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38+ Sample Team Meeting Minutes
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What Are Team Meeting Minutes?
Team meeting minutes is a formal or informal documentation of everything that transpired in a team meeting. It can follow a certain format; although in some cases, the minutes may also be informal and written in free form.
According to an online article published by the Harvard Business Review, meetings can be classified by size into three major categories. First, the assembly refers to 100 or more people who generally do not do much except listen to a main speaker or a series of speakers. The second is called the council, this consists of 40 to 50 people who listen to a speaker and may ask questions or contribute something on their own account. Lastly, up to 10 or 12 people may form a committee- all of whom share equal footing under the leadership or control of a chairman.
How to Improve Team Meetings
Meetings are not always successful. Too often, meetings can go around and around in circles without actually accomplishing anything in the end. For team meetings, time and energy are of the essence. So if you want to improve the quality of your team meetings, take a look at some key tips below.
Tips on Building and Strengthening Teamwork
Teamwork is an essential trait if one is to succeed in the workplace. If you cannot learn to get along and work in a team, it will be difficult for you to achieve any significant success. The best ideas and plans are born out of collaboration, solidarity, and collective effort. There are several tips that can help you and your team strengthen both your professional and personal ties with one another.
How to Create Team Meeting Minutes
To create effective team meeting minutes, simply follow the easy steps below. If you are short on time and need a quick reference guide format, the sample templates above can prove quite useful. Simply browse the different templates and pick one that suits your needs.
Step 1: Basic Information
Basic information should always be stated when recording minutes of a team meeting. Make sure to include the complete date, time, location, and list all the attendees. If possible, specify the team meeting by giving it a title. Depending on the nature and objective of the meeting, the title could be anything from “Team Alignment Meeting”, “Sales Team Meeting”, or “Weekly Team Huddle”. The basic information part is always direct since there is no use for long explanatory paragraphs in this section.
Step 2: Format for Minutes
Recording minutes of the meeting will depend entirely on the secretary or whoever is awarded the task. Most companies use standardized formats for their regular meetings. Because most meeting agendas are recurring, a uniformed format is the best and most efficient way to go. Minutes can be documented using a simple table, chart, or just standard bullet points. There are numerous applications that help organize minutes too. If you are looking for quick and predesigned formats, the sample templates above can give you a lot of ideas.
Step 3: Meeting Agenda and Flow
A clear agenda, itinerary, or program is an essential part of team meeting minutes. This sets the tone of the meeting; and following the items on the agenda is quite frankly the overall purpose of the meeting. Of course, more informal or shotgun meetings may be called. In these cases, a prepared agenda may be absent. Nevertheless, important meetings that require ample preparation need a certain structure and a flow. The agenda may be outlined in bullet points or in table format wherein objectives, action items, and persons responsible are duly assigned.
Step 4: Open Items
Many meetings end with clear resolutions; but others leave more questions than answers. A lot of times, meetings are adjourned but not without noting the open items or agenda that need to be taken up at a later time. These tasks or recommendations are normally reserved for further discussion then followed up in the coming meetings. For example, the minutes of a weekly team meeting will culminate with a quick rundown of things to do or goals to accomplish. So by the next team meeting, these open items may then be closed.
How do you write meeting minutes for a team?
If you are tasked to take minutes of the meeting, you need to make sure your notes are accurate and organized. Minutes are usually cascaded after the meeting so there is ample time for the secretary or whoever is assigned to refine and polish the minutes. It is best to follow a format when recording the minutes. Always indicate the basic information, the agenda or program, and the action items and/or recommendations.
How detailed should meeting minutes be?
Generally, you want your team meeting minutes to be detailed but brief enough that it more or less summarizes the key discussion points in a meeting. What matters is ensuring that accurate information is documented in the minutes. On the other hand, providing too many unnecessary or insignificant details is inadvisable and can be counterproductive.
What are the qualities of a good minutes of the meeting?
According to an article by Process PA, the qualities of a good minutes of the meeting fulfills the following criteria: it records attendance, decisions and actions are mentioned, reports and other relevant files are present, a structured format is used, and copies of the minutes is distributed promptly after the meeting is adjourned.
Team meetings can be productive and fulfilling; or they can be dull and a complete waste of time. A proper agenda is needed and digression from the agenda should be minimized as much as possible. At the end of the day, the bottom line is meetings are meant to be a good use of people’s time. Browse the wide selection of sample minutes and download a template for your next team meeting!