Minutes of a meeting is a document that contains a point-by-point summary of the key discussions that occurred during a meeting and any conclusions stated, or decisions made. Minutes should be prepared for any formal meeting that takes place, at any level of an organization or gathering.
Being able to quickly take notes keeps meetings on track and provides a clear summary to those who weren’t able to attend. Not taking meeting minutes can be costly in terms of both time and money, for example when you and your colleagues have different recollections of what was agreed during a meeting. If minutes of meeting are not written you may end up having to repeat the meeting. So, getting into the habit of taking meeting minutes is a good practice.
Meeting minutes should include the title of the group that is meeting; the date, time, and venue; the names of those in attendance including the person recording the minutes; Agenda items; Decisions that were made; Actions that need to be taken including the deadline and who it was assigned to; Follow up meeting. The minutes should NOT be a long verbatim “he said” – “she said”. It should record only major points discussed and/or major decisions reached from a “bottom line” perspective.
Typically, minutes of meeting are recorded by a secretary or assistant, but it can be done by any appointed individual. Whether you’ve been tasked with taking notes in the office or for a committee or you’ve been appointed Secretary to the Board of your organization, preparing minutes of meeting doesn’t have to be an arduous task.
Here are some sample template formats that will help you get started with writing and preparing effective minutes of meeting.
Project Kick-Off Meeting
Date: October 15, 2024
Time: 10:00 AM - 11:30 AM
Location: Conference Room B
Attendees:
Agenda:
1. Call to Order
The meeting was called to order by John Smith at 10:00 AM. He welcomed the team members and briefly outlined the agenda.
2. Project Overview
Discussion:
Sarah Johnson presented an overview of the new product, detailing its purpose, target market, and anticipated benefits. She emphasized the project's alignment with company goals and highlighted the expected outcomes.
Decision:
The team agreed on the product vision and approved the initial scope presented by Sarah.
3. Key Milestones and Timeline
Discussion:
John reviewed the proposed timeline and key milestones, including prototype development, testing phases, and the launch date. David raised concerns about the feasibility of completing the initial phase within the allocated timeline due to resource constraints.
Decision:
The timeline was adjusted to allow a two-week buffer for prototype testing, making the final launch date December 20, 2024. Anna suggested a more iterative approach to UX testing, which was accepted.
4. Roles and Responsibilities
Discussion:
John outlined each team member’s role in the project. Sarah will oversee product direction, David will manage development, and Anna will handle all design aspects. James will coordinate marketing and launch materials.
Decision:
Roles were confirmed, with all team members accepting their responsibilities.
5. Budget and Resources
Discussion:
John presented the preliminary budget, outlining estimated costs for development, design, and marketing. Anna suggested additional resources for UX testing, and David requested one additional developer for backend support.
Decision:
It was agreed to revise the budget to accommodate the UX resources and hire an additional developer, pending approval from upper management.
6. Next Steps and Action Items
Next Meeting: October 25, 2024, at 10:00 AM in Conference Room B.
Adjournment:
The meeting was adjourned at 11:30 AM.
Monthly Meeting of [Association Name]
Date: October 1, 2024
Time: 6:00 PM - 8:00 PM
Location: Community Center, Room A
Attendees:
Agenda:
1. Call to Order
The meeting was called to order by Jessica Taylor at 6:00 PM. Jessica welcomed everyone and thanked them for attending the monthly meeting.
2. Review of Previous Meeting Minutes
Discussion:
Sarah Collins, Secretary, read the minutes from the September meeting. No corrections or additions were noted by the members.
Decision:
The minutes from the September meeting were approved unanimously.
3. Financial Report
Discussion:
David Lee, Treasurer, presented the financial report. The association's balance as of October 1 was $5,300. Recent expenses included $200 for office supplies and $500 for event venue booking. David highlighted a projected increase in event costs for the upcoming holiday season and recommended an additional budget for these events.
Decision:
The members approved an increase in the event budget of $1,000, bringing the total event allocation to $1,500 for November and December.
4. Membership Updates
Discussion:
Rachel Chen, Membership Coordinator, reported a growth in membership, with five new members joining in September. Rachel proposed a membership drive event to further boost membership, targeting a 10% increase by year-end.
Decision:
The membership drive event was approved, with tentative dates set for mid-November. Rachel will coordinate with the marketing team to promote the event, and Anna will assist with planning.
5. Upcoming Events
Discussion:
Anna Smith, Events Chair, reviewed the events calendar, with a focus on the upcoming Annual Fundraiser Dinner scheduled for November 15. She provided an update on ticket sales, sponsorships, and volunteer needs. She also proposed a raffle to raise additional funds.
Decision:
The raffle was approved, with a budget allocation of $200 for prizes. Members were encouraged to assist in securing sponsorships and promoting ticket sales.
6. New Business
6.1 Community Engagement Program Proposal
Discussion:
Mark Johnson, Vice President, proposed launching a new community engagement program focused on neighborhood beautification. The initiative would include volunteer days for planting trees, organizing clean-ups, and installing benches in public areas.
Decision:
The proposal was met with enthusiasm, and a committee was formed to plan the first volunteer day in November. Jessica, Mark, and two volunteer members will draft a proposal to secure funding from local businesses.
6.2 Association Newsletter Update
Discussion:
Sarah proposed launching a monthly newsletter to keep members informed of upcoming events, initiatives, and meeting highlights. She suggested including member spotlights and community news to increase engagement.
Decision:
The newsletter was approved, with the first issue set to launch by November 1. Sarah will oversee content creation, with contributions from all committee chairs.
7. Next Steps and Action Items
Next Meeting: November 5, 2024, at 6:00 PM, Community Center, Room A.
Adjournment:
The meeting was adjourned at 8:00 PM.
Letter of Absence from School Due to Sickness
Query Letter for Lateness to Work
Happy New Month Messages / Wishes
Letter of Absence from Work Due to Illness
Letter of Absence from Work Due to Family Emergency
Admission Letter from School / University
Warning Letter to Employee for Misconduct
Condolence Message on Death of Mother
Condolence Letter on Death of Employee
Condolence Message on Death of Wife
Happy Sunday Messages / Wishes
Condolence Message to a Colleague