How to create actionable meeting minutes

Photo by Anna Shvets

Meeting minutes, when done well, can help drive a project forward. They can also help communicate the progress and decisions around your project to your stakeholders.

Who takes meeting minutes?

Typically, one person is designated to collect meeting minutes. At the beginning of the meeting, be clear who is documenting the minutes and how everyone will get a copy after the meeting ends.

If your meeting minutes are in Input, multiple people can edit them during the meeting. This can be great on smaller teams where everyone in the meeting wants to participate in the discussion. It's tough to talk and take notes at the same time. Take turns taking notes with Input! We recommend having two people designated as minute takers; when one of them is speaking the other knows to take over.

What should to be included in your minutes?

Minutes should be concise and include important information, such as:

  • Date, time, location and who attended
  • An agenda (this is an outline of the purpose of the meeting and things you need to cover)
  • Decisions that were made
  • Actions and tasks that are open, including the deadline and who was assigned to complete them.

Input allows you to assign tasks from within your document. You'll get notified if a task is assigned to you, or if a task in your minutes is completed by someone else.

Who needs to see the minutes?

We recommend sharing the minutes with everyone that was invited to the meeting. They can also be shared to teams that are affected by the outcomes of your meeting and other stakeholders.

Input makes it easy to invite people to your meeting minutes and you'll be able to see if they've viewed the document once you've shared it with them.

What else needs to happen to make meeting minutes effective?

Follow up is the most important part! Making sure that things move forward is the point of creating meeting minutes. Share the notes, and make sure the next steps are delegated to the right people. Be clear about who is accountable, schedule the next meeting to keep moving things forward.