Automate all your repetitive HR tasks and save yourself hours every week to focus on your most important work.
Start a free trialStatistics show that UK workers spend a year of their lives in “unproductive” meetings, about 4 hours per week. For organizations - including small businesses and startups, this is considered a significant loss of time and resources.
One key way to make meetings more efficient and productive is by ensuring clear and concise meeting minutes are taken.
Effective meeting minutes not only serve as a record of what was discussed and decided upon but also help keep attendees accountable and informed.
In this guide, I'll provide expert tips on how to write meeting minutes that are both comprehensive and actionable, along with free templates to help streamline the process.
Put simply, minutes are the recording or written documentation of a meeting. Meeting minutes are used to inform attendees and non-attendees of what was discussed and decided in a meeting.
For example, here at Charlie, we frequently hold meetings, both in small groups and larger conferences, and often require documentation of the discussions. To achieve this, someone is usually assigned to take meeting notes, commonly referred to as minutes.
Depending on the type of meeting held, writing minutes may serve the following purposes:
To write meeting minutes appropriately, these elements should always be included in your meeting notes.
Additional points to be added can also include:
Meeting notes are essential for several reasons:
Before the meeting, review the agenda and ensure it's comprehensive and well-structured. The agenda is the goal of the meeting broken down into smaller, easy-to-digest pieces.
A good meeting agenda should have:
When you have a meeting minute template, it acts like a ready-made framework for jotting down all the crucial details during a meeting.
This means you don't waste precious time deciding what to include or how to organise it. Instead, you can focus on actively participating in the discussion.
Plus, after the meeting, it's much quicker to review and find specific information because everything is neatly laid out.
Before the meeting starts, keep track of members who can't attend and let the Chair know.
During the meeting, update the list with any additional absences. Use an attendance sheet to mark who's present.
You can either have members sign in or tick their names. Make sure to include everyone accurately to avoid any misunderstandings.
When it comes to taking minutes, the ability to listen, absorb and record what is being said is critical. If you encounter any points of confusion during the meeting, ask for clarification from the participants.
Asking for clarification helps prevent misunderstandings and ensures that everyone is on the same page regarding the meeting outcomes.
During the meeting, it's essential to record all assigned tasks, noting who is responsible for each task and setting clear deadlines for completion. This ensures accountability and facilitates follow-up actions after the meeting.
Additionally, summarising the key points discussed by each speaker is crucial. This summary provides a concise overview of the meeting's discussions, helping participants retain important information and ensuring everyone is aligned on the outcomes and action items.
Make sure to record any decisions made during the meeting, along with the reasoning behind them. This helps provide context for future reference.
After the meeting, review your notes for accuracy before distributing them to participants. This ensures everyone has a clear understanding of what was discussed and what needs to be done next.
A best practice for writing effective meeting notes would be to use a structure that helps you organise and capture all the important points discussed during the meeting.
This is how we save time and run effective meetings at Charlie. Below, I've included minute templates that you can use.
What's it for: Writing down what was discussed and decided during formal meetings with a planned agenda.
Best for: Board meetings, project updates, or any meeting with a set plan.
What's it for: Jotting down key points from casual, unplanned meetings.
Best for: Quick team catch-ups, brainstorming sessions, or informal discussions.
What's it for: Recording detailed discussions, decisions, and different opinions.
Best for: Important strategy talks, negotiations, or complex planning sessions.
What's it for: Documenting final decisions without going into the details of how they were made.
Best for: Resolving conflicts, approving decisions, or urgent meetings where speed matters.
What's it for: Listing who needs to do what, by when, after a meeting.
Best for: Project planning, assigning tasks, or keeping track of action items.
So there, you have it! Feel free to use these minute templates whenever you need to document meetings or discussions.
Remember that you can also store HR templates within CharlieHR – didn’t know? Maybe it’s time to take a free trial with Charlie. 7 days, no credit card required.