Meeting Minutes Sample - Notes, Decisions and Action Items
The notes section will be where you insert this meeting’s notes. Be sure to include statements that refer to decision-making, dates and action items as well as any other items of importance. Keep the statements brief yet detailed enough for those who did not attend to be clear on what happened in the meeting. You can use your agenda as a starting point for notes.
Discuss project milestones
- Project milestone #1 was reported by Bob to be ahead of schedule. He anticipates completing this milestone one week ahead of schedule.
- Project milestone #2 was impacted by a vendor shipping delay. Sally reported that this delay will not delay the overall project completion date.
Discuss potential timeline issues
- As discussed above, project milestone #2 was delayed due to a vendor shipping issue. Sally contacted the vendor and has received a firm ETA on the equipment arrival. No further delays are expected.
Action item status
- Action Item #3 was not completed this week due to scheduling conflicts with Bob.
- Action Item #4 was completed as expected but raised a new question about the vendor selection process. Action Item #5 is to be opened to work on this process.
The “Decisions Made" section is useful to document any decisions that were made during the meeting. How often have you been asked, “When was that decided?" after a meeting? By tracking specific decisions that are made, you can easily search through old notes to find the answer.
- Due to the delay of milestone #2, we will reevaluate vendors prior to phase two of this project.
- It was determined by Bob and Sally that a change of scope should occur to include development of a training program prior to project completion. Bob and Sally were in agreement that this would not delay the final project completion date.
Action items wrap up the last part of the meeting minutes sample template. Action items are a means to track actions that need to happen as an outcome of the meeting you just held. Maybe you need to follow up on research, contact vendors or come up with a proposal. The action item table used in the sample meeting minutes form is simple and should only be used to capture the action items assigned in the meeting. You should have a formal action item-tracking list outside of this form to track things like assignment date, notes and closure date properly. Check out Rhonda Roberts Levine’s article for some great tips how to use Excel to track action items.
Action: Research new vendors that will be able to provide timely shipping of equipment to our facility on short notice.
Target Date: Next meeting
Although meeting minutes can seem like a waste of time, it is extremely important to keep your meetings organized and well documented. If you invest time in holding meetings, you should invest time in keeping good notes for future reference. For more information on holding effective meetings, take a look at Linda Richter's article on Elements of Effective Meeting Management.