What is the purpose of meeting minutes and how do you write them?

I use MOM (that's what I call) for clear action items and brief summary of the meeting. I started my career with long notes but based on experience, I have trimmed down a lot. These are the 3 things that I look for in a MOM: 1) Agenda and Attendees of the Meeting 2) Last MOM action items and their output 3) Current action items and their respective owners Often, I have noticed that professionals start the MOM with the agenda and don't circle back on the last MOM action items. This is very critical in ensuring that the MOM format has transparency, accountability and ownership. The MOM serves as a repository to check what transpired during that meet and can fall back any time when we don't remember or someone comes back after a leave.

While writing meeting minutes , the idea is to write a short summary of what was discussed, decided, and what tasks were assigned. It's like a quick reference guide to keep everyone on the same page and accountable for their responsibilities.

MOM need to prepared to with Action items with clear responsibility with time line to address the the important task. Generic points of MOM does not yield any out come is loss of time of attendees

Producing effective meeting minutes relies on more than just having a clear agenda and a list of attendees. To create comprehensive and valuable meeting minutes, consider the following factors: Structured Agenda: Start with a well-structured agenda that outlines the meeting's objectives, topics, and expected outcomes. Attendee List: Include a list of attendees at the beginning of the minutes to provide context and ensure all participants are documented. Meeting Date and Time: Clearly specify the meeting's date and time to establish a chronological record. Objective and Decisions: Summarize the main objectives and key decisions made during the meeting. Highlight any actions or follow-up tasks assigned.

Project management is a dynamic and multifaceted discipline, requiring the coordination of various resources, tasks, and stakeholders to achieve a common goal. Meetings are a fundamental component of this process, serving as platforms for discussion, decision-making, and action planning. However, the effectiveness of these meetings can be greatly enhanced through a simple yet powerful tool: meeting minutes. Meeting minutes, often considered the unsung heroes of project management, play a pivotal role in ensuring that meetings are not mere gatherings of individuals, but productive events with tangible outcomes.

Minutes of Meeting is type of communication tool with List of actions/tasks and resolution timeline with clear responsibility and is being used as follow-up for closure of actions/tasks with respective action owners. It helps taking proactive actions to identify/address any Project risks/issues. It can also be used as historical reference document for projects

Preparation and template documents are key. As a VA, I'm all about efficiency! 1. Template documents - for Notes and actual Minutes. Populating the Notes template ahead of the meeting makes minute taking easier and tailoring the Minutes for each organisation I minute take for (structure, format, information) save time. 2. Review previous minutes - familiarising yourself with an organisation (terminology, people, matters) stops you feeling like you've jumped in at the deep end! 3. Highlight actions clearly. 4. Ask if you're unsure! Finally, and more personally, I like to take fairly detailed minutes as you never know when that extra piece of detail or figure may be wanted by the CEO (and not necessarily documented in the Minutes)...

Meetings should have a purpose and objective. Hence the need for minutes, which require actionable follow up, focus, and direction.

Minutes are important to recollect what was said. To be 100% engaged in the meeting, i usually record the meeting and write a high-level summary of the major discussions and action points.

Taking notes during the meetings and double checking if I understood correctly what was said, helps to structure the conversation, keep 'long'-talkers at bay and support people who don't want to make a point, to make a point.

I used to avoid jotting down words that didn't make sense or those I didn't know how to spell, but later on learnt that all the more I should spell those out regardless of the embarrassing spellings, as those were the things I knew the least about and should hence learn the most on

Imagine a courtroom setting where the PM stands accused of failing to send the MoM. Advocate: It's crucial to note that the PM's failure to send the MoM left most attendees uncertain about their action items. The person responsible for moving changes to production was among them. Business suffered a substantial loss due to the PM's negligence. Judge: In light of this, we find the PM guilty of shirking responsibility, even when accountability is the last thing many in this species want to face. Moral of the story: Treat MoM as "Minutes of Meeting," not "Moments of Madness," and uphold punctuality in this essential task.

One point i have learned is to quickly see if it was possible to record the meeting. This helps for future reference and transcription later. That is if the attendee accepts that it should be recorded. However, listening and following the agenda is very key for every meeting, especially if it is a timeboxed meeting. Additionally, i tried to make sure that enough notes are taken during the meeting, summary/key points only. I provided opportunities for questions and answers and tried to ensure the meeting is aligned within the agenda.

