official minutes.

🚫 Don't echo data that is already in that location. Especially if the agenda conspicuously states a discussion topic (e.g., "2021 Budget Word) you lot do non need to write a redundant note in the minutes, such as "Budget was discussed for 2021."

🚫 Don't handwrite your notes. Because minutes are a tape of what happened in the meeting, it's to use a digital format since. Ultimately these meeting notes must be saved and shared.

Advanced Tips: Tricks to take notes faster

A lot tin happen during a chat and it tin be hard for the notation-taker to keep up. Go from beingness a basic meeting minutes taker to a pro with these practiced tips to help you save time while writing and keep up with the conversation.

💡 Use initials instead of people'due south full names. If there'south i note-taking tip that will save y'all loads of time, it's to abbreviate the names of meeting participants. Use this next to tasks assigned, for case.

💡 Use acronyms where you can without sacrificing clarity. Equally with names, acronyms can be a big assistance. For instance, we have a series of content we call "Backside the Team." Whenever we discuss information technology, instead of writing out all the words, we simply write BTT.

💡 Use sentence fragments every bit long equally it still makes sense. No need for perfect grammer. Instead of full sentences, write notes in your minutes like, "Decision to motion forward," or "Revisit strategy in half-dozen weeks."

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‍Free Meeting Minutes Templates

For the visual learner, we've created samples of both types of meeting minutes. If yous'd similar to get straight to our templates, scroll a niggling further.

Use these to guide your writing. Merely remember: Your meetings may crave dissimilar information. Don't get and then enamored with copying the samples that you forget to write your coming together minutes in a way that's useful for you lot and your squad.

In the bottom left corner of whatsoever template, click the "Use this template" push button to choose from three formats:

Word doc template
Google md (Save a copy)
Ue the meeting minutes template in Hugo (Free account)

Formal coming together minutes template

As mentioned, formal meeting minutes are generally written based on Robert'southward Rules of Order. The template below is structured based on these rules, which are often adopted for board meetings and committee meetings.

If you're starting from scratch, this is a perfect starting point.

Still, adjust it. If your organization has used meeting minutes before, ask someone to run across a copy of what's been done in the past. Expect at the previous meeting'due south minutes and make improvements as y'all see fit.

Breezy meeting minutes template

The post-obit template is super bones. It sets the goal, meeting agenda, and records next steps for any type of meeting. And it doubles equally a coming together summary template.

Feel gratuitous to get in your own by calculation elements of the formal template or your ain ideas.

Elementary meeting minutes template

And hither'due south the template based on the informal meeting minutes sample at the superlative of this article:

Staff meeting minutes template

Do you lot take an all-hands staff meeting coming up? Here's a free template for you to download or copy.

Squad meeting minutes template

This example agenda is based on a template that we use at Hugo for a lot of our team meetings.

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Meeting Minutes FAQs

How do you write action items?

When calculation tasks and action items to your meeting notes, here are five steps to follow.

⚡ First your action item with a verb. A common time-saving error is to be as well brief in noting a task, forgetting to include the "activeness" part of the action detail.

😒 Bad: 2021 data
😀 Proficient: Pull the 2021 data to share with the team

⚡ Assign each activity item to someone who is responsible. A meeting participant must take ownership of every single task, otherwise that task may not exist completed.

⚡ Don't include more information than is necessary. It is upwards to the person who is responsible to keep track of details. These details don't need to clutter up your meeting notes.

⚡ Note a due appointment if in that location is ane. Fifty-fifty if in that location is no articulate appointment, often an arbitrary 1, such equally 1 week, is helpful for creating urgency to do the chore.

⚡ Follow upwards on action items at the adjacent coming together. If status updates on activeness items haven't been given in the meantime, quickly review the previous meeting's minutes to ensure action items were accomplished.

Who prepares the minutes of a coming together?

The minutes-taker may exist a variety of people:

A participant in the coming together
An attendee who won't be contributing but is privy to the information
A professional person note-taker

In formal situations, the note-taker is often the secretary, an executive banana, or an admin.

In less-formal meetings, the person taking the minutes may simply be a volunteer. This person who prepares the minutes of a meeting is sometimes called a "scribe."

What is the proper guild of an agenda?

If you lot're post-obit Robert's Rules of Order, prioritize your agenda in this order:

Minutes from the previous coming together
Reports
Time-sensitive situations
Unfinished business concern
General items
New business organization

If you're not following strict parliamentary procedures in your meetings, much of this communication is however useful. Brainstorm by carrying over any threads from the previous meeting, also equally large discussions or time-sensitive business. Go out more small-scale agenda items for the end.

