Minute Taking Templates Can Start Your Meetings Off Right - Docket

Minute Taking Templates Can Start Your Meetings Off Right

Tired of meetings that accomplish little or nothing? Learn how to use a minute taking template and how to write minutes of a meeting example.

Managing remote teams can present communication and organizational culture challenges. However, addressing these challenges through team meetings is essential since 42.5 percent of the global workforce will become remote in the next four years. Learning how to conduct effective meetings with a meeting minutes template doc can reduce miscommunication, increase camaraderie, establish goals, increase productivity, and make the remote work experience more personal. Whether meetings are conducted online or in-person, following a minutes of meeting sample or a board meeting minutes template can help keep things organized. Not only will the best meeting minutes templates or informal meeting minutes template guide the agenda, but it will ensure the documentation of questions, goals, and problems. With documentation in a board meeting minutes template word, follow-up, resolution, and progress tracking can occur. A professional minutes meeting template containing what was discussed can also be distributed to all team members for future reference.

The Components of a Good Meeting Agenda

Using a minute meetings template doc, a minute taking template, or a meeting minutes template google docs is a solid documentation method if someone is new to the practice. However, good documentation also starts with solid planning. In order to be clear, transparent, and effective, writing a minutes of meeting draft starts with pre-planning. The pre-planning stage involves determining the meeting’s agenda, which can be distributed beforehand in outline form via a minutes of meeting sample pdf to all potential attendees. The agenda with the topics can be placed in a simple minute meetings template or a professional meeting minutes template. This gives all potential participants a chance to know what will be discussed and they can formulate their general thoughts about the topics. Within the minutes of meeting email sample, participants can also be assigned to certain tasks or parts of the meeting using the professional minutes of meeting format.

A critical part of the pre-planning process should involve setting goals, time limits, and an overall discussion structure. Think about what each topic will address and what the desired outcome is. For example, introducing a new process is usually rooted in a desire to change work-related behaviors or the scope of the team’s tasks. Yet, those behavioral and scope changes are meant to fit within a larger department or organizational goal. Including this information in the staff minute meetings sample or a simple meeting minutes template will aid employees’ understanding. A good pre-planning process and distributed pre-reads of the meeting’s agenda in a staff meeting minutes sample will also allow for a discussion about employees’ questions or concerns.

Prior to the meeting, a person should be assigned to take notes in an informal meeting minutes template doc. The person assigned can look at examples of minutes taken at a meeting or use a professional minutes of meeting format doc. The notes should include decisions that were made, a list of action items, and a record of who is assigned to each action item and how those action items will be tracked. A minutes of meeting template with action items excel or a meeting minutes template excel can assist someone who is new to minute taking with recording these tasks. The minutes that the assigned person records in a free meeting minutes template excel format can serve as a reference for those who attended the meeting and for those that did not. This is especially important when the discussion and decisions will impact other projects within the department or organization. The documentation in the meeting template excel can also help remind those who were assigned to action items of what they need to accomplish and when. Documentation contained within the minutes of meeting format in word can ensure accountability.

A minutes of meeting format pdf or business sample meeting minutes can contain several different sections, including when the meeting took place, who called it to order, who attended, who was absent, discussions from previous meetings, new discussions introduced at the current meeting, any discussions that were added to the agenda during the meeting, when the meeting ended, follow-up items, when the next meeting will occur, and who recorded and approved the meeting’s minutes. Once written, the meeting minutes template can then be distributed to all attendees and those who were not able to attend. Some choose to use online methods such as Docket to share the minutes. Others distribute the document in traditional paper format. Regardless of how the minutes are shared, an electronic or hard copy should be filed in a separate location for future reference. Any revisions to the simple meeting minutes template excel should be noted and made prior to distributing and filing the final copy. Those running the meeting and those in charge of leading topic discussions should also be prepared to explain the free project meeting minutes template excel with those were unable to attend.

About the Author

Heather Hansson

Heather is VP of Product and Chief of Staff at Docket. She enjoys leading cross-functional teams to work together on vision, strategy, and implementing solutions that help people work and live better. When she isn’t helping rid the world of wasteful meetings with Docket, Heather likes to run, take violin lessons with her son, and spend time with her family.

Related Content