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July 2023

Productivity Hacks

10 Best Templates & Examples of Meeting Minutes

Find the 10 best meeting notes templates and examples for your next meeting! Our curated selection provides you with ready-to-use templates, whether you need a formal board meeting template, an informal team meeting template, a client meeting template or many more. Simplify your meeting documentation with our top-notch templates.

Leo
Founder Associate
Overview

What are meeting minutes?

So, what exactly are meeting minutes? Well, think of them as the official notes that capture all the important information discussed during a meeting. They're like a written record that keeps track of the discussions, decisions, and action items. You know, it's all about documenting the nitty-gritty details of what went down in that meeting. Whether it's the date, time, who was there, or the juicy discussions that took place, meeting minutes make sure we don't miss a beat. They're our go-to reference when we need to look back and remember what went on in those intense meetings.

Why are meeting minutes important?

Meeting minutes are actually quite important for a couple of reasons:

Accountability:

You know how sometimes in meetings, tasks and responsibilities get thrown around like hot potatoes? Well, meeting minutes help us sort all that out. They make sure everyone knows who's responsible for what, so we can hold each other accountable. It's all about tracking progress, following up on tasks, and making sure we keep our commitments.

Communication:

These minutes are key, for effective communication. They capture all the discussions, decisions, and action items from the meeting. That way, if someone couldn't make it or if we need to update stakeholders or team members, we can easily share the minutes and keep everyone in the loop.

Documentation:

Meeting minutes preserve all the nitty-gritty details of past meetings for future reference. So whenever we need to look back and remember what we agreed on or what decisions were made, we have a place where to look. Plus, they help us analyze trends, learn from past discussions, and make smarter decisions down the line. It's like our very own project management time machine.

What should be part of meeting minutes?

  • Date, time, and location of the meeting
  • List of attendees and absentees
  • Approval of previous minutes (if applicable)
  • Summary of discussions, including key points and arguments
  • Decisions made and the rationale behind them
  • Action items assigned to participants, along with deadlines
  • Any other relevant information, such as presentations or reports shared

10 Best Meeting Templates and Examples

Link to the full list here.

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If you still prefer to manually take notes, you can find all 10 templates below. Feel free to just copy them and edit them to your own need.

Template 1: Informal Team Meeting Minutes

Date:
Attendees:
Agenda:

1. Item 1:
    - Key discussions:
    - Decisions made:
    - Next steps:
2. Item 2:
    - Key discussions:
    - Decisions made:
    - Next steps:
3. Item 3:
    - Key discussions:
    - Decisions made:
    - Next steps:

Next Steps:
- Action item: [Responsible Person], [Due Date]
- Action item: [Responsible Person], [Due Date]

Template 2: Sales Team Meeting Minutes

Date:
Attendees:
Agenda:

1. Sales Updates:
    - Individual sales achievements:
    - Team sales performance:
    - Challenges and successes:
2. Client Updates:
    - New clients acquired:
    - Key client interactions and feedback:
    - Client issues and resolutions:
3. Product/Service Updates:
    - New products/services introduced:
    - Product/service enhancements or updates:
    - Competitive analysis and market trends:
4. Sales Strategies and Goals:
    - Sales goals and targets:
    - Sales strategies and tactics:
    - Individual and team objectives:
5. Actionable Items:
    - Action item 1: [Responsible Person], [Due Date]
    - Action item 2: [Responsible Person], [Due Date]
    - Action item 3: [Responsible Person], [Due Date]
6. Training and Development:
    - Training needs identified:
    - Upcoming sales training opportunities:
    - Skill enhancement initiatives:
7. Open Discussion:
    - Team member suggestions or concerns:
    - Collaboration opportunities:
    - Best practices and lessons learned:
8. Next Meeting:
    - Date and time of the next meeting:
    - Agenda items for the next meeting:

Template 3: Project Kick-off Meeting Minutes

Date:
Attendees:
Agenda:

1. Introduction:
    - Welcome and introductions:
    - Purpose and objectives of the project:
    - Roles and responsibilities:
2. Project Overview:
    - Brief overview of the project:
    - Key deliverables and milestones:
    - Project timeline and deadlines:
3. Discussion and Decisions:
    - Key discussion points:
    - Decisions made:
    - Next steps:
4. Project Scope and Requirements:
    - Scope of work:
    - Project requirements and expectations:
    - Clarifications and agreements:
5. Stakeholder Communication:
    - Communication plan:
    - Stakeholder roles and involvement:
    - Reporting mechanisms:
6. Risks and Mitigation:
    - Identified risks:
    - Mitigation strategies:
    - Responsible parties:
7. Resources and Budget:
    - Resource allocation:
    - Budget overview and constraints:
    - Approval process for expenses:
8. Action Items:
    - Action item 1: [Responsible Person], [Due Date]
    - Action item 2: [Responsible Person], [Due Date]
    - Action item 3: [Responsible Person], [Due Date]
9. Next Meeting:
    - Date and time of the next meeting:
    - Agenda items for the next meeting:

