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Standard Sections in Meeting Minutes (Based on Template)

Published in Meeting Minutes 3 mins read

What is Minute Writing Format?

Minute writing format refers to the structured method used for recording the key information, discussions, decisions, and action items that occur during a meeting. It serves as an official record and reference for participants and stakeholders.

Based on a template for a "slightly more detailed meeting minutes report," a common format includes several core sections to ensure all essential information is captured clearly and concisely.

Here are the key elements often found in meeting minutes, as illustrated by the provided reference:

  • Title of Meeting: Clearly states the name of the meeting (e.g., Weekly Marketing Sync, Project Alpha Kick-off). This helps identify the specific meeting being documented.
  • Purpose of Meeting: Explains why the meeting is happening or what its main objective is. This provides context for the rest of the minutes (e.g., to review Q3 performance, to plan the new product launch).
  • Location: Notes where the meeting took place. This is particularly important for in-person meetings or specifies the platform for virtual ones (e.g., Conference Room B, Zoom Call).
  • Date and Time: Records the specific day and time the meeting occurred (e.g., July 31, 2023, 10:00 AM - 11:00 AM). As per the reference, this would note the "day and time of meeting."
  • Attendance: Lists all participants who were present. The reference template shows spaces for multiple participants: "[participant] [participant] [participant]". Often, this list distinguishes between those who attended and those who were invited but absent.

Example Structure from Template

Here’s how the format might look based on the reference:

[Title of meeting]
Purpose of meeting: [why this meeting's happening]
Location: [where you held the meeting]
Date and time: [day and time of meeting]
Attendance: [participant] [participant] [participant]

(Information derived from provided template reference dated 31-Jul-2023)

Essential Elements for Comprehensive Minutes

While the sections above provide the foundational structure, comprehensive meeting minutes typically include more details to capture the meeting's substance:

  • Approval of Previous Minutes: Notes whether the minutes from the prior meeting were approved.
  • Action Items: Crucial for tracking progress, this section lists tasks assigned during the meeting, including:
    • The specific task
    • Who is responsible (owner)
    • The deadline
  • Decisions Made: Clearly states any official decisions reached during the discussions.
  • Discussion Summary: A concise overview of the main points discussed under each agenda item. Avoid transcribing word-for-word but capture the essence and differing viewpoints if relevant.
  • Next Meeting Details: If applicable, notes the date, time, and location of the next scheduled meeting.

Why Format Matters

Using a consistent format for meeting minutes ensures:

  • Clarity: Information is easy to find and understand.
  • Accuracy: Reduces the chance of missing key details.
  • Efficiency: Makes writing and reviewing minutes faster.
  • Accountability: Action items and decisions are clearly documented.

Adopting a clear minute writing format is essential for effective communication and record-keeping in any organizational setting.

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