How do you write good meeting minutes?

Are you the lucky one responsible for writing the minutes of today’s meeting? At Trinity Hotel and Conference, we know that good meeting minutes are key to creating clarity and ensuring that all participants have a shared understanding of what was discussed, decided, and agreed upon during a meeting.

But how do you approach the task to ensure your minutes are both precise and useful?

Here are our best tips for writing clear and structured meeting minutes.

Preparation: Choose Your Method

Taking minutes can be challenging, especially if you also need to actively participate in the meeting. Start by deciding how you will handle the task. Will you take bullet points, use an AI tool to transcribe the meeting, or maybe record audio for later reference?

Bullet points are often the most practical method, allowing you to participate in the meeting while keeping track of key points. Use the agenda as a framework for your notes so you can organize them under relevant topics.

It’s essential to finalize the minutes shortly after the meeting, while the details are still fresh in your mind.

The Basics: Start with the Fundamentals

To ensure your meeting minutes are useful, always include the basic information:

  • Date, time, and location – When and where did the meeting take place?
  • Participants – Who was present?
  • Agenda – What topics were discussed?

These elements provide a quick overview and help others understand the context of the meeting.

The Three Pillars of Good Meeting Minutes

  1. Topics & Discussion
    Briefly summarize the topics discussed and highlight key viewpoints. Keep it concise and easy to read.
  2. Decisions
    Document the specific decisions made during the meeting to avoid misunderstandings.
  3. Action Points & Next Steps
    One of the most critical parts of meeting minutes is clearly defining what needs to be done, who is responsible, and when it should be completed. Make sure to list tasks, deadlines, and responsible persons clearly.

Tips for Writing Effective Meeting Minutes

  • Use the Agenda Actively – Write down your observations under each agenda item to ensure nothing is overlooked.
  • Ask Questions During the Meeting – If something is unclear, ask for clarification. This helps both you and other participants reach a common understanding.
  • Stay Objective – Keep the minutes factual and free from personal opinions.
  • Complete the Minutes Promptly – Fill in your notes and add necessary details shortly after the meeting to avoid forgetting anything.

Conclusion & Follow-Up

Depending on the nature of the meeting, it may be a good idea to schedule the next meeting by setting the date, time, and location.

Also, note any topics that should be included on the next agenda, such as pending decisions or important follow-ups. The most critical aspect is to clearly document final decisions, so everyone understands what was agreed upon. Once the minutes are complete, share them with all participants and ensure they are easily accessible.

If possible, have participants review and approve the minutes to eliminate any doubts about the decisions made.

Effective Meeting Minutes: Your Shortcut to Better Decisions

By following the tips and tricks outlined above, you’re one step closer to writing effective meeting minutes.
You’ll be able to keep track of key details, action points, and use them to your advantage in the next meeting.

Good luck with your next meeting minutes!