Minutes Meeting Minutes Notes Template

Meetings are essential in any business to track their operations and progress in any assigned job or project. Meetings can be long or short, frequent or seldom, depending on the need of the organization. There may be different types of meetings called by different levels of the company depending on the projects and need.

At the meeting, someone such as a secretary would record the discussions of the meeting by taking meeting notes. These will be transcribed as meeting minutes for others’ reference and action as a follow up to the meeting. Hence, the meeting notes are very important. The secretary must be accurate with taking down the discussion points during the meeting and to transcribe it accurately later for the right actions to be taken as a follow up on the meetings.

Meeting minutes’ notes are very important to all involved parties for the right understanding of the decisions and outcome of the meeting.

The template of a minutes meeting minutes notes may contain the following:

* Date of Meeting

* Purpose of Meeting

* Attendees/Absentees

* Start and End times of Meeting

* Venue

* Called by

* Issues

* Important points on topic discussion

* Conclusion

* Action By

* Deadline

* Resource Person

* Observers

Minutes’ notes can be brief as the secretary records only important points of the meeting. Then, meeting minutes should be generated soonest possible after the meeting for immediate follow up action.

Consider the attached sample template for your convenience.

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Meeting Minutes Template

Meetings are always necessary at any organization that is serious in performing well in its business. Though too many meetings are not recommended, meetings are no doubt crucial to understand the condition of the organization in its operations, directions and financial standing.

Hence, the meeting must be recorded in the form of minutes for the relevant parties to refer and be reminded on what has transpired in the meeting and the necessary actions to be taken as a follow up. This after meeting action will propel the organization to move forward in its operations and progress.

A meeting minute is usually formally written and distributed to its attendees for further action after the meeting. This task is usually performed by a secretary who sits in the meeting, recording down all that is discussed and decided by the meeting attendees. The meeting minutes would be distributed to the attendees as well as the absentees of the meeting.

The template of meeting minutes may contain the following:

* Date of Meeting

* Purpose of Meeting

* Attendees/Absentees

* Start and End times of Meeting

* Venue

* Called by

* Issues

* Time allocated for discussion

* Discussion

* Important points on topic discussion

* Conclusion

* Action By

* Deadline

* Resource Person

* Observers

The meeting minutes can be long and detailed depending on the topics of discussion during the meeting. The next meeting date can be included in the meeting minutes.

Consider the attached sample template for your convenience.

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Staff Meeting Minutes Template

Staff meetings are very crucial to the welfare of the organization or department. It is a get together of great minds and souls to understand the work objectives and ethics for a better working environment to achieve the company or department objectives or goals. Hence, staff meetings should have minutes recorded as a reference or reminder to the attendees on what have transpired at the meeting, or to update those who could not attend the meeting for one reason or another, such as on sick leave or in the field.

A Staff meeting minutes is usually taken by the secretary who later prints and distributes a copy to all who are involved, including the absentees.

A Staff meeting minutes’ template may contain the following header:

* Date of Meeting

* Called by

* Attendees/Absentees

* Start and End times of Meeting

* Venue

The body of the staff meeting minutes can contain columns of information recording what has been transpired during the meeting:

* Agenda

* Presenter

* Conclusion

* Action By

Under the Agenda column, work related important aspects will be identified and recorded as per discussion during the meeting. The conclusion column records the final decision made in the meeting while the Action By column records the assigned person to follow up on the conclusion. With these columns of decision and action, there is no excuse or passing the buck attitude to be tolerated as all responsibilities are clearly spelt out in the minutes.

Consider the attached sample template for your convenience.

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Project Meeting minutes Template

Project meetings are important to track the progress of the project, especially when a few staff are involved in the project development. Big projects tend to be complicated and long; staff involved need to be able to report on their progress or difficulties encountered. Hence, regular project meetings are necessary to iron out the difficulties while other team members assist in brainstorming ideas and solutions for a better path to project completion.

A project meeting minutes is an important document which allows the project team to refer to the discussion and decisions made during a project meeting so that all team members can move in the right direction with the right understanding on the project.

