presentation meeting minutes template

“What matters is not the agenda itself but the relevance and importance of what’s on it, and how the leader facilitates discussion of the agenda items.”

Having a meeting agenda isn’t worth your time unless you’re going to discuss the most relevant and pertinent topics in an engaging manner. Definitely some food for thought.

Great meeting minutes start with a collaborative agenda

Meetings being booked without a purpose or going completely off-topic? Fellow’s collaborative approach transforms meetings into productive work sessions you’ll want to attend.

5 Key decisions and action items

Productive meetings result in assigning action items to different participants. Record any decisions or action items as soon as they happen so that you can transcribe them with accuracy.

Capturing everything would be impossible. Instead, listen for actions that need to be made in relation to major decisions, recommendations, challenges or solutions that have been identified.

To ensure that these important takeaways aren’t lost, make sure they stand out in the meeting minutes. This might mean including a checkbox, bolding, highlighting etc.

Recording the action items of a meeting is going to enable you as a group to hold each other accountable for your responsibilities and support one another in getting tasks done that bring you closer to achieving your larger, organizational goals.

6 Next meeting date and place

If you’re taking formal meeting minutes, it’s important to include when the next meeting is, with regard to this project or topic of discussion. This gives meeting attendees a general timeline of how long they have to complete the responsibilities that have been assigned.

Understanding when you’re meeting next is going to help you manage your time appropriately and prioritize all of your tasks. It’s as important to know the place of your meeting, whether it be online or in person.

7 Documents to be included in the report

The last thing to include are supplementary documents that you should send out with your minutes in the meeting report . Think about if any documents were used or referenced in the meeting which may be useful to include for your team members. This could include an action or issues log, KPIs, updates or changes to the project. An article published by G2 articulates the importance of sending your meeting minutes out ASAP:

“Once the meeting is over, it’s time to tidy up your notes and distribute them to your team. The best time to do this is directly after the meeting while everything is fresh in your mind. This decreases the chance of mistakes and allows you to reach out to meeting participants if you have questions.”

Even though you’re sending this report out as quickly as possible, make sure that you write the minutes well, focusing on quality, seeing as this serves as a record which will be referred to in the future.

Now, without further ado, here are three meeting minute templates to ensure your meetings are always effective:

Free Meeting Minutes Templates

1 formal board meeting minutes example.

Formal meeting minutes are used to document big or official decisions that often require approval. These meeting notes use formal language and are structured with the purpose of being shared with all of the meeting participants afterwards.

Formal minutes are commonly used by nonprofits, government, schools, and public companies. Most trade unions, schools, city and county governments model their meeting minutes based on Robert’s Rules of Order .

If you’re writing notes for a formal meeting, it’s important to document as much information as possible, and keep the meeting format consistent from meeting to meeting.

It’s smart to use a meeting template for more formal conversations to give them the structure that you’re looking for. Organization of notes is key, since you’ll be sharing the notes with everyone afterwards.

Call to order

Facilitated by the ‘Chair of the Board’

[Meeting facilitator] called to order the regular meeting of [Organization] at [time] on [date] in [location].

Secretary conducted a roll call. The following persons were present:

Approval of minutes

Before any official business can be conducted, the board must approve the minutes from the last meeting.

[Secretary] read the minutes from the last meeting. The minutes were approved.

Open issues

Items that the board has previously discussed that are ready for formal approval.

New business

These items may be voted on, amended, tabled, moved to committee for consideration or postponed.

Adjournment

After all the open issues and new business has been discussed and documented, the meeting facilitator will adjourn the board meeting.

[Meeting facilitator] adjourned at the meeting at [time meeting ended].

Submission and approval of minutes

Minute taker must submit the minutes for approval by the Board Chair or meeting facilitator.

2 Informal Meeting Minutes Example

Informal meeting minutes serve as a quick reference to important topics that have been covered in your meeting such as goals, obstacles, deadlines or ideas.

If your organization doesn’t require you to use a specific meeting minutes format , you can use and customize a simpler template. Contrary to a formal template, no one needs to have approved the minutes for this type of meeting. They serve to only document the key points and next steps.

