Meeting minutes are a key part of any successful meeting. They help you keep track of what was discussed and decided. You’ve probably been in meetings where no one took notes, and later no one could remember what was agreed upon. That’s why good minutes are so important.

Meeting minutes capture the main points, decisions, and action items from a meeting. They serve as an official record and help keep everyone on the same page. Whether you’re running a board meeting, team check-in, or client call, clear minutes ensure nothing falls through the cracks. This article will show you examples of meeting minutes for different types of gatherings. You’ll see how to adapt your note-taking approach based on the meeting’s purpose and attendees.

Meeting Minutes Templates and Examples

Meeting minutes vary depending on the type of gathering. They capture key points, decisions, and action items tailored to each meeting’s purpose and style.

Meeting Minutes Example for Formal Meetings

Formal meetings need detailed minutes. These often include:

1. Meeting title and date
2. Attendees and absentees
3. Approval of previous minutes
4. Agenda items discussed
5. Decisions made
6. Action items with assigned responsibilities
7. Next meeting date

Template

[Meeting Name]

Date: [Date]

Time: [Start Time] – [End Time]

Location: [Place]

Attendees: [Names]

Absent: [Names]

1. Call to Order
2. Approval of Previous Minutes
3. [Agenda Item 1]
   • Discussion:
   • Decision:
   • Action Item:
4. [Agenda Item 2]
   • Discussion:
   • Decision:
   • Action Item:
5. Next Meeting Date

Example

Board of Directors Meeting

Date: November 15, 2024

Time: 2:00 PM – 4:00 PM

Location: Conference Room A

Attendees: Jane Smith, John Doe, Sarah Johnson Absent: Mike Brown

1. Call to Order
2. Approval of October 18 Minutes
3. Q4 Financial Report
   • Discussion: CFO presented Q4 projections
   • Decision: Approved budget increase for marketing
   • Action Item: Jane to draft press release by Nov 20
4. New Product Launch
   • Discussion: Reviewed marketing strategy
   • Decision: Launch date set for January 5
   • Action Item: John to finalize product packaging by Dec 1
5. Next Meeting: December 13, 2024

Meeting Minutes Example for Informal Meetings

Informal meeting minutes are less structured. They focus on key points and action items. A simple template might look like:

Template

[Meeting Topic]

Date: [Date]

Attendees: [Names]

Main Points:

1. [Point 1]
2. [Point 2]
3. [Point 3]

Action Items:

• [Task 1]: [Person Responsible]
• [Task 2]: [Person Responsible]
• [Task 3]: [Person Responsible]

Next Steps: [Brief description of follow-up plans]

Example

Team Brainstorming Session

Date: November 10, 2024

Attendees: Alex, Emma, Chris, Zoe

Main Points:

1. New social media campaign ideas
2. Customer feedback on recent product launch
3. Upcoming team-building event

Action Items:

• Draft social media content calendar: Emma
• Compile customer feedback report: Chris
• Research team-building activities: Zoe

Next Steps: Meet next week to review progress and finalize plans.

Meeting Minutes Example for Sales Meetings

Sales meeting minutes track progress, goals, and strategies. They often include:

1. Sales figures and targets
2. Pipeline updates
3. Customer wins and losses
4. Action items for follow-up

A template for sales meeting minutes:

Template

Sales Team Meeting

Date: [Date]

Attendees: [Names]

1. Sales Performance
   • Current Numbers:
   • Target:
   • Gap:
2. Pipeline Updates
   • New Leads:
   • Opportunities:
   • Closing Soon:
3. Customer Updates
   • New Wins:
   • Lost Deals:
   • At-Risk Accounts:
4. Action Items
   • [Task]: [Person Responsible] by [Due Date]

Example

Sales Team Meeting

Date: November 12, 2024

Attendees: Tom, Lisa, Mark, Rachel

1. Sales Performance
   • Current Numbers: $850,000
   • Target: $1,000,000
   • Gap: $150,000
2. Pipeline Updates
   • New Leads: 15
   • Opportunities: 8
   • Closing Soon: 3
3. Customer Updates
   • New Wins: (…) Corp ($50,000)
   • Lost Deals: (…) Inc ($30,000)
   • At-Risk Accounts: 123 Company
4. Action Items
   • Follow up with 123 Company: Tom by Nov 15
   • Prepare proposal for potential client: Lisa by Nov 18
   • Update sales forecast: Mark by Nov 20

Documenting Key Meeting Outcomes

Recording important results from meetings helps everyone stay on the same page. Here are key things to include in your minutes.

