Project Toolkit

Meeting Minutes

Meeting Minutes

Recording and distributing accurate meeting minutes to capture decisions, actions, and key discussion points.

Meeting Minutes

Meeting minutes are the official written record of a meeting, capturing key discussions, decisions made, and actions assigned.

What are Meeting Minutes?

Definition: Meeting minutes are a written record of what was discussed and decided during a meeting, including any actions agreed and who is responsible for completing them.

Purpose

Effective meeting minutes:

  • Create an official record of decisions
  • Document actions and responsibilities
  • Provide reference for absent attendees
  • Enable accountability and follow-up
  • Support project governance
  • Build institutional memory

Meeting Minutes Process

flowchart LR A[Prepare
Agenda] --> B[Take
Notes] B --> C[Write
Minutes] C --> D[Review &
Approve] D --> E[Distribute] E --> F[Track
Actions] classDef blue fill:#108BB9,stroke:none,color:#fff class A,B,C,D,E,F blue

Key Components

Essential Sections

Section Content
Meeting title Name/type of meeting
Date and time When the meeting occurred
Location Venue or virtual platform
Attendees Who was present
Apologies Who was absent
Chair Who led the meeting
Minute taker Who recorded the minutes

Content Sections

Section Content
Agenda items Topics discussed
Discussion summary Key points raised
Decisions What was agreed
Actions Tasks assigned with owners and dates
Next meeting Date and agenda items

Recording Actions

Each action should include:

Field Description Example
Action ID Unique reference ACT-001
Description What needs to be done “Update project plan with new milestones”
Owner Who is responsible John Smith
Due date When it’s needed 15 Jan 2026
Status Current state Open / In Progress / Complete

Recording Decisions

Document decisions clearly:

Field Description
Decision ID Unique reference
Description What was decided
Rationale Why this decision was made
Made by Who made/approved it
Date When it was made

Minutes Format Styles

Formal Minutes

  • Full detail of discussions
  • Used for boards and governance meetings
  • Include proposer/seconder for motions
  • Legal or compliance requirements

Action Minutes

  • Focus on decisions and actions
  • Minimal discussion summary
  • Quick to produce and read
  • Best for regular team meetings

Summary Minutes

  • High-level overview only
  • Key outcomes and next steps
  • Used for information sharing

Best Practices

During the Meeting

Practice Why
Prepare the template Ready to capture information
Note key points, not everything Focus on substance
Clarify actions immediately Get owner and date confirmed
Read back decisions Ensure accuracy
Note who said what (if needed) For formal meetings

After the Meeting

Practice Why
Write up promptly While memory is fresh
Keep language neutral Factual, not interpretive
Get chair review Verify accuracy
Distribute within 24-48 hours Timely communication
Store in agreed location Easy to find later

What to Include and Exclude

Include

  • Decisions made and rationale
  • Actions with clear ownership
  • Key discussion points
  • Outcomes and next steps
  • Attendance and apologies

Exclude

  • Personal opinions or interpretations
  • Confidential discussions (unless appropriate)
  • Verbatim transcription (unless required)
  • Trivial or off-topic discussion
  • Unresolved debates (summarise only)

Meeting Types and Minutes

Meeting Type Minutes Style Distribution
Project Board Formal Board members, sponsor
Team meeting Action-focused Team members
Workshop Summary with outcomes Participants
Steering committee Formal Committee members
Stand-up None (brief verbal) N/A

Common Mistakes

Mistake Impact Solution
Too much detail Hard to read, takes too long Focus on decisions and actions
Delayed distribution People forget context Send within 24-48 hours
Missing action owners No accountability Confirm owner in meeting
Vague actions Unclear expectations Be specific and measurable
No follow-up Actions not completed Track in action log

Meeting Minutes Checklist

Before the Meeting

  • Agenda prepared and distributed?
  • Minutes template ready?
  • Previous actions reviewed?

During the Meeting

  • Attendance recorded?
  • Key discussions noted?
  • Decisions clearly captured?
  • Actions confirmed with owners and dates?

After the Meeting

  • Minutes written up promptly?
  • Reviewed by chair?
  • Distributed to attendees?
  • Filed in agreed location?
  • Actions added to tracker?
Last updated: 13 January 2026
Themes

Governance

Communication

Control