Here’s an informal meeting minutes template you can use to record decisions at your team meetings :

A meeting of [organization] was held at [location] on [date].

Main motions

3 Board Meeting Minutes Template

Use this template to create an official record of the discussions and decisions made by the board of directors.

This template outlines the meeting details such as name of meeting, date, and time. It also includes an outline of the attendees, key minutes or decisions from the last board meeting, reports from officers, committees, or different board directors. Lastly, a space to note any solutions or next steps discussed, with specific assignees and an approximate timeframe for completion

Meeting details

Note the meeting type, date, and time.

Name of meeting:

Note the attendees in the meeting.

Old business

Key meeting minutes and decisions from the last board meeting.

Include reports from officers, committees, or different board directors.

Action steps

Note any solutions or next steps discussed, with specific assignees and an approximate timeframe for completion.

End the board meeting by documenting the following information:

4 David Sacks’ SaaS Board Meeting Template

This template was curated by David Sacks (former COO at PayPal and founder of Yammer). If you’re a founder or executive running board meetings for your SaaS company, we recommend using it:

CEO Update [30 minutes]

Wins, challenges, learnings, and KPIs.

Sales Update [30 minutes]

ARR, deals, closed, objections, and forecast

Departmental Updates [20 minutes]

Product roadmap and updates from other departments.

Financials [10-20 minutes]

Gross margin, financial plans, and operational expenditure.

Team [10-20 minutes]

What areas have the greatest need for new hires?

Administrative Matters [5-10 minutes]

Housekeeping and administrative matters

Action items

What came out of this meeting?

Writing meeting minutes doesn’t need to be stressful. In fact, the whole purpose of them is to make your life less stressful by having the ability to go back and reference what was discussed and what the key outcomes were. In this article, Fellow’s meeting experts outlined what meeting minutes are and why they’re so important. We provided formal and informal meeting minutes templates so that you can test them out and see if they work for you. Lastly, we listed 7 must-have things to include when writing minutes:

Refer back to this guide (or to our list of what NOT to include in meeting minutes ) whenever you need some guidance on how to write effective meeting minutes. Don’t forget to try out one of our meeting templates so that you can maintain consistency and never skip over any necessary detail. Until next time!

Tips for high-performing leaders

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What to Include In Your Meeting Minutes [+ 10 Templates]

Written by: Chloe West

Whether you’re having an in-person or virtual meeting , it’s important to put policies in place that ensure it’s an effective and productive gathering. And one great way to do that is to keep up with meeting minutes.

Meeting minutes are notes taken throughout a meeting so that participants can easily refer back to them for a refresher on what was discussed and what needs to be done next. However, it can be difficult to make the most out of your notes without an impactful meeting minutes template.

Throughout this article, we’ll talk more about the importance of meeting minutes and what you should include . We'll also share 10 fully customizable templates and meeting minutes examples you can use during your next meeting.

Let’s dig in.

Here’s a short selection of 8 easy-to-edit meeting minutes templates you can edit, share and download with Visme. View more templates below:

What are meeting minutes and why use them, what to include in your meeting minutes, 10 meeting minutes templates for your next meeting.

Meeting minutes are notes of discussions, decisions and action items within a meeting.

Now the big question is: why are meeting minutes important?

They help those who were not in the meeting to know what was discussed and are also useful for meeting participants to look back on so they know their next steps.

Meeting minutes get their name not from the measure of time but from the term "minute," (“my-newt”), which means small. This possibly stems from the Latin term “minuta scriptura,” which means “small notes.”

Although they are quite minute, meeting minutes still have great importance and should be utilized throughout each of your most important meetings. A few benefits include the following:

According to research by Zippia , Organizations spend roughly 15% of their time on meetings, with surveys showing that 71% of those meetings are considered unproductive. Use effective meeting minutes to help your team stay productive and focused on the agenda in subsequent meetings,

Transform technical, complex information into easy-to-understand reports

Now how can you make sure you get these benefits out of your meeting minutes? There’s no best format for meeting minutes, but there are best practices.

