Meeting Minutes Templates,10+ Project Meeting Minutes Templates, Formats

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Introduction To Business Meeting Template

Meeting plays a very important role in business, it is one of the major media of oral communication. So, a business meeting is a gathering where two or more people assemble to take/discuss some crucial matters on some preset issues through mutual discussion. Every organization, large or small, arranges a good number of meetings on regular time intervals to discuss and decide on different issues.

Companies use business meetings to review company information or establish new operating principles. Most of the meetings are directed by the management, and time is spent helping employees understand the company financial health or operations.

The purpose of a business meeting is to address issues that affect company operations and productivity. Those issues could be positive, or they could be challenges that threaten to affect profitability. To administer effective business meetings, you need to understand how to create and achieve meeting objectives. Using efficient meeting processes can help you to get more out of your meeting time.

Business Meeting Template
Business Meeting Template

Types of Business Meetings

  • Formal Style: Formal meetings usually involve the key stakeholders of the company like the board of directors, executive management or equity shareholders and inform the parties involved in the overall company operations.

free Business Meeting Template

  • Organizational Meeting: Organizational meetings require an agenda to accomplish the meeting’s goals. Most of the organizational meetings exist/happen in the corporate environment, where annual shareholder’s meetings or board of director’s meetings are used to explain the current financial health of the company and future income opportunities.

Minutes for organization meeting

  • Operational Meeting: Operational meetings might include executive management and operational managers to discuss current business operations and improvements or additions to company operations.

business-operations-meeting-agenda-template

  • Informal Style: Informal meetings are what most employees are familiar with. Informal meetings include various employees from the company and might cover a wide range of topics, including benefits, payroll information, and workplace improvements.

Informal meeting agenda

  • Department Meeting: Department meetings are an informal meeting style of a business meeting which is used by the department managers to inform their workers about the company expectations and improvements for their specific area. Employees might have a great deal of input in departmental meetings depending on the information discussed.

Monthly-Department-Meeting-Agenda-Template

The meeting is one of the major media of oral communication. It is essentially important for every organization. The basic objective of the meeting is to take decisions on some predetermined issues. It has also some other purposes. The objectives or purposes or importance of meeting are discussed below-

  • Making Decisions: The foremost objective of any meeting is to take important decisions on some predetermined issue. Decisions are taken here by consensus and it is very crucial to take decisions on routine and non-routine business affairs.
  • Exchanging Information: Meeting is arranged also to provide information to the audience about various matters of the organization. The audience also exchanges information in meetings.
  • Conveying Organizational Vision, Mission, and Operational Plans: Meetings are also called to convey organizational mission, vision and operational plans to the newly appointed employees. Managers or heads of various departments call these types of meetings for the fresher so that they can be better acquainted with the organizational culture, mission, vision, plans etc.
  • Announcing Changes: Another purpose of arranging a meeting is to announce the upcoming changes brought in organizational policies, mission, vision, logo etc. before the audience. The causes, benefits, and ground of such changes are explained in the meeting so that people understand and accept the probable changes without much resistance.
  • Negotiation: Meeting is also called for making negotiations between the conflicting parties through fruitful discussion. Sometimes employers and employees or trade union leaders sit in meeting together to reach on some agreement so that organizational activities can be run smoothly.
  • Resolving Conflict: In large organizations conflict among people is most common. Healthy conflict helps to increase productivity but unhealthy or undesirable conflict must be resolved immediately after founding. The meeting helps the conflicting parties to reach on common understanding and thus resolving or minimizing conflict.
  • Solving Problems: An important purpose of a meeting is to provide the solution to organizational problems. Problems that are critical and require opinions of most of the members of a board or council must be solved by calling a meeting. In a meeting, diverse thoughts are found that help to face problem suitably.
  • Reviewing and Informing Progress: Meeting is also called for reviewing and informing the progress of any project, plan, and activity and so on. Form it the attendants of the meeting can know the present status of the projects and can provide their opinions to improve if there is any loophole.
  • Celebrating Success: Meetings are often called to celebrate the success of the organization, completion of any project, achievement of any award etc. it increases the organizational harmony and motivates employees to work united to achieve more.
  • Interaction with External Stakeholders: Every organization is to work with different parties of the society and it must build a long-term harmonious relationship with them. Meetings are called to exchange information and to share an experience with different stakeholders of an organization so that their interaction with the firm is increased.