Template 4: Formal Board Meeting Minutes

Date:
PRESENT:
- [Name 1]
- [Name 2]
- [Name 3]
ABSENT:
- [Name 4]
- [Name 5]
1. Call to Order/Opening Remarks:
    - Time meeting called to order:
    - Opening remarks:
2. Approval of the Minutes from [Date]:
    - Motion to approve:
    - Motion By:
    - Seconded By:
    - Carried/Defeated:
3. Additions to the Agenda:
    - [Agenda Item 1]
    - [Agenda Item 2]
    - [Agenda Item 3]
4. Approval of the Agenda:
    - Motion to approve:
    - Motion By:
    - Seconded By:
    - Carried/Defeated:
5. Business from the Previous Meeting:
    - Item 1:
    - Item 2:
    - Item 3:
6. [Agenda Item 1]:
    - Summary of discussion:
    - Motions:
    - Follow-ups:
7. [Agenda Item 2]:
    - Summary of discussion:
    - Motions:
    - Follow-ups:
8. Additions to the Agenda:
    - [Agenda Item 4]
    - [Agenda Item 5]
9. Adjournment:
    - Time meeting adjourned:
10. Next Meeting: [Date]

Template 5: Client Meeting Minutes

Date:
Attendees:
Agenda:

1. Introduction:
    - Welcome and introductions:
    - Purpose of the meeting:
    - Objectives to be addressed:
2. Review of Previous Action Items:
    - Action item 1: [Responsible Person], [Due Date]
    - Action item 2: [Responsible Person], [Due Date]
    - Action item 3: [Responsible Person], [Due Date]
3. Project/Service Updates:
    - Status update on ongoing projects/services:
    - Milestones achieved and upcoming deliverables:
    - Key challenges or concerns:
4. Discussion Topics:
    - Topic 1:
        - Key points discussed:
        - Agreements reached:
        - Action items assigned:
    - Topic 2:
        - Key points discussed:
        - Agreements reached:
        - Action items assigned:
5. Client Feedback:
    - Feedback provided by the client:
    - Areas of improvement or enhancement:
    - Suggestions or concerns expressed:
6. Next Steps:
    - Action item 1: [Responsible Person], [Due Date]
    - Action item 2: [Responsible Person], [Due Date]
    - Action item 3: [Responsible Person], [Due Date]
7. Conclusion and Follow-up:
    - Summary of the meeting:
    - Next meeting date and agenda items:

Template 6: Departmental Review Meeting Minutes

Date:
Attendees:
Agenda:

1. Review of Goals and Objectives:
    - Recap of departmental goals and objectives:
    - Progress update on key initiatives:
    - Challenges and achievements:
2. Departmental Performance:
    - Key performance metrics and indicators:
    - Performance against targets:
    - Analysis of trends and areas for improvement:
3. Projects and Initiatives:
    - Update on ongoing projects and initiatives:
    - Milestones achieved and upcoming deadlines:
    - Resource allocation and coordination:
4. Collaboration and Communication:
    - Interdepartmental collaboration efforts:
    - Communication channels and feedback mechanisms:
    - Opportunities for cross-functional synergy:
5. Training and Development:
    - Training needs assessment:
    - Skill development initiatives:
    - Training opportunities and resources:
6. Actionable Items:
    - Action item 1: [Responsible Person], [Due Date]
    - Action item 2: [Responsible Person], [Due Date]
    - Action item 3: [Responsible Person], [Due Date]
7. Open Discussion:
    - Departmental concerns or suggestions:
    - Sharing of best practices:
    - Alignment with organizational goals:
8. Next Meeting:
    - Date and time of the next meeting:
    - Agenda items for the next meeting:

Template 7: Staff Training Meeting Minutes

Date:
Attendees:
Agenda:

1. Introduction and Purpose:
    - Welcome and introductions:
    - Overview of the training session:
    - Objectives and desired outcomes:
2. Training Topic(s):
    - Topic 1:
        - Key points covered during the training:
        - Interactive activities or discussions:
        - Questions or clarifications raised:
    - Topic 2:
        - Key points covered during the training:
        - Interactive activities or discussions:
        - Questions or clarifications raised:
3. Practical Application:
    - Demonstration or hands-on practice:
    - Exercises or simulations conducted:
    - Feedback and observations:
4. Review of Training Materials:
    - Distribution of training materials:
    - Discussion of supporting resources:
    - Suggestions for improvement:
5. Next Steps:
    - Action item 1: [Responsible Person], [Due Date]
    - Action item 2: [Responsible Person], [Due Date]
    - Action item 3: [Responsible Person], [Due Date]
6. Q&A and Discussion:
    - Participant questions or concerns:
    - Group discussion on training content:
    - Sharing of experiences or insights:
7. Conclusion and Evaluation:
    - Recap of key takeaways:
    - Evaluation of the training session:
    - Next training opportunities or follow-up:

