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How To Write Meeting Minutes With Action Items

To write meeting minutes with action items, one should accurately record the discussions and decisions made during the meeting, clearly delineate the assigned actions items, stating who is responsible for each task and the deadlines for completion.

A Meeting Minutes With Action Items is a detailed-written document, created during a meeting, that captures the key points and decisions made, including a record of the people present, the topics of conversation, decisions reached, and most notably, the tasks assigned (the ‘action items’).

These action items state what needs to be done, who is responsible for the undertaking, and provide timelines to ensure accountability and to move projects forward. Furthermore, they serve as a valuable reference point for attendees to review what was discussed and for those who missed the meeting to catch up.

How To Write Meeting Minutes With Action Items: Step-By-Step

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Step 1: Prepare the Meeting

The initiators must engage in meticulous planning, identifying key discussion points, defining lucid objectives, and delineating expected outcomes for each topic. A shared meeting agenda should be disseminated to all potential attendees, providing a clear roadmap to follow and facilitating thorough preparation, thus fostering a fruitful and effective meeting.

Instead of just creating the meeting agenda and sharing it with the participants, we even recommend working collaboratively on the meeting agenda. This ensures that all participants are well-prepared and that some points might be resolved even before the actual meeting, making the meeting more efficient.

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Step 2: Recording the Meeting Details

Right from the start of the meeting, the individual assigned to minute-writing, documenting the discussions, has key duties. They must accurately record essential information as a reference point. This includes the meeting’s title, the date, start and end time, the location, and a list of all attendees with their respective titles.

Here’s an example of how we prepare a meeting agenda in our software ZipDo: 

Here you can see the editor in our app ZipDo, which allows you to collectively create and prepare the meeting agenda.

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Step 3: Take meeting notes during the meeting

The minute taker has the essential task of accurately documenting the key aspects of the meeting. This includes the main discussions, the decisions reached, and the rationale behind these decisions. This accurate record is crucial as it provides the foundation for any future actions or decisions. Any misunderstanding or errors in these minutes could potentially lead to misguided future steps, hence the need for accuracy and attention to detail in the process of minute taking.

Learn everything about meeting notes here.

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Step 4: Record of Action Items

As the discussion progresses, the team often delegates tasks to attending members. The minutes-taker must meticulously document each assigned action item. This detailed notation should include the precise task description, the assigned individual’s name, and the anticipated date of task completion.

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Step 5: Confirming Information

The minute taker has a crucial role in ensuring the clarity and accuracy of meeting records. They ought to seek clarification on unclear points during the proceedings and meticulously review the minutes following the meeting’s conclusion, collating feedback from attendees. Highlighting crucial decisions, agreed actions, and topics requiring further deliberation is essential for maintaining a clear and comprehensive record of the meeting’s outcomes.

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Step 6: Finalizing and Distributing the Meeting Minutes

Upon the meeting’s conclusion, it’s the minute taker’s obligation to finalize the meeting minutes in a lucid, succinct and professional format. This detailed record should be circulated swiftly among all participants, including those who couldn’t attend, ensuring everyone remains informed and engaged.

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Step 7: Follow-Up on Action Items

Within the agreed timeframe, tracking the advancement of action items is pivotal for maintaining project momentum. The assigned individual should update the team at ensuing meetings, regarding their progress, ensuring transparency and accountability, or sooner if tasks are accomplished before the deadline, thus fostering efficiency.

Conclusion

Writing meeting minutes with action items is a crucial task that requires attentiveness, clarity, and organization. Mastering this skill not only helps to ensure that every meeting attendee understands their responsibilities, but it also enhances the effectiveness of the meeting.

It reinforces accountability, enables better follow-up on tasks, facilitates communication and promotes efficiency. With the tips and guidelines provided in this blog post, you are now fully equipped to write comprehensive, precise, and effective meeting minutes. Remember, the key to effective minutes is simplicity, clarity, and accuracy. Invest your time in this skill and witness a significant improvement in the productivity of your meetings.

Popular Questions

What are Meeting Minutes with Action Items?

Meeting Minutes with Action Items are a detailed and official record of the discussions in a meeting. It includes a list of actions that are decided upon by the participants to be carried out after the meeting. These action items are assigned to individuals along with expected completion dates.

How do Meeting Minutes with Action Items support productivity in a team?

Meeting Minutes with Action Items provide clarity to individuals on their responsibilities post-meeting. It ensures that every participant is on the same page and serves as a tool to track progress on the action items, thereby increasing productivity within the team.

Who is typically responsible for noting down the Meeting Minutes with Action Items?

The responsibility of recording Meeting Minutes with Action Items usually falls on the designated note-taker or secretary in the meeting. This person is tasked with ensuring that all important points discussed, decisions made, and tasks assigned during the meeting are clearly documented.

What typically should be included in Meeting Minutes with Action Items?

Meeting Minutes with Action Items should include the date and time of the meeting, the list of attendees, key points of discussions, decisions made, action items along with the person responsible and the deadline for each action item. It may also contain any outstanding items from previous meetings.

How are Meeting Minutes with Action Items distributed after the meeting?

Meeting Minutes with Action Items are typically distributed via email to all meeting participants shortly following the meeting. It can also be stored in a common shared area like a company’s intranet or a shared drive, depending on the standard practice of the organization. This ensures easy access and reference for all individuals involved.