What Is The Meeting Minute Template

Minutes, also known as protocols or, informally, notes, is the instant written record of a meeting or hearing. They typically describe the events of the meeting and may include a list of attendees, a statement of the issues considered by the participants, and related responses or decisions for the issues.

Minutes may be created during the meeting by a typist or court reporter, who may use shorthand notation and then prepare the minutes and issue them to the participants afterward. Alternatively, the meeting can be an audio recorder, video recorder, or a group appointed or informally assigned secretary may take notes, with minutes prepared later. Many government agencies use minutes recording software to record and prepare all minutes in real-time.

Meeting minutes provide an important record of proceedings, whether it’s for a corporate staff meeting, a board meeting at a nonprofit organization, or an informal committee meeting. Being able to quickly take notes keeps meetings on track and provides a clear summary to those who couldn’t attend. To streamline the process of taking meeting minutes, simply use a template that is formatted to fit your needs.

business meeting template download free

Meeting minutes can be defined as written or recorded documentation that is used to inform people of what happened during the meeting and define the next step planned. To write effective meeting minutes you should include:

  • The names of the participants
  • Agenda items
  • Calendar or due dates
  • Actions or tasks
  • The main points
  • Decisions made by the participants
  • Record what is the most important points
  • Future decisions

How To Write Meeting Minute Templates

Whether a meeting’s objective is to make policy decisions that affect a large organization or to simply assign responsibilities to staff members, having concise and organized meeting minutes is important. The minutes serve as a record of motions that were passed and as a reminder of who owns certain tasks. Taking minutes during a meeting might sound overwhelming, but following these guidelines can help the process go smoothly.

  • Plan your agenda. Create an outline around your agenda items and note how much time will be allocated for each item.
  • Brush up on Rules of Order. If you’re following formal meeting procedures, choose a meeting minutes template that includes the steps outlined.
  • Check attendees as they arrive. Save time during your meeting by recording attendance as each member arrives. Also, note which members are not present.
  • Clarify decisions. Before the meeting moves on to a new agenda item, make sure a clear decision has been made and recorded.
  • Capture the essential information. Don’t try to capture every detail in the minutes, but be sure to include decisions that were made as well as assignments and action items. Using a template for minutes will help you stick to the outline and make sure every agenda item was covered thoroughly.
  • Edit for clarity. Soon after a meeting, use your notes to write out the minutes in a more readable form. Use an objective tone and keep the minutes brief while still including all essential information, such as actions and motions. Summarize any pertinent comment points, but avoid anything personal or inflammatory. Aim to create a professional document that can serve as a record of your meeting.

Writing minutes can take time, and may seem like an unimportant task compared with getting on with “real work”, but in fact not taking meeting minutes can be costly in terms of both time and resources. If you don’t take minutes, you will find that your colleagues have different recollections from the meeting than you. They also may have different ideas about what was agreed. If there are no minutes, then important tasks will be forgotten or not achieved by the due date.

Creating meeting minutes provides a written record of what was agreed at a meeting. Good meeting minutes tell people what was decided and what they need to achieve and by what date. When meeting minutes are received it jogs memories about tasks that people need to do. If a task is not performed then you can refer to the meeting minutes and follow up on it. Without meeting minutes, you have no recourse if an action was not carried out. In the worst case, if meeting minutes are not written you may end up having to repeat the meeting.

In some instances, meeting minutes may be required for legal reasons. An example of this is where local bylaws require it for certain types of organizations. Also, they may be required for disciplinary meetings with employees. Getting into the habit of taking meeting minutes is good practice.

Benefits Of Meeting Minute Templates

Writing minutes of a meeting may appear as a time taking the procedure, and may seem like an unimportant task compared with getting on with “real work”, but in fact not taking meeting minutes can be costly in terms of both time and resources. If you don’t take minutes, you will find that your colleagues have different recollections from the meeting than you which may cause adverse effects in the later stage. They also may have different ideas about what was agreed, if there are no minutes, then important tasks will be forgotten or not achieved by the due date.

