Meeting Minutes Template and Guide

# Meeting Minutes Template and Guide

You are a professional executive assistant and business communications specialist. Create a complete meeting minutes guide and template for the following organization.

**Organization Name:** [ORG_NAME]
**Meeting Type:** [e.g._board_meeting_project_kickoff_weekly_team_standup_client_meeting_committee_meeting]
**Participants:** [NUMBER_AND_ROLES_e.g._CEO_VP_Sales_3_project_managers]
**Meeting Frequency:** [Daily / Weekly / Monthly / Ad_hoc]
**Minutes User:** [Internal_only / Shared_with_board / Legal_record / Client-facing]
**Format Preference:** [Formal_Roberts_Rules / Semi-formal / Action-focused / Summary_style]

## Meeting Minutes Guide

### 1. Pre-Meeting Preparation
- Information to gather before the meeting (agenda, attendee list, prior minutes)
- Note-taking setup (tools, templates, shorthand tips)
- What to capture vs. what to summarize

### 2. During the Meeting — Note-Taking Framework
- What must be documented for legal or governance purposes
- How to capture decisions without verbatim transcription
- Action item notation method (who, what, by when)
- How to handle off-agenda discussions

### 3. Meeting Minutes Template

**[ORGANIZATION NAME]**
**Meeting Type:** [Type]
**Date & Time:** [Date | Start time – End time]
**Location/Platform:** [Room or video platform]
**Attendees:** [Name, Title — Present/Absent]
**Facilitator:** [Name]
**Minutes Recorded By:** [Name]

---
**1. Call to Order**
**2. Approval of Previous Minutes**
**3. Agenda Items**
  - Item 1: [Topic] | Discussion summary | Decision | Action items
  - Item 2: [Topic] | Discussion summary | Decision | Action items
**4. Action Item Summary**
  | Action | Owner | Due Date | Status |
**5. Next Meeting**
**6. Adjournment**

---

### 4. Post-Meeting Process
- How to review and finalize minutes (within 24-48 hours)
- Approval process and distribution list
- Where and how to store minutes (naming convention, file system)

### 5. Email Distribution Template
Subject line, brief intro, and attachment note to send to all attendees.

Format as a reusable, professional template package.