One thing I have found helpful is to share meeting minutes real time with other stakeholders (e.g Google Doc or any other real time collaboration tool). This helps to cover any gaps (when one of us is more involved in the conversation, had to step away, etc...) Another benefit is that those with SME on certain topics can share additional context in the notes.

Follow the already shared agenda and stick to it. The agenda should be circulated to all participants well before time so that everyone is prepared and knows their role. During the meeting, proportional time should be given to each agenda item and must be closed within the timelines so that other agenda items be addressed accordingly.

The old-fashioned dictation machine has evolved. There are many easy ways to record audio even in the most basic setting. Just make sure you've got everyone's permission!

It is highly recommended that the task of documenting meeting minutes is consistently assigned to the same individuals. This practice allows them to become well-acquainted with the context, topics, and attendees, enabling them to build on insights from previous meetings. Furthermore, this continuity ensures that they can effectively track and communicate post-meeting decisions on behalf of the organization.

In a project management context, effective note-taking during meetings is crucial for ensuring clear communication, tracking progress, and facilitating successful project execution. Here's how to enhance the content: Meeting Objective Clarification: Begin your notes by outlining the purpose of the meeting. Clearly state the project's goals, milestones, or issues that the meeting aims to address. Agenda Review: If the meeting follows a pre-determined agenda, list the agenda items with corresponding time allocations. This helps keep the meeting on track and ensures that all important topics are covered. Stakeholder Roles: Note who is present at the meeting and their respective roles and responsibilities in the project.

Summarize discussions, presentations, and decisions made during the meeting. Focus on key points, actions, and any resolutions.

It is very important to share the minutes of meetings with clear agreement, and action items with deadlines to all members and stakeholders so that everyone is on the same page and there is no ambiguity about owner and timeline.

After the meeting it is of utmost importance to communicate the output to the attendees and anyone that missed the meeting as soon as possible, whilst it is fresh in their minds. Whilst some organisations are used to extensive minutes of meetings, going into chapter and verse of "he said", "she said", I prefer a clear list of Actions and Decisions with clear assignment to individuals that attended the meeting and the timelines that were proposed or agreed.

After the meeting, action points should be circulated to all persons and each action point should carry a deadline. A team member could be assigned by the PM to carry out the follow-ups and escalate if deadlines are not met. In the next meeting, previous action points and progress on them should be evaluated so that pendencies are identified and issues and challenges are brought to surface.

After the meeting, it is crucial to highlight key agreed upon action plans and communicate it to all participants. This is to know if all discussions were fully captured.

I do exactly this. I draft the minutes, review them for accuracy and formatting etc and then send to the list of meeting attendees for comment and verification. I normally give them 5 working days to respond, after which I issue the minutes formally. I always send them to all invitees whether they attended or not.

After concluding the meeting, it is advisable to meticulously examine your notes, enhancing them for lucidity, precision, and thoroughness. Vigilantly scrutinize for any spelling, grammar, or punctuation errors as well. Subsequently, craft the meeting minutes, encompassing essential segments: title, date, list of attendees, agenda items, salient highlights, resolutions, action items, and forthcoming steps. Additionally, append any pertinent auxiliary materials, like presentation slides, reports, or referenced charts. In a timely manner, circulate the meeting minutes to participants and relevant stakeholders, seeking their input and endorsement.

The real purpose of minutes should be to drive strategy and delivery forward. For a very formal committee meeting a “blow by blow” account of every single twist and turn may be required. For most meetings, an effective account of the main points and actions is sufficient. This provides a quick and efficient summary of what the discussion covered and what actions were agreed coming out of the meeting. Accountability for the actions is key, after all why are we having the meeting anyway, if it’s not to move things forward. This summary of the main points and actions can be circulated to all using the original meeting invite, also providing an opportunity for them to review in real time and make any clarifications, if required.

Include a section for the minutes to be approved or amended at the beginning of the next meeting. Once approved, they should be signed by the meeting chair or another designated authority. Distribute the finalized minutes to all attendees and relevant stakeholders promptly after the meeting.

