How to Write Meeting Minutes (and Why the Old Way is Dying)

Key Takeaways:

• Focus on action: Minutes should prioritize decisions and specific tasks (who, what, and when).
• Standardize with templates: Using a consistent format saves time and ensures stakeholders can quickly find the information they need.
• Speed is essential: Distribute minutes as soon as possible while the conversation is fresh to maintain project momentum.
• Leverage modern tools: AI assistants can handle transcription and summarization, allowing the note-taker to participate more actively in the discussion.
• Maintain objectivity: Keep the record factual and unbiased, focusing on the source of truth for the team.

Table of Contents

• Are meeting minutes still a thing?
• What are meeting minutes?
• Who takes meeting minutes?
• How to write minutes that people actually read
• Meeting minutes examples: the power of a meeting minutes template
• What are action items?
• Is AI taking over the note-taking job?
• What should you always include in your minutes? A checklist
• Better meetings for everyone with Mentimeter
• Frequently asked questions

Are meeting minutes still a thing?

Yes, but they don’t look like they used to. In a world of Slack, Zoom, and rapid-fire project management, the idea of a secretary sitting in a corner with a typewriter feels…ancient. 

Beyond mere productivity, meeting minutes can serve as a critical legal defense for demonstrating duty and compliance. They often act as the first line of protection for directors during audits or litigation.

The need for a source of truth is more critical than ever. Without a recorded outcome, a one-hour meeting is just an expensive chat. Modern minutes have evolved from verbatim transcripts into lean, action-oriented summaries that drive productivity.

What are meeting minutes?

Meeting minutes are the official account of decisions and commitments discussed during a session. By documenting verbal agreements, you ensure the entire team is aligned on who said what, when it was said, and what the next steps are. 

Essentially, a solid minutes of meeting format helps you avoid the “wait, what did we decide?” questions that inevitably surface a week later. When done right, minutes help you track progress over time and determine if your meetings are actually achieving their goals or just wasting time.

Who takes meeting minutes?

Usually, this task goes to a designated recorder (or nowadays, AI). In formal settings like a board of directors, this might be a professional secretary who stays neutral and focused on accuracy.

In more casual team settings, many groups like to rotate the responsibility. Whoever takes the lead should be someone with strong listening skills and a knack for organization. 

The most important thing is to decide who is doing it before the meeting starts so they can come prepared.

How to write meeting minutes people actually read

If you’re taking your meeting minutes by hand, they don't need to be a novel. They should capture the essence of the discussion by following the meeting’s structure. 

To keep things professional and accessible, follow these simple steps:

1. Prep in advance

Get familiar with the agenda before the meeting starts. Know which topics are likely to lead to big decisions or tasks.

2. Stay objective

Your job is to be an unbiased narrator. Stick to the facts and avoid adding personal interpretations or “he said, she said” drama.

3. Focus on the big picture

Don’t get bogged down in the tiny details. Concentrate on the final decisions, assigned tasks, and key takeaways.

4. Attribute clearly

Note who’s responsible for what. It’s less about pointing fingers and more about ensuring the right people have the context they need to follow up.

5. Ask for clarity

If a point feels fuzzy, don’t be afraid to speak up and ask for clarification during the meeting. It’s much easier than trying to guess later.

6. Edit quickly

Give your notes a quick polish while the conversation is still fresh in your mind.

7. Share fast

Get the minutes out to the team as soon as possible so the momentum doesn't fade.

Meeting minutes examples: the power of a meeting minutes template

A meeting minutes template is a simple, pre-formatted document that makes sure you never miss a critical detail. Using a consistent format doesn't just look professional, it actually saves a massive amount of time. 

Below are two examples of minutes of meeting samples for different contexts.

1. Board of Directors Quarterly Meeting

Date and Time: June 9, 2023, 10:00 AM - 11:30 AM

Location: Main Boardroom

Attendees: Sofia Martinez (Chairperson), Takumi Suzuki (Vice Chairperson), Nia Davies (Director, Marketing), Djamila Benali (Director, Sales), and Priyanka Patel (Director, Customer Service)

Absent: Alessandro Rossi (Director, Product)

Agenda Items:

• Review of last quarter's sales performance
• Takumi Suzuki presented the sales figures for the past quarter.
• A thorough discussion took place regarding the decline in sales in the latter part of the quarter.
• Presentation and discussion on the proposed marketing strategy for the upcoming product launch
• Nia Davies presented the proposed marketing plan for the new product.
• The board agreed that increased social media engagement should be part of the strategy.
• Presentation and discussion on recent customer feedback and proposed resolution strategies
• Priyanka Patel presented an analysis of recent customer feedback.
• Sofia Martinez emphasized the importance of addressing the issues raised by customers, and the board discussed potential strategies.

Action Items:

1. Takumi Suzuki to commission an in-depth analysis into the factors contributing to the dip in sales and present findings at the next board meeting (Deadline: September 1, 2023).
2. Nia Davies to work with his team to develop a comprehensive social media strategy for the new product launch (Deadline: June 30, 2023).
3. Priyanka Patel to formulate a new customer service protocol to better address customer concerns (Deadline: June 30, 2023).

