Meeting Minutes Templates | PDF | RTF | Word (.doc)
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Meeting minutes serve as a record of what was discussed and decided at a meeting, as well as the next steps the attendees decided to take going forward. Whether a meeting takes place in a boardroom or a government office, it might affect the distribution of millions of dollars or a range of services over a wide region. Thus, it is critical to record meeting minutes effectively.
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How to Write
1. Planning
First, it’s helpful to discuss the agenda of the meeting beforehand if possible. This could allow you to outline some of the content before the meeting so you can focus more on what attendees are saying. Also, the transcriber would be less focused on understanding transitions and other matters if he or she becomes acquainted with them before the meeting. What’s more, you need to record all the names of the attendees and their titles for the minutes, and speaking with the leader of the meeting or other personnel can provide this information.
2. Necessary Information
In addition to the attendees’ names and titles, you must record the time and date of the meeting, any amendments to previous meeting minutes, voting outcomes, motions, business items, and matters to be discussed at the next meeting, as well as the date of the next meeting.
3. During the Meeting
You do not have to record the meeting verbatim, so do not fret when you miss a word here and there. You must focus on the important topics that will matter after the meeting is over, rather than recording every single word. Thus, you can summarize the discussion. Remember to focus on matters that refer to actions being taken or that will be taken in the future.
Last, revise and correct the minutes after the meeting when it is fresh in your mind. This will allow you to recall any important matters you missed. Then proofread your transcription and edit it for clarity and to remove any extraneous material.
Here is a meeting minutes template to get you started in transcribing your next meeting:
[Organization Name]
Meeting Minutes
[Date of meeting]
Present: [List of attendees]
Next meeting:[Date, time, and location]
1. Announcements
[List all announcements made at the meeting. For example, new members, change of event, and so forth.]
2. Discussion
[Summarize the discussion for each issue, state the outcome, and assign any action items.]
3. Roundtable
[Summarize the status of each area/department.]
Sources
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