After the meeting, it's essential to finalize the meeting minutes promptly and ensure effective dissemination: 1. Review and edit the minutes for clarity and accuracy, fixing any typos or errors. 2. Include the date and time the minutes were finalized and by whom. 3. Share the minutes with all meeting participants, as well as any relevant stakeholders. 4. Request feedback or corrections from attendees if necessary. 5. Store a copy of the minutes in a centralized location, like a project management tool or shared drive. 6. Use the minutes as a reference for follow-up actions and accountability in future meetings.

Small tip: try to write the minutes as soon after the meeting as possible while everything is fresh in your mind. On a more formal note, you could also include: thanking everyone for their time.

A purposeful minutes of meeting should be structured in such manner that it would clearly present key decisions reached, fundamental issues raised and recommendations proffered.

If you're like most business professionals, you know that writing clear and concise meeting minutes is essential for effective communication. Minutes are a summary of what was discussed and decided during a meeting, so they need to be accurate and easy to follow.

It should be concise and easy to understand with no ambiguous. In short: specific. You could use the 5W 1 H if necessary. WHAT are the agreed minutes, WHO will be doing the task, WHY it is important, WHERE mention the location of deliverables, WHEN should the party close the agreed minutes. And maybe HOW it should be delivered.

Business Communication Skills are very important here. This is taught as a subject in most engineering and undergraduate degrees and the purpose is that business professionals should write clearly and in such a way that effective communication is there. The wording should be less and given the action to be taken very clearly.

Writing clear and concise meeting minutes is essential for effective communication: 1. Be Objective. 2. Use Bullet Points. 3. Summarize Discussions. 4. Prioritize Key Points. 5. Avoid Jargon. Use plain language 6. Proofread. By following these guidelines, you can create clear and concise meeting minutes that serve as a valuable record for your team.

There are few tips which can help you make your minutes concise: 1. Use initials for names. It's lot easier to use them, and refer to them throughout your minutes. 2. Make a template. Get it reviewed once with the management and then use it. 3. All the minutes should have a status and the date it was logged in so that you can track if it's an action item that has multiple follow ups and would need multiple parties to work on. 4. Take consent, where necessary, from the responsible persons before issuance to the team.

Effective communication in meetings is crucial for achieving success within any organization, particularly when it involves cross-functional teams. Utilizing appropriate tools can greatly facilitate this process. I highly recommend following the most simple 5C's: ensuring that communication is Clear, Concise, Correct, Coherent, and Complete.

Writing meeting minutes is an art. The audience can be very diversified and you have to write the minutes in such a way that explains the purpose and accountability to everyone. Following can be the must have elements in the meeting minutes: 1- Project/Assignment name 2- Meeting date 3- Topic of discussion 4- Organiser information 5- Facilitators from other side 6- Attendees of both organisations 7- High level summary of discussion 8- Detailed minutes 9- Action items, including: 9.a- Action item detail 9.b- Responsible person and organisation 9.c- Target date 9.d- Progress/Status (if the point was also discussed in previous meeting)

The purpose of meeting minutes: 1. To provide clarity of topics discussed, completed tasks and clarity of roles. 2. To acknowledge those present and offer insight for those unable to attend; 3. To track action items. 4. To provide clarity on past achievements and timeliness on what tasks/outcomes. 5. To confirm responsibility for future assignments requiring completion prior to the next meeting, event or deadline. 6. To highlight outcomes achieved during report-outs and discussion.

We may use 5W 2H Principle to simplify the minutes of meeting. Using rows and columns to clearly specify; What is the problem?; When will the solution be carried out?; Where is the implementation?; why should it be solved?; Who is the PIC/Responsible person to do the task; How to do the task; and How much it cost. The principle is to find the cause, don't blame others & focus on the process.

To write action-oriented meeting minutes that drive results, consider these strategies: 1. Action Verbs. 2. Assign Responsibility. 3. Include Deadlines. 4. Prioritize Actions. 5. Follow Up. 6. Conciseness. By incorporating these elements into your meeting minutes, you'll create a document that fosters action and facilitates the implementation of decisions and tasks.