Decisions Made:

The board approved the proposal to adopt a more aggressive social media strategy for the new product launch (Unanimous approval).

The board agreed to overhaul the customer service response system based on recent feedback (Vote: 4 in favor, 1 abstained).

Next Meeting: Scheduled for September 9, 2023, at 10:00 AM in the Main Boardroom.

Attachments: Sales Report Q2 2023, Proposed Marketing Plan 2023, Customer Feedback Report Q2 2023.

Approved By:

Sofia Martinez, Chairperson, Board of Directors

2. School Board of Management Meeting

Date and Time: June 9, 2023, 10:00 AM - 11:30 AM

Location: School Conference Room

Attendees: Sofia Martinez (Chairperson), Takumi Suzuki (Principal), Nia Davies (Teacher Representative), Djamila Benali (Parent Representative), and Priyanka Patel (Community Representative)

Absent: Alessandro Rossi (Teacher's Union Representative)

Agenda Items:

• Discussion on recent student performance
• Takumi Suzuki gave an overview of recent student performance across different grades.
• There was a chat about the noticeable drop in math scores in Grade 8.
• Brainstorming session for the upcoming School Open House
• Priyanka Patel put forth ideas for the School Open House event.
• The group agreed on increasing the use of social media to spread awareness about the event.
• Review of recent parent-teacher meeting feedback
• Nia Davies shared feedback from the latest parent-teacher meeting.
• Sofia Martinez emphasized the need to take into account the concerns raised by parents, and everyone weighed in on possible solutions.

Action Items:

1. Takumi Suzuki to collaborate with math teachers for an action plan to improve Grade 8 math scores (Deadline: June 30, 2023).
2. Priyanka Patel to draft a social media plan for the School Open House event (Deadline: June 15, 2023).
3. Djamila Benali to coordinate with Nia Davies to develop an improved communication plan between teachers and parents based on recent feedback (Deadline: June 20, 2023).

Decisions Made:

The group decided to focus on social media for the promotion of the School Open House event.

Agreed on the need for an improved communication strategy between parents and teachers.

Next Meeting: Scheduled for July 9, 2023, at 10:00 AM in the School Conference Room.

What are action items?

Action items are the specific tasks identified during the meeting, complete with a clear description, an owner, and a deadline. Without action items, meeting minutes are just a static record of a conversation; but with them, they become a tool for productivity with concrete next steps. 

Is AI taking over the note-taking job?

We’re seeing a major shift away from the 1950s-style legacy of the static Word doc. For decades, minute-taking was a manual, grueling process of trying to keep up with spoken word in real-time. Today, AI meeting assistants (tools that transcribe and summarize in real-time) are becoming a staple for modern teams. 

Thanks to these advancements, minute-takers can actually participate in the brainstorming or the live poll rather than being stuck behind a keyboard. Meeting platforms like Gemini and Copilot can now summarize your entire meeting and provide AI-generated meeting minutes with actionable insights and takeaways without you even lifting a finger.

With all AI tools, however, the key is the human touch. The main meeting minutes task might be shifting from adamant, robotic note-taking to quality control editing.

Pro tip: Try our AI Menti Builder next time you want to create an engaging presentation. Create your slides in minutes with just a few prompts. 

What should you always include in your minutes? A checklist

You don't need to record every word. Focus on providing a summary that gives a clear timeline of events. Here is your essential checklist:

• Meeting title & type: Is this a team sync, a board meeting, or a workshop?
• Logistics: Date, time, and the location (or the link to the virtual room).
• The crowd: Who was there, and who couldn't make it?
• Agenda items: The main topics you set out to discuss.
• Discussion summary: A brief overview of the key points and any debates.
• Action items: The “who, what, and when” for every task.
• Decisions made: A clear record of what was agreed upon.
• Voting results: If a formal vote was taken, record the numbers.
• The next step: When and where is the next meeting?

Better meetings for everyone with Mentimeter

If you want to move beyond the outdated manual minute-taking, you need tools that capture data at the source. At Mentimeter, we’re all about making sessions more effective and engaging. 

Instead of one person frantically typing what they think they heard, you can engage the entire room with live polls, Q&As, and brainstorms. And you don't have to manually transcribe the results. 

With Mentimeter’s Export Results feature, you can instantly turn the collective input of your team into a digital record. 

Curious? Get started with Mentimeter today.

Frequently asked questions

What's the difference between meeting notes and meeting minutes?

Notes are usually informal and personal, just for your own reference. Minutes are the official, structured version meant for the whole group. Minutes follow a specific format and focus on formal decisions rather than every side conversation.

How long should you keep meeting minutes?

Most organizations keep their official minutes indefinitely, since they’re a permanent record of the company’s history and governance. For casual team syncs, seven years is a common standard to satisfy any potential tax or legal questions.

Do minutes have to be a word-for-word transcript?

Definitely not. In fact, verbatim transcripts often make it harder to find the important stuff. The goal is to summarize the key points, record the big decisions, and clearly list the action items. Keep it punchy and practical.