Here are six main line items you’ll want to include to get the most out of your meetings—and your meeting minutes.

Meeting Date and Time

First, let’s start with the basics. When and where is the meeting? Create a section towards the top that includes the date and time of the meeting. You may also want to include the location, especially if this is a live document and you’re having a virtual meeting or presentation . Participants can then click on the meeting minutes document to access the meeting.

Meeting Participants

Next, add a table with all meeting participants. List them in order of importance or talking time, starting with the team leader and going down the list from there.

For example, you might put your department head at the top, then go in order from who has the most agenda items to discuss to who has the least. This helps you keep the meeting organized and have enough time to review each person’s agenda items.

Meeting Objective(s)

What is the meeting for? Not only is this good to include in your meeting minutes so you can find meetings of a similar purpose with an easy search, but it’s also good to have in general. After all, a meeting with no objective should not be held as it’s a waste of each person’s time.

Your objective might be something like:

Meeting Agenda

Create a table or itemized list of all meeting agenda items. You may want to reach out to attendees to see if anyone has specific items they plan to bring to the meeting to discuss. Write down the name of the person who plans to talk about each agenda item on your document.

Meeting Notes

This is going to be the meat of your meeting minutes. The above items keep you organized and ensure you have a productive meeting, but you need a large section (or additional page) to house all meeting notes.

When taking minutes for a meeting, you may want to place notes under each specific agenda item. Or you may want to create a new page for this; it’s entirely up to you.

However, you need to dedicate one team member to take notes throughout the meeting to input into this section. It’s a good idea to choose one of the fastest typers on your team or consider having a secretary or assistant help out here.

Notes may at first be jumbled and filled with typos, so make sure to revisit this section at the end of the meeting to clean it up. That way, the notes can easily be referenced in the future by meeting attendees and those who were not present.

When creating meeting minutes, use Visme shortcuts to add things quickly; after all, you don’t have time to spare. Click on the slash icon on your keyboard and find what you need, faster. Easily update information throughout your meeting minutes from a single source with Visme Dynamic Fields .

Watch this video to learn more about Visme keyboard shortcuts and hotkeys.

Action Items

At the bottom of your meeting minutes document, include a small section for action items. This is where you’ll put actionable tasks that meeting participants (even some who may not have been in the meeting) need to complete. Include the deadline as well.

This is how you know you’re having a productive meeting—you’re ending it with the next steps for the team to complete before the next meeting or before the launch of your project.

Once you’ve filled this out, send the meeting minutes document to everyone involved or with action items to complete. This will help keep the team on track and everyone knows what they need to do without their manager keeping tabs.

Share the final meeting minutes with your team so you’re all on the same page. Use the Visme analytics tool in your dashboard to review who has seen the document.

Beyond using Visme templates for meeting minutes, you can make quick infographics to show quick stats like Paul, a sustainable travel services coordinator. Here's what he had to say:

“Creating and sharing visually appealing content is quick and easy with Visme. I often find myself jumping into Visme during a meeting and finding an infographic or two to share stats and data. The response I receive about the data and presentation stylings are always positive, and people want to learn more about Visme - which I'm glad to do.”

5 Tips for Taking Meeting Minutes

Are you new to meeting minutes? Don’t worry; we’ve compiled a selection of actionable tips for taking meeting minutes efficiently every time.

1. Use a Template

Nothing saves more time than an easy meeting minutes template.

Learning how to take minutes for a meeting template will help you in more ways than you can imagine. Use it every time you’re in charge of taking meeting minutes at in-person or virtual meetings.

Template options include; pre-filled documents you can download, professionally designed templates you can customize at will or a template specially designed for your brand.

2. Review Actions

Always start a new meeting minute document with a review of the actions from the previous meeting. Keep track of what still needs doing and who’s in charge.

Have this section in your template every time, so you don’t skip or forget about it. The best location is close to the top so that the reader can get the lay of the land before reading the rest of the minutes.

3. Use Tables

In our collection of templates for meeting minutes, you’ll find a few with tables as part of the layout. You can use tables for the entirety of your note-taking or only for specific sections.