Template 8: Conference Call Meeting Minutes

Date:
Attendees:
Agenda:

1. Call Opening:
    - Welcome and introductions:
    - Confirmation of attendees:
    - Overview of the call objectives:
2. Discussion Topics:
    - Topic 1:
        - Key points discussed:
        - Decisions made or actions taken:
        - Assignments and responsibilities:
    - Topic 2:
        - Key points discussed:
        - Decisions made or actions taken:
        - Assignments and responsibilities:
3. Updates and Reports:
    - Individual or team updates:
    - Progress on assigned tasks or projects:
    - Challenges and support needed:
4. Action Items Review:
    - Action item 1: [Responsible Person], [Due Date]
    - Action item 2: [Responsible Person], [Due Date]
    - Action item 3: [Responsible Person], [Due Date]
5. Next Steps and Follow-up:
    - Summary of next steps:
    - Deadlines and deliverables:
    - Follow-up actions and communication:
6. Q&A and Discussion:
    - Participant questions or concerns:
    - Group discussion on relevant topics:
    - Sharing of insights or best practices:
7. Call Conclusion:
    - Recap of key takeaways:
    - Confirmation of next meeting/call date:
    - Appreciation and closing remarks:

Template 9: Committee Meeting Minutes

Date:
Attendees:
Agenda:

1. Call to Order and Introductions:
    - Chairperson calls the meeting to order:
    - Introduction of attendees:
    - Review of the agenda:
2. Approval of Previous Meeting Minutes:
    - Review of minutes from the previous meeting:
    - Motion to approve the minutes:
    - Voting and confirmation of approval:
3. Committee Reports:
    - Report 1:
        - Summary of activities and progress:
        - Key findings or recommendations:
        - Actions taken or proposed:
    - Report 2:
        - Summary of activities and progress:
        - Key findings or recommendations:
        - Actions taken or proposed:
4. Discussion Topics:
    - Topic 1:
        - Key points discussed:
        - Decisions made or actions taken:
        - Assignments and responsibilities:
    - Topic 2:
        - Key points discussed:
        - Decisions made or actions taken:
        - Assignments and responsibilities:
5. New Business:
    - Introduction of new agenda items:
    - Discussion and decision-making:
    - Assignments and follow-up actions:
6. Action Items:
    - Action item 1: [Responsible Person], [Due Date]
    - Action item 2: [Responsible Person], [Due Date]
    - Action item 3: [Responsible Person], [Due Date]
7. Announcements and Next Meeting:
    - Important announcements or updates:
    - Schedule and agenda for the next meeting:
    - Adjournment of the current meeting:

Template 10: Performance Review Meeting Minutes

Date:
Attendees:
Agenda:

1. Opening and Purpose:
    - Welcome and introductions:
    - Explanation of the performance review process:
    - Clarification of the meeting's objectives:
2. Review of Goals and Objectives:
    - Recap of employee's goals and objectives:
    - Assessment of goal attainment:
    - Discussion of challenges and accomplishments:
3. Performance Evaluation:
    - Evaluation of performance against key competencies:
    - Rating and feedback on specific areas:
    - Examples of strengths and areas for improvement:
4. Development and Training Needs:
    - Identification of development opportunities:
    - Discussion of training needs and resources:
    - Agreement on development plans:
5. Goal Setting for the Next Period:
    - Establishment of new goals and objectives:
    - Alignment with career aspirations and organizational objectives:
    - Agreement on SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals:
6. Performance Improvement Plan (if applicable):
    - Discussion of any performance concerns:
    - Development of a performance improvement plan (PIP):
    - Clear expectations and timelines for improvement:
7. Recognition and Rewards:
    - Acknowledgment of outstanding performance:
    - Discussion of potential rewards or incentives:
    - Appreciation for employee's contributions:
8. Action Items and Follow-up:
    - Action item 1: [Responsible Person], [Due Date]
    - Action item 2: [Responsible Person], [Due Date]
    - Action item 3: [Responsible Person], [Due Date]
9. Q&A and Discussion:
    - Employee's questions and concerns:
    - Open dialogue on performance-related topics:
    - Suggestions for enhancing performance:
10. Conclusion and Next Steps:
    - Summary of performance review discussion:
    - Agreement on next steps and timelines:
    - Appreciation for employee's participation:

Still didn't find what you were looking for? No problem! jamie allows you to use your own customized templates to create outstanding, AI-powered meeting summaries. You can either choose one of your existing templates or just start one from scratch. You can test jamie now for free here.

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