Meeting minutes are a detailed record of what was discussed, decided, and planned during a meeting. They serve as an official account of the meeting’s proceedings and are used to inform those who were not present, as well as to remind attendees of their responsibilities and the decisions made.

What do the minutes contain?

Meeting minutes are a written record of what was discussed and decided during a meeting. They typically include the following key elements:

• Date and time: When the meeting took place.
• Location: Where the meeting was held.
• Attendees: A list of people who were present, as well as those who were absent.
• Approval of the previous meeting's minutes: Include any matters arising from those minutes.
• For each item on the agenda: A brief overview of each discussion item and any resolutions or decisions that were agreed upon.
• Action items: Tasks that were assigned, including who is responsible and the deadlines.
• Next meeting: Time, date and place of the next meeting
• Recorder: Name of person taking the minutes

Writing up clear minutes

Meeting minutes are essential for maintaining transparency, accountability, and ensuring that everyone is on the same page regarding the outcomes and next steps from the meeting.

• Take notes during the meeting and finalize immediately after the meeting to understand and remember what you wrote.
• What you wrote should translate directly into complete minutes.
• Summary items should stand out from the rest of the minutes.
• Even if you have little time, at least write up the summary.

More tips

• Always distribute the agenda before the meeting so that members have a chance to prepare.
• Use a meeting management tool if possible and enter the minutes right into the tool during the meeting.
• Show the minutes to particpants while typing so mistakes can immediatley be fixed.
• When a member of the group is asked to perform a task, add an action item with a clear description and a due date.
• Keep the minutes short and to the point.