Meeting Agenda and Minutes Template
v1.6
Purpose. Used for every client meeting, project meeting and internal meeting so that the purpose, discussion, decisions and actions are recorded consistently and actions are tracked.
1.Before the meeting
Circulate the agenda at least one business day before the meeting with the purpose, the items, the person leading each item, the time allowed and any papers. Confirm the room or online link, the attendees and who will take the minutes.
2.Running the meeting
Start on time, confirm the purpose and the agenda, and keep to the time allowed for each item. Make sure every attendee can contribute. Confirm each decision and each action, with an owner and a due date, before moving to the next item.
3.Recording minutes
Record attendees, apologies, the key points of discussion, decisions and actions. Minutes are a record of outcomes, not a transcript. Do not record personal opinions or attribute remarks unless a decision depends on it.
- Attendees and apologies
- Key discussion points
- Decisions
- Actions with owner and due date
- Next meeting
4.After the meeting
Circulate the minutes within two business days. Enter client actions in the client relationship system and project actions in the projects system. File the minutes in the client or project folder.
5.Confidentiality
Minutes of client meetings are client records and must be handled under the Privacy and Information Security Policy. Do not circulate minutes outside the attendees without the meeting chair's approval.