Every day, important meetings take place in your office. Decisions made in these meetings may involve a lot of time, money and can even change people’s careers. With important things at stake in meetings, it’s no wonder meeting minutes are considered of great value. Meeting minutes serve as a record of what was discussed and decided in a meeting, what actions must be taken, who must take them and when. So, being of such great importance, what are meeting minutes? What exactly is included in meeting minutes? And why are these things important? We’ll explain all this to you in this article, as well as how GAIKU can help you with your meeting minutes and keeping your meeting records organized.

What are meeting minutes?

Most of us have attended a meeting madly scribbling what we thought were meeting minutes only to find out later that we’ve missed important information of that the notes we took were never used. Do you often question what information you should record and what you should leave out? Recording effective meeting minutes doesn’t have to be hard! Minutes that capture the purpose of the meeting and its agreed outcomes are a record that can be referred back to and can be used for follow-up purposes. Effective meeting minutes are clear and to the point, but at the same time, they do not leave out important information.

Meeting minutes keep a record of what was done or talked about at a meeting, including any decision made or action taken. Typically, meeting minutes are recorded by a secretary or assistant, but it can be done by any appointed individual.

What needs to be included?

When you are writing meeting minutes you need to include different kinds of information. Here’s a list of what needs to be included in effective meeting minutes:

  • Date, time and location of the meeting.
  • The purpose of the meeting.
  • Names of attendees and those who were unable to attend.
  • Agenda items.
  • Decisions that were made.
  • Actions that need to be done. Include the deadline and who it was assigned to.
  • Follow up meeting.

Prepare your meeting minutes by writing down the things you know beforehand, like date, time, location, purpose and agenda items. This way you will only have to add the things that you discussed, like the outcome of the meeting.

Why are meeting minutes important?

Although it may seem like writing meeting minutes can take a lot of time, they will, in fact, help you save time and money. Meeting minutes provide a written record of what was discussed and agreed at a meeting, so you and your colleagues will have the same recollections from the meeting and the same ideas about what was agreed. With good meeting minutes, you make sure everyone knows what was decided and what needs to be achieved by what date.

Not taking meeting minutes can be costly in terms of both time and money, for example when you and your colleagues have different recollections of what was agreed during a meeting. In the worst case, if meeting minutes are not written you may end up having to repeat the meeting. So, getting into the habit of taking meeting minutes is good practice.

Why are meeting notes called ‘meeting minutes’?

The ‘minutes’ in meeting minutes, have nothing to do with time, but with ‘small’. This possibly came directly from the Latin ‘minuta scriptura’, meaning ‘small notes’. So meeting minutes are a reference to something small, not something that has to do with time. That’s why meeting notes are called minutes.

So, now you know what meeting minutes are and why they are important. Want to learn more? Check out Meeting minutes: how to make them effective and Meeting minutes Do’s and Don’ts.

How can GAIKU help with your meeting minutes?

GAIKU is a powerful web app that guides you to better meetings. It offers you a lot of features that can help you take meeting notes and keep your meeting history. GAIKU saves your meeting records, so you’ll always know when you held a meeting, what was discussed and who attended. You can even see if you voted on an issue and what the outcome was. Your notes, actions and follow up meetings will all be saved. What a time saver! GAIKU helps you to be more efficient when it comes to recording effective meeting minutes.

Ready for efficient meetings? Sign up today. Off to better meetings!

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Do you want to learn more about meetings and how you can improve them to save time and money?

This blogpost is part of our e-book ‘A brief introduction to meetings’. Other chapters include meeting agenda, meeting types, meeting rhythms, what are meeting minutes, giving and receiving feedback, group decision making methods, and much more.

CLICK HERE to go to the download page.