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Signed meeting minutes template

i'm going to take you through how to make a simple template in word for gathering meeting minutes meeting minutes can be an important part of defining the progress of a project or solution that you're working on capturing a discussion between a group of people and making sure that everyone's agreed on and captured the right information so i'm going to run through how to do that in word on the screen now is just a quick overview of the process that we're going to go through we're going to look at the topic the attendees the action information and then of course afterwards the minutes are distributed so switching over to word the first thing i'm going to do is write down the title of our meeting so we're going to have a space for subject actually i'm going to change all of this font to something different so that we can stand we can have our meeting minutes stand out so i'm going to use ariel okay so subject of our meeting the next is the dates and we tab these across so i'll put the marks on to show you so subject our great meeting the date will be today i'm recording this on the 12th of september then our venue so the my example meeting here was by teleconference because most meetings are by teleconference at the moment fortunately we can't meet in person then we have the list of those presents my name is chris by the way and this channel is called engineered upgrade where i share some of the tools that i've learned over the years as an engineer to help make complex problems simple to help define a solution to communicate that solution and to come up with new ideas so uh my name's chris engineer upgrade uh we're going to say you you're in youtube land you're from let's say youtube and someone else who's from somewhere we don't know uh then we have any apologies uh so apologies are our non-subscribers so if that's you uh please don't be an apology and please hit the subscribe button uh then we have our uh sorry i should explain so uh i like to