Separating the content into different visual styles helps readers skim the final document and retain attention. Use your brand colors in the tables to complete the visual composition of your meeting minutes.

4. Collaborate

Keep track of meeting minutes and collaborate with your team members using the Visme whiteboard feature. Assign sections for attendees to fill in while the meeting is happening. Go a step further and use one of our whiteboard meeting summary templates . Collect the information together, and don’t miss a single thing.

5. Capture Visuals

Take screenshots or photograph important information shared during the meeting. For example, any information shared on a board or analysis with post-its on the wall.

Virtual meetings with presentations might include critical information like roadmaps and data visualizations. If they are highly important for productivity, include them in the minutes.

Ready to start running impactful, effective and productive meetings? You need a meeting minutes template . We’ve got 10 professionally created templates for various types of meetings.

The best meeting minutes template is the one that helps you take notes faster and doesn't hinder productivity. Choose the template that works best for you, match it to your brand colors and start taking notes.

1. Executive Committee Meeting Minutes Template

Executive Committee Meeting Minutes Worksheet

This meeting minutes template is a more corporate design, perfect for executive meetings with the C-suite in your organization. Input all attendees, write out your agenda topics, then take brief notes on decisions made or action items for the next meeting.

2. Minimalist Meeting Minutes Template

With an easy meeting minutes template like this, you can easily assign various agenda items to the meeting participants. This helps to keep the meeting organized and ensures that everyone has a speaking opportunity.

3. Board Meeting Minutes Template

This straightforward template will allow you to create a professional look for your board meeting minutes agenda. This specific template showcases what an end-of-year meeting might look like, but you can use it for quarterly updates, major board changes and more.

4. Team Meeting Minutes Template

This creative team meeting minutes template gives you a bit more flexibility in your design. Meeting minutes don’t always have to be corporate, straightforward designs. Have some fun with the look and feel of your team meetings so they're visually appealing to look back on.

5. Creative Agency Meeting Minutes Template

Creative Agency Meeting Minutes Worksheet

With Visme, you get access to a number of fun design elements to take your visual content to the next level. With a template like this, you can take advantage of our icons to visualize things like date, participants, location and more within your meeting minutes.

6. Simple Meeting Minutes Template

Incorporate tables into your meeting minutes to easily organize participants and agenda items. With Visme, you can create tables of any size within seconds, making it easy to adjust and create new and existing tables for your meeting minutes.

7. Marketing Team Meeting Minutes Template

Marketing Team Meeting Minutes Worksheet

Incorporating contact information into your meeting minutes is a great way to make sure that all meeting participants are able to reach each other if there are any additional questions or clarification needed on action items. You can easily add those as additional columns in your table.

8. Corporate Meeting Minutes Template

Get creative with your meeting minutes design with this simple corporate minutes template. Incorporating additional design details, especially if it matches your branding patterns, is a great way to make your meeting minutes more visually appealing.

9. Project Kick-Off Meeting Minutes Template

Project Kick Off Meeting Minutes Worksheet

Don’t put your “meeting minutes” title right at the top—take a page out of this simple minutes template’s book and use a big, bold font to place your heading vertically along the side of your page. This is a creative way to help your meeting minutes stand out.

10. Annual Meeting Minutes Template

Use color strategically to make certain pieces of your meeting minutes pop. In the above template, we see color backgrounds added to certain table cells to bring attention to those as headers.

Use a Meeting Minutes Template Today

In this guide, we discussed what to include in meeting minutes and shared ten ready-to-use minutes for meetings templates.

Now you can hold more productive and efficient meetings by utilizing meeting minutes templates to take notes, bring attention to action items, and ensure all participants have a voice within the meeting. Use Visme’s online whiteboard or document creator to get started today.

Not sure if Visme is the right tool for your team? Take a look at all of the new tool and features we added for you.

Write effective meeting minutes using Visme

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About the Author

Chloe West is the content marketing manager at Visme. Her experience in digital marketing includes everything from social media, blogging, email marketing to graphic design, strategy creation and implementation, and more. During her spare time, she enjoys exploring her home city of Charleston with her son.

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COMMENTS

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