Meetings are important – more important might be the outcome of meetings. These meeting’s results are summarized and described in minutes. Here are some of the experiences we’ve had over the past few years.
Useful hints to make it better
Reading the issues mentioned above, you will want to get some recommendations on how to make it better.
Why write minutes?
The aim of minutes is to
- Create a written follow-up of details of the meeting, covering venue, date, time, participants
- Summarize the discussion points, agreed actions (mentioning involved people and dates) and decisions done during the meeting
- Know about the key conclusions
- Have available easy-to-follow-up notes of the meeting conversations
- Mention all relevant attachments of material presented or used at the meeting.
Expectations of participants
Participants at the meeting may expect the delivery of the draft within some days (short meetings within two or three working days).
Minutes should have a cover sheet with detailed data of the meeting (project, attending people, date, time, topic of the meeting).
The document itself should be well-structured – with numbered headings – and have a list of content (linked to the headings).
Additionally, a list of participants with their contact data should be at the end of the minutes, and a To-Do list, where the next activities are described with naming the activity, the responsible person, the deadline, and – if applicable – the status.