To prepare action-oriented meeting minutes as a Project Manager: 1. Header: Include meeting details - name, date, attendees available. 2. Objective Recap: Restate meeting goals. 3. Meeting Agenda Review: Summarize discussed agenda items. 4. Outline Key Points: Highlight critical discussions. 5. Action Items: List tasks, owners/delegates, and deadlines. 6. Follow-Up Actions: Include post-meeting steps. 7. Decisions Made: Clearly document outcomes. 8. Open Questions: Note unresolved matters. 9. Action Timeline: Set action item deadlines. 10. Attachments: Share relevant documents. 11. Meeting Conclusion: Summarize key takeaways. 12. Distribution: Send minutes promptly. 13. Follow-up: Ensure action items progress.

Some of the discussions done in meetings are just for information of the group and others but most of the minutes have to be assigned to a person with deadline and usually they are comeback items in next meeting or details can be shared through emails as well post meeting. It should clearly share action, who will take it up, deadline for completion and the actual outcome of this action. There can be a Not Started/In Progress/Completed status against each action item.

Highlighting decisions with inclusion of visuals, bearing a clear structure with indexed contents, reviewing with attendees may help in refining the MOM

Meeting minutes should include a one-pager Executive Summary that include: - The list of people at the meeting - The topics discussed - The decisions made - The challenges/risks to mitigate or manage - Action items (with owners and deadlines) - Help needed (with sponsors and deadlines) - Budget and forecast spend - Schedule attainment - General risk score to Scope, Schedule and Budget - contact information for the project owner (to answer any questions) The other (many) pages of the meeting minutes document should further detail the general breakdown of the meeting as well as links to where all the detailed project documents are kept, for transparency, as the most critical role of a PM is communicating status to their customers.

One thing I’ve found very helpful is sharing the minutes of the meeting soon and to ask for feedback from all participants to ensure the engagement of all stakeholders. Another important issue is to communicate and approve the changes by circulating another email to ensure transparency.

Minutes of meeting are a key artifact but as well one the things that more time consumes to the project managers. Luckily now we have the help of the IA that produces the minutes of meeting automatically for us. This is one of the current most impactful contribution of IA to project management.

The minutes are not only a status report they are also empowering commitments, deliverables and responsibilities on a time line. The minutes must be structured and measurable out comes by persons responsible periodically. Thus it acts as collaborative tool.

I also find that to reduce the overhead of the minutes, it's helpful to use a very simple template which is located online on a shared repository for example. Then access, sharing and updates become simplified.

Writing minutes of the meeting does not equate that your recipients will do the action plan. Hence... (1) save yourself some time by writing just enough details and (2) follow up responsible people on their deliverables.

In my experience, there have been very different meetings - from five-hour strategic brainstorms with a team to hour-long regular meeting reports and 20-minute 121. I believe that transcription of meetings is needed for reporting in project management, but for more ordinary or creative meetings it is enough to write follow- up email with the results recorded. Then everyone will be able to clearly move towards the goal and complete assigned tasks on time

Don't get caught up in documenting every detail - especially if you are in a fast paced environment. Document action items, agenda topics covered or left to cover, decisions, and attendees. Share those with everyone invited to the meeting and escalate as necessary.

One thing I've found helpful is writing down the key points of the meetings , the action plan or resolution and who is in charge of that task. It helps with the follow up of the meetings objectives.

To write meeting minutes, you need to follow some basic steps: 1| Plan: Define your project’s current state overview and communicate with the notetaker to determine the agenda of your meeting. 2| Record: You can also use a meeting minutes template to organize your notes. 3: Write: Listen intently and carefully. Record action items, assigning each an owner to be followed up with. Outline next steps with key dates and people identified. 4| Share: Send the meeting notes to all team members and stakeholders as soon as possible after the meeting. Ask for feedback or corrections if needed. 5| Follow-Up: Follow up tasks with designated resources and monitor their progress. Update the meeting notes accordingly and prepare for the next meeting.

MOM should be clear with subject wise with short sentences, this is source to follow up on upcoming and pending issues, it is one of imporant soruce of communication in business industries

It is important to consider that the use of AI to capture and consolidate meeting minutes would greatly improve accountability and convenience of a task sometimes considered tedious. AI would serve as the eAdmin for project documentation and tracking of such “menial tasks” allowing more people, even those reluctant, to complete it correctly. As we get closer to an overall AGI, the days of the general admin assistants may be numbered. Important, yet mundane, tasks such as capturing meeting minutes would become second nature to software systems that facilitates these meetings.