The template of a project meeting minutes may have the following header:

* Project Title

* Date of Meeting

* Time and Venue of meeting

* Attendees / Absentees

Its body may have the following:

* Summary of report by each team member

* Difficulties encountered by team member

* Work in progress update

* Conclusion for each section of project as reported.

* Actions to be taken & Person-in-charge

* Deadline of Actions to be taken

The template may be broken into several sections; besides header and body as suggested above, it can also have columns on:

* Date of Next meeting

* Agenda for the next meeting

* Date, Time and Venue of next meeting

This extra section allows the project team to look ahead of the required for the next reporting.

Consider the attached sample template for your convenience.

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Corporate Meeting Minutes Template

Corporate meetings are high powered meetings amongst the company leaders. Important issues are discussed where the company leaders come together regularly but may not be very frequently unless a crucial project is on hand.

Corporate meetings have minutes recorded for the purpose of reference. A corporate meeting minute is usually formally written and distributed to its attendees for further action.

Corporate meeting minutes are usually taken by the secretary who later prints and distributes a copy to all who are involved, including the absentees.

The template of corporate meeting minutes may contain the following header:

* Date of Meeting

* Purpose of Meeting

* Attendees/Absentees

* Start and End times of Meeting

* Venue

The body of the corporate meeting minutes can contain columns of information recording what has been transpired during the meeting:

* Issues

* Discussion

* Conclusion

* Action By

The Corporate meeting minutes should record the various issues that were discussed with possible conclusion and final decisions made during the meeting. It can also note the person(s) in charge of the further actions decided on each issue.

There may be reports or presentations that are also included in a corporate meeting which must be recorded in the minutes for the same purpose of reference and follow up action. The minutes can also include communication and feedback on outstanding issues that are presented at the meeting.

If it is a regular corporate meeting, the next meeting details will be included in the minutes.

Consider the attached sample template for your convenience.

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Committee Meeting Minutes Template


Committees are formed to monitor an assigned project with meetings to discuss any outstanding issues as well as the progress of the project. Meetings may take a lot of time if they are unorganized; minutes are important for follow up work after the meeting.

One should not leave the meeting room without taking ownership of some points of action as discussed in the meeting. The meeting minutes should come out in a day or two after the meeting to allow its attendees to continue with the necessary action as discussed in the meeting.

The Committee Meeting minutes template usually has:

* Meeting Name

* Meeting Number

* Date & Time of Meeting

* Committee Members Present/Absent

* Venue

The body of the committee meeting minutes records what has been transpired during the meeting:

* Issues

* Discussion

* Action By

The committee meeting minutes should record the different types of issues discussed with possible actions suggested to be followed up and the person(s) in charge of each action decided on each issue.

There may be reports of news or update of information by each committee member at the meeting which must be recorded in the minutes as the minutes are to list all the happenings at the meeting. This will give a true account of what transpired at the meeting.

The minutes should be signed off by the one who prepared the minutes and the authority who approved it for circulation.

Consider the attached sample template for your convenience.

 

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Business Meeting Minutes Template


Business meetings are important in any company where business issues are discussed for the progressive development of the company. Business meeting minutes are important records of the business meetings conducted so that there is a good follow up on the points of discussion handled at the meeting.

Business meeting minutes are also used for reference purposes, in case some member was absent from the meeting or to settle a dispute over the point of contention discussed at the meeting.

The template of a business meeting minutes may contain the following header:

* Company Name

* Company Logo

* Date of Meeting

* Purpose of Meeting

* Attendees/Absentees

* Start and End times of Meeting

* Venue

* Called by

The body of the business meeting minutes will record what have been transpired during the meeting:

* Issues

* Discussion

* Conclusion

* Action By

* Date of Completion

The minutes summarize the discussions of every issue taken up during the meeting with follow up actions by delegated persons with a certain deadline for task completion.

Reports that were conveyed during the business meeting must also be recorded in summary with further information on the comments, feedback or further actions to be taken with the presented reports.