How do you lot create a perfect meeting agenda?

The perfect agenda is brief but descriptive. It provides all the necessary background without being so long and unwieldy that no i wants to read it.

For an effective meeting agenda, follow these steps:

Gear up your calendar earlier the meeting; at to the lowest degree 24 hours in advance.
Clearly define the goal of the meeting so everyone knows why they are there.
Prioritize calendar items based on importance.
List discussion topics as questions that demand to exist answered.
Allow reasonable amounts of time for each topic.
Include necessary background info for decisions to be fabricated.
Share the agenda with attendees so they tin can have input and show up prepared.

See here for more tips on creating effective coming together agendas.

What is the best template format for meeting minutes?

Should you use a Discussion Medico, Google Doc, Excel, PDF, email, or something else for your meeting minutes templates?

When considering what blazon of file or document to use for your meeting, the nigh of import factor to consider is how y'all will save and share your minutes.

Standard files like Word Docs, Excel spreadsheets, and PDFs all have a like limitation as templates for coming together minutes—they demand an extra stride to be used or shared. Opening any of these file types requires a special program that not everyone may have admission to.

Additionally, regular files like Word Docs and PDFs need to be saved carefully in the cloud, with attention to not having multiple versions of the aforementioned file in dispute.

Often meeting minutes are also emailed, but email should not be the only place the meeting minutes live. The minutes should also be saved somewhere centralized so they tin be found after if demand be.

The best solution is often a deject-based type of document, such as a Google Doc. Fifty-fifty better is a dr. in a free meeting management arrangement like Hugo, where notes are easily shared (or kept individual), and automatically organized.

What tense should meeting minutes be written in?

Past tense.

Meeting minutes are a recounting of what happened at the coming together. They should read similar a description of the by, not like an announcer calling a sports game as information technology's playing out.

Incorrect: The board approves the 2021 budget.
Correct: The lath approved the 2021 budget.

What are the abbreviations for minutes of coming together?

MoM stands for Minutes of Coming together.

MM stands for Meeting Minutes.

Note: Using these acronyms may be disruptive to people who are unfamiliar with them.

How practice you pronounce meeting minutes?

Even though the word "minutes" originates from the notion of something beingness modest or my-newt, coming together minutes is pronounced like the give-and-take for a minute of fourth dimension.

To say, "Please take minutes for this meeting," you would pronounce the word the same as when maxim, "At that place are threescore minutes in an hour."

Do meeting minutes need to be approved or signed?

Certain formal meeting minutes practise need to be certified in some way in club to exist an official tape of a meeting. Often the Chair needs to review and approve the minutes before they tin can be circulated. Or, for many organizations, minutes are reviewed and approved past the group at the beginning of the next meeting.

Still, apart from these situations, whether your minutes are canonical or non is upwards to the leaders at the system and how they want to run their process.

Informal and Formal Minutes

What'due south the difference?

Formal minutes

Sure organizations such every bit nonprofits, public companies, local governments, and schools are required by law to create formal meeting minutes.

For instance, in California, many state and local government bodies must make meeting minutes available to the public. Similarly, public companies are required to create coming together minutes for Board of Directors and Shareholder meetings.

Or, if yous've applied for a PPP loan during the COVID-nineteen pandemic, one of the required documents is the official minutes from a board meeting authorizing the loan.

Since these types of meeting minutes are required for compliance or legal reasons, they should follow a clear and professional format.

Breezy minutes

Oftentimes meeting minutes are flexible and somewhat informal. They withal need to exist clear, professional, and consequent. But, y'all're not going to go sued if you don't include all the right information.

Think of informal meeting minutes equally a meeting summary. The templates and forms you use are ultimately upward to y'all. Just considering they're less formal doesn't mean breezy minutes are less useful.

More free minutes templates (Discussion, Google docs) 🙌

Remember, the minutes of your meetings are there to help your organization be more than collaborative, transparent, and efficient. Keep that in listen and whatever grade or template you cull volition work just fine.

The only additional coming together-related document you'll need to worry about now is the calendar. Expert thing nosotros've got more than than fourscore coming together minutes templates for you lot to choose from. Become them in Give-and-take Doc or Google Doc (or add them to your free Hugo business relationship)👇

And then grab the templates yous need and get ready to make your meetings matter even more.☝️ If you've ever wanted a tool to extract the most useful, relevant bits of information from a coming together, minutes could be your new best friend.

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Source: https://www.hugo.team/blog/meeting-minutes-with-samples-templates