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How To Write A Meeting Protocol

‘ To write a meeting protocol, you need to document the purpose, attendees, key decisions, action items, and responsibilities discussed during a meeting.’

Jannik Lindner
Jannik Lindner
  • Last Updated: February 28, 2024

A meeting protocol refers to a set of guidelines or rules that govern the structure, conduct, and etiquette of a meeting. It outlines the procedures and expectations for participants, including topics to be discussed, speaking order, time limits, decision-making processes, and behavior standards.

The protocol ensures that meetings are focused, efficient, and respectful, allowing for productive discussions and effective decision-making. It helps create a standardized framework for meetings and facilitates collaboration and teamwork among participants.

What are the challenges of writing a meeting protocol?

  1. Central Repository Absence: Often, meeting protocols are distributed via email, lacking a centralized location. This leads to significant manual effort in tracking and managing these documents, making it difficult to reference and maintain consistency across the organization.
  2. Lack of Engagement with Protocols: Meeting protocols are created but frequently go unread. This undermines their purpose, as key decisions and action items fail to reach the relevant stakeholders, reducing the effectiveness of meetings and follow-up actions.
  3. Unstructured Meetings: The absence of a structured approach in meetings complicates the process of creating protocols. Without clear agendas or objectives, capturing the essence of discussions and decisions becomes challenging, leading to incomplete or inaccurate records.

How To Write A Meeting Protocol: Step-By-Step

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Step 1: Preparing for the Meeting,

Once the purpose is identified, objectives are set, a detailed agenda is prepared, and the appropriate personnel are invited, the stage is set for a productive meeting where everyone’s presence and contributions are aligned with the intended outcomes.

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Step 2: Scheduling the Meeting,

When scheduling a meeting, choose a convenient date and time, giving enough notice for preparations and ensuring availability of all invitees. Obtain consensus from attendees and set a reminder for the scheduled meeting.

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Step 3: Distribute Agenda,

Sharing the meeting agenda ahead of time ensures that all participants are well-prepared by providing a clear understanding of the meeting’s purpose and topics to be discussed, maximizing productivity and engagement.

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Step 4: Set Up Meeting Room,

It is essential to have a meeting space that is not only clean and quiet but also equipped with all the necessary resources, including chairs, flip charts, AV equipment, and other essentials, to ensure a productive and successful meeting.

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Step 5: Begin the Meeting,

To ensure a productive meeting, it is crucial to begin promptly. Commence by graciously addressing participants, providing a concise overview of the meeting’s objective, and introducing individuals who may be unfamiliar with each other.

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Step 6: Facilitate Discussion,

To have effective discussions, encourage open expression of ideas while maintaining focus on agenda items. Give every participant an opportunity to contribute and demonstrate respect for diverse perspectives and opinions.

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Step 7: Writing Minutes,

Meeting minutes are crucial in capturing the key points discussed, outlining decisions taken, assigning responsibilities, and setting deadlines. They serve as a record of the meeting’s outcome and ensure clarity and accountability among participants.

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Step 8: Maintain Time Management,

Ensure that the discussion remains focused and productive by adhering to the schedule and avoiding unnecessary detours. Promptly remind participants of time restrictions when required.

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Step 9: Wrap-Up,

To wrap up the meeting, briefly summarize the key takeaways and actionable items discussed. Give participants a chance to share any last thoughts or ask any final questions before adjourning the meeting.

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Step 10: Closing the Meeting,

Conclude the meeting in a formal manner by expressing gratitude for everyone’s participation, wrap-up any outstanding discussion points, and determine if another meeting is necessary, confirming the future date and time if required.

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Step 11: Follow-Up,

After the meeting, it is crucial to distribute the minutes to all participants. This step should also include a gentle reminder about the agreed upon tasks and their respective deadlines. By doing so, everyone stays informed and remains on track after the meeting concludes.

Conclusion

Writing a meeting protocol is a valuable skill that can greatly enhance the effectiveness of any business meeting. By following a few key steps, such as preparing an agenda, taking comprehensive notes, and completing a protocol document, you can ensure that important decisions, actions, and discussions are documented and remembered. Whether you are a business professional, team leader, or project manager, mastering the art of writing a meeting protocol will not only help you stay organized but also contribute to improved communication and accountability among team members. So, start implementing these tips in your next meeting and see the difference it makes in achieving successful outcomes. Remember, a well-written meeting protocol can be a powerful tool in driving productivity and making meetings more productive and efficient.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

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Popular Questions

What is a meeting protocol?

A meeting protocol, also known as meeting minutes, is a written record of everything that happens during a meeting. It includes the key points of the discussion, decisions made, and actions that need to be taken.

Who is responsible for creating the meeting protocol?

Usually, a meeting protocol is created by the appointed note taker or secretary of the meeting. However, the responsibility can be entrusted to any person who is present at the meeting.

What information should be included in the meeting protocol?

Key details like date, time, location of the meeting, list of attendees, apologies for non-attendance, and the agenda should be included. It should also cover the main discussion points, decisions made, any votes taken and their results, and actions to be taken along with their deadlines and assignees.

Why is a meeting protocol important?

A meeting protocol is important as it serves as a written record of the meeting. It helps to ensure all attendees are on the same page about what was discussed and what actions need to be taken. It can also be referred to in the future if any disputes arise about what was discussed or decided in the meeting.

How should a meeting protocol be distributed after the meeting?

After the meeting, the protocol should be reviewed for accuracy, approved (usually by the meeting chair), and then distributed to all attendees. This is typically done via email, but can also be shared through company networks or collaboration tools. It’s also a good idea to keep a central, easily accessible record of all meeting protocols.

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