Meeting minutes document the most important points discussed during a meeting. They serve several purposes:. Note-taking is a skill that can be improved over time. These tips can help note-takers get started:. Here is a list of important information that note-takers may wish to include in meeting minutes:. If you are taking notes for reference and the meeting is very important, ask another person on your team to review.
This will ensure that you recorded everything accurately and thoroughly. Official meeting minutes for board meetings must be approved by the meeting chairperson in order to be filed as an official record. Once the minutes are approved or complete, share them with participants and absent team members via email.
Keep notes or minutes in folders organized by date for easy retrieval. Related: How to Grow Your Business. This template can help ensure that your meeting minutes are thorough and effective: [Meeting name] meeting minutes Location: [Address or name of meeting room] Date: [Date] Time: [Time] Attendees: [list of names]. Action items Owner s Deadline Status.
The person taking meeting minutes can be a professional note-taker, such as an assistant who attends solely for the purpose of recording the meeting. However, meeting minutes can also be taken by one of the meeting participants. Here are some tips that might help:. They are not an official record of a meeting unless this has taken place.
Depending on your Board, minutes may also be formally approved at the beginning of the next meeting. The method of sharing or distribution will depend on the tools that you and your organization use.
For example, if you are using a word processing tool e. Committee or Board members can simply read the documents online and save a few trees!
Through members-only webpages, you can create a secure online Intranet for your Board and committees. If you are wondering about the types of tools you might use specifically for meeting minutes, here are some tools that organizations we've worked with have found helpful:. Most committees and Boards review and either approve or amend the minutes at the beginning of the subsequent meeting.
Some organizations may store these online e. You may also need to print and store hard copies as well or provide these to a staff member or Chair for filing. If you're a nonprofit with regular board and member meetings and you want to save time and money managing your organization, get a free trial of WildApricot , an all-in-one membership management software which allows you to:.
Find out all the features of WildApricot's free membership management software here. WildApricot is also the the 1 rated membership management software used by over 20, organizations every day. Get your free trial now.
Meeting minutes are important — after all, they capture the essential information of a meeting. We hope this article helps meeting minutes newbies in getting started in creating effective meeting minutes for your organization. Thank you for reading our guide on how to write meeting minutes! Get the report now! This website uses cookies to ensure you get the best experience on our website. Learn more. When you use a WildApricot site, third-party partners may use cookies and similar techniques to collect user data for the following purposes:.
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Example Sites Website Themes. Customer Reviews Success Stories. Expert Webinars Targeted Impact. Contact Us Log In. Try Now. Table of Contents. New To Writing Meeting Minutes? What Are Meeting Minutes?
The five steps that you must include are: Pre-Planning Record taking - at the meeting Minutes writing or transcribing Distributing or sharing of meeting minutes Filing or storage of minutes for future reference For more detail on each step, read on! Or if you're just looking for a list of meeting minutes templates, check out this post.
What Is the Purpose of Meeting Minutes? But it is important to capture the essence of the meeting, including details such as: decisions made motions made, votes, etc. In formal situations, the note-taker is often the secretary, an executive assistant, or an admin. In less-formal meetings, the person taking the minutes may simply be a volunteer.
Begin by carrying over any threads from the previous meeting, as well as large discussions or time-sensitive business. Leave more minor agenda items for the end. See here for more tips on creating effective meeting agendas.
When considering what type of file or document to use for your meeting, the most important factor to consider is how you will save and share your minutes.
Standard files like Word Docs, Excel spreadsheets, and PDFs all have a similar limitation as templates for meeting minutes—they need an extra step to be used or shared. Opening any of these file types requires a special program that not everyone may have access 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 same 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 can be found later if need be. The best solution is often a cloud-based type of document, such as a Google Doc. Even better is a doc in a free meeting management system like Hugo, where notes are easily shared or kept private , and automatically organized. Meeting minutes are a recounting of what happened at the meeting. Certain formal meeting minutes do need to be certified in some way in order to be an official record of a meeting.
Often the Chair needs to review and approve the minutes before they can be circulated. Or, for many organizations, minutes are reviewed and approved by the group at the beginning of the next meeting.
However, apart from these situations, whether your minutes are approved or not is up to the leaders at the organization and how they want to run their process. Certain organizations such as nonprofits, public companies, local governments, and schools are required by law to create formal meeting minutes.
For example, in California, many state and local government bodies must make meeting minutes available to the public. Similarly, public companies are required to create meeting minutes for Board of Directors and Shareholder meetings. Since these types of meeting minutes are required for compliance or legal reasons, they should follow a clear and professional format.
Often meeting minutes are flexible and somewhat informal. They still need to be clear, professional, and consistent. Think of informal meeting minutes as a meeting summary. The templates and forms you use are ultimately up to you.
Remember, the minutes of your meetings are there to help your organization be more collaborative, transparent, and efficient. Keep that in mind and whatever form or template you choose will work just fine.
So grab the templates you need and get ready to make your meetings matter even more. How It Works Solutions. Align remote and distributed teams Send notes and tasks to your tools Find meeting notes in seconds Share with customers and clients.
Get started with Hugo Continue with Google. Get this template. Minutes: Project Check-In Meeting Our Objective To build a measurement strategy that allows the customer success team to track progress on KPIs and measure that progress against their stated departmental goals.
Gathered feedback from CS team on current measurement strategies. Christina Mocked up three dashboard options that are circulating internally for feedback. Working through an audit of the current CS data sources. Michelle Just getting back after a four-day illness; catching up.
All team members must provide feedback ASAP. Rob summarize and distribute CS team feedback on current measurement strategies by June 7th.
Christina check in on the status of current CS data sources by June 8th. Use a meeting management tool like Hugo to take and organize your minutes for every meeting.
Get Hugo Free. Attendence Voting Members: [Insert names of voting members] Guests: [Insert names of guests] Voting Members Absent: [Insert names of voting members not in attendance] Approval of minutes A motion to approve the minutes of the previous [date] meeting was made by [name] and seconded by [name].
Announcements Financial Review Report There being no further business to come before the meeting, the meeting was adjourned at [time]. How can the team help? All Hands Staff Meeting Company Vision Start every all hands by reiterating the company vision — where we are at, what we believe, and where we are going.
Key Metrics Look at high-level metrics and explain what they mean in the context of the business and the broader market in general. Focus on high-level ideas and customer anecdotes.
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