1. Decisions Made

Capture the choices your team makes during meetings. This helps avoid confusion later. Write down what was decided and why.

Example Phrases

• “The team agreed to…”
• “We decided to move forward with…”
• “After discussion, we chose to…”
• “The group voted to…”
• “We reached a consensus on…”
• “It was determined that…”
• “The final decision was to…”
• “We opted for…”
• “The committee approved…”
• “We settled on…”

Avoid long explanations. Just state the decision and any key reasons behind it.

Action Items and Next Steps

List tasks that need to be done after the meeting. This keeps everyone accountable.

Example Phrases

• “John will research…”
• “Sarah to follow up on…”
• “Team to review…”
• “Mike agreed to draft…”
• “Lisa will coordinate…”
• “Alex to send out…”
• “Everyone to provide feedback on…”
• “Chris will schedule…”
• “Pat to update the team on…”
• “We need to finalize…”

Include who’s responsible and when it’s due. This helps track progress and makes sure things get done.

Status Updates

Note updates on ongoing projects or tasks. This keeps everyone in the loop.

Example Phrases

• “Project X is on track for…”
• “The budget for Y is currently…”
• “We’ve made progress on…”
• “There’s been a delay in…”
• “Z is ahead of schedule…”
• “We’re waiting on approval for…”
• “The client feedback on A was…”
• “We’ve completed phase 1 of…”
• “B is facing challenges with…”
• “The team has successfully…”

Focus on key points that affect the team’s work. This helps everyone stay up to date without getting bogged down in details.

The Meeting Minutes Process

Taking good meeting minutes helps keep everyone on track and informed. The process involves steps before, during, and after the gathering to ensure nothing important gets missed.

Before the Meeting

Get ready for note-taking success with some prep work. Ask for the agenda and attendee list in advance. This lets you create a template with key info like date, time, and meeting purpose. Set up your tools – whether it’s a laptop, tablet, or good old pen and paper.

Check that you have any background materials or previous minutes handy. It’s also smart to arrive early to test any tech you’ll be using. Being prepared will help you feel calm and focused when it’s time to start writing.

During the Meeting

As the meeting kicks off, jot down who’s there and who’s missing. Listen carefully and write the main points, decisions, and action items. Don’t try to catch every word – focus on the key ideas and outcomes.

Use shorthand or abbreviations to keep up with fast talkers. If something’s unclear, don’t be shy about asking for clarification. Your role is crucial, so speak up if needed.

Mark any tasks with due dates and who’s responsible. This makes follow-up easier later. If votes happen, record the results and any important discussions around them.

After the Meeting

Once the meeting wraps up, review your notes while everything’s fresh. Fill in any gaps and clean up messy parts. Organize the information into a clear, easy-to-read format.

You can send out a draft to attendees for feedback. This helps catch any mistakes or missing details. Make edits based on their input, then distribute the final version promptly.

Sharing With Stakeholders

Send the approved minutes to all meeting participants promptly. This helps everyone remember what was discussed and their assigned tasks.

Consider who else might need the information. Send copies to relevant team members or departments not present at the meeting.

Use a consistent method for sharing. Email is common, but some teams use project management tools or shared drives.

Set a clear deadline for any follow-up actions noted in the minutes. This helps keep everyone accountable and moving forward on their tasks.

Remember to store the minutes in an accessible place for future reference: this creates a valuable record of decisions and progress over time.