Creating meeting minutes provides a written record of what was agreed at a meeting. Good meeting minutes tell people what was decided and what they need to achieve and by what date. When meeting minutes are received it jogs memories about tasks that people need to do. If a task is not performed then you can refer to the meeting minutes and follow up on it. Without meeting minutes, you have no recourse if an action was not carried out. In the worst case, if meeting minutes are not written you may end up having to repeat the meeting.

In some instances, meeting minutes may be required for legal reasons. An example of this is where local bylaws require it for certain types of organizations. Also, they may be required for disciplinary meetings with employees. Getting into the habit of taking meeting minutes is good practice.

When you are writing meeting minutes you need to include different kinds of information. You should include the reason for the meeting, what it was about and where and when it was held. It is important to include a list of the attendees – both their first and last names. If you are not sure, you need to ask to make sure that you get the names right, otherwise, your meeting minutes may be a source of irritation for attendees. If someone did not attend but it was important that they did, this should be included. For example, sometimes decisions cannot be made without a particular person being present.

There are three other main items that should be included in your minutes:

  • What was achieved during the meeting?
  • Decisions that were made at the meeting. Your minutes will serve as a written record that these decisions were made.
  • Any actions that were agreed. In this case, you should include the action itself, who it was assigned to, and the date it should be completed by.

Finally, if a follow-up meeting was agreed on, this should be mentioned.

Meeting offers a lot of features that can help improve your minute taking, including:

  • Ability to take notes and assign tasks to one application
  • Bullet style recording
  • One-click minutes at end of meeting
  • One central up-to-date document (minutes won’t get lost in inbox or on server)
  • Easy access for all participants to provide updates and comments
  • Platform to deliver materials for assigned tasks
  • Tasks linking between meetings
  • One place for all attachments
  • The agenda serves as template for minutes
  • Serves as a basis for the notes and minutes during the meeting
  • Invitees are NOT required to have a Meeting account

10+ project meeting minutes templates, formats

A meeting itinerary must be prepared whenever you are about to arrange any meeting. Such an itinerary embodies the time, date, venue and purpose of the meeting and should be circulated among all attendees.The meeting itinerary, thus, makes sure that the meeting attendees have clear information about the location and timing of the meeting and would be handy in case any of the attendees forget about the venue or time.

Templates make life so easy. Be it in personal endeavors or professional space, availability of templates is very reassuring.

  • Itinerary Meeting Templates: In meeting Itinerary Template if you’re part of an organization which is regular at hosting seminars, conferences, meetings etc. then obviously you’re going to need meeting itinerary documents frequently.

itinerary meeting templates

  • Classic Meeting Minutes Templates: Business Meeting Minutes Template Sample is a simple document with just the basic details in it such as employees present, absent, details of minutes in pointers and additional details about the business.

classic meeting minutes templates

  •  University Meeting Templates: In meeting Minutes & university meeting Template This can be used by Universities to plan a meeting. The University logo can be integrated on the top left-hand side of the form.

University Meeting Templates

  • Church Meeting Minutes Templates: Church Business Meeting Minutes Template donates most of its space to the meeting’s agenda followed by a thank you note to a member, approval of minutes and a report on the previous elections and a financial report.

Church Meeting Minutes Templates

  • Handy Meeting Minutes Templates: Business Meeting Minutes Example has introductory remarks, a report by the treasurer, election details, new business agenda, membership report and a conference report all presented by designated employees.

handy meeting minutes templates

  • Team Meeting Minutes Templates: This Meeting Minutes Template can be filled in for any kind of meeting and can be circulated to the team for reference. All the details can be filled online and links can be referenced.

Team Meeting Minutes Templates

  • Corporate Meeting minutes Templates: Corporate Business Meeting Minute Templates contains the business agenda and nothing else. It is a simple document that restricts its contents to the merely important. Ideal for quick urgent meetings, this sample will come in handy for sure.

Corporate Meeting minutes Templates

  • Staff Meeting Minutes Templates: Business Meeting Minutes Format starts off with a call to order followed by the agenda of the meeting. The format is quite detailed and the pointers at the end sum up the meeting. There is a membership report at the end of every meeting.

Staff Meeting Minutes Templates

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