The minutes can be very detailed if it is an important business meeting to ensure that no important information is left out which may be detrimental to the smooth work flow for the company.

Consider the attached sample template for your convenience.

 

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Board Meeting Minutes Template

A Board meeting usually happens in a company with high ranking personnel in the company. The attendees of a board meeting are the managers and heads of department who have a responsibility towards the good progress of the company.  The Board meetings should be recorded to track the discussions and decisions made on the business issues.

The meeting may require different managers to report on the status of their unit to check on the cohesiveness of the company departments. Hence, it is essential to have good meeting minutes from the Board meetings so that all departments will be working in unison.

The template of Board meeting minutes may contain the following header:

* Company Name & Address

* Date of Meeting

* Board Meeting Title

* Board Chairman

* Start and End times of Meeting

* Venue

The template body refers to:

* Welcome & Introduction

* Committee Leader’s comments

* Approval of Previous Meeting’s minutes

* Meeting Agenda Items

* New issues brought up for discussion at the meeting

* Deliberation and conclusion of new issues

* Approval of conclusion and actions on new issues

* Managerial reports by various departments

* Meeting Policies

* AOB

* Meeting Adjournment

The Board meeting can be quite formal and lengthy as serious considerations and deliberations are made pertaining to the welfare of the organization. The meeting may allow for AOB, or Any Other Business, which refers to unplanned items to be discussed at the meeting.

Consider the attached sample template for your convenience.

 

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Board of Directors Meeting Minutes Template

A Board of Directors comprises a group of high ranking company authorities who are very busy people. They hold many profiles in the business environment and may wear a couple of ‘hats’ in the corporate environment. Nevertheless, these high profilers are much sought after for their expertise, experience and knowledge in enhancing a business.

Hence, their meetings are usually very packed with items pertaining to the welfare and development of the company they are overseeing. As they are very busy personnel, the Board of Directors meeting must be aptly recorded for a good follow up.

The Board of Directors may not meet frequently but when this group does, important decisions are made. The company’s direction of growth is steered by the deliberations and recommendations of these custodians. As overseers, they seek to brainstorm the best for the healthy development of the company. The Board of Directors Meeting minutes would be a good reference on the discussions and decisions made with regards to the direction of the company.

The template of Board of Directors meeting minutes may contain the following header:

* Company Name & Address

* Date of Meeting

* Purpose of Meeting

* Directors list

* Start and End times of Meeting

* Venue

The template body refers to:

* Approval of Previous Meeting’s minutes

* Deliberation or Clarification or Updates on Previous Issues

* New issues brought up for discussion at the meeting

* Deliberation and conclusion of new issues

* Approval of conclusion and actions on new issues

Consider the attached sample template for your convenience.

 

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Annual Meeting Minutes Template

Annual meetings happen once a year for many organizations, even the NGOs or clubs and societies. These are once a year get-togethers in a formal manner where the members meet to deliberate on certain issues pertaining to the organization, club or society; it could be financial matters, objectives, projects or direction of the association.

When an annual meeting has taken place, the minutes must be prepared to account to other members who might have been absent from the meeting as well as to report to the Registrar of Clubs and Societies which is mandatory in most countries.

The template of annual meeting minute may contain the following header:

* Chapter Name

* Chapter Logo

* Date of Meeting

* Purpose of Meeting

* Attendees/Absentees

* Start and End times of Meeting

* Venue

* Called by

The body of the annual meeting minutes usually records the financial status of the association, such as:

                * Income

                * Total Income

                * Expenses

                                * Chapter

                                * Corporate

                * Total Expenses

                * Total Revenue

Although the financial figures are usually the main concern of the annual meeting, there are other issues which can be discussed. The minutes can also record:

                * Objectives for the past year

                * Objectives for the coming year

                * Budget for the coming year

                * Directions for the association

                * Committee members

                * Issues to note

As listed above, there are many points worthy of discussion in an annual meeting.

 

Consider the attached sample template for your convenience.

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