Keeping minutes is one of the most cumbersome tasks in conducting business, especially given its administrative importance – the minutes offer a written record of meetings that can be reviewed at any time, act as important reminders and may even serve as valuable evidence. However, this is only true if they are well documented. So the question is, what makes a successful meeting minutes template?
A clear structure is key: meetings often run into several hours, and as time ticks away, the minutes may become increasingly long and unwieldy with the risk of confusion. Those who do not take their notes in a well-structured layout are sure to regret it later. For the minutes-taker, it makes sense to follow the agenda chronologically and add a heading to each discussion, which can be divided with additional sub-headings. Furthermore, the speakers should always be clearly noted – writing the names in front of the respective discussion topic should be sufficient. Visually, a different font colour for each speaker would also be helpful in following the minutes at a later time.
With just a bit of effort, meeting minutes can be transformed from an arbitrary account in the form of keywords into a useful document with a clear function: a memory aid. In essence, it should convey the overall picture, context and distribution of tasks. Minutes that fulfil these points are an accurate reflection of the meeting and a reliable reference when reconstructing what was said – and not said. In the end, the laborious task of taking the minutes should be worth the effort.
To make the process of taking minutes a bit easier in the future, we have gathered our thoughts and experiences into meeting minutes templates for you. But it’s just one example of how we can simplify your daily work. With Sherpany as a partner, your executive management and board of directors meetings can become more effective – and you can do so safe in the knowledge that you’re taking care of the environment, too. For more information, please contact our consultants.
Editor’s note: this post was originally created by Michael Trommer. We would like to thank him for his contribution to this post.