Record decisions, not a transcript
Good minutes identify the meeting, date, location, chair and attendees, then separate agenda, decisions and actions. The template gives each of those elements a clear place without turning the page into a word-for-word transcript.
Write enough context for someone who was not present to understand the outcome and the reason for a significant decision.
- Meeting, date, location and chair
- Attendees and agenda
- Decisions and supporting context
- Actions with owner and due date
Make every action accountable
An action is useful only when it says what will happen, who owns it and when it is due. Keep one action per row and use a concrete verb so the list can be reviewed at the next meeting.
If a discussion did not reach a decision, record that accurately instead of presenting a proposal as an agreed outcome.
Review and distribute promptly
Check names, dates, figures and decisions while the meeting is still fresh. Mark the document as draft if approval is required, then distribute the accepted version through the channel your organisation uses for records.
Keep confidential information proportionate and follow the retention and access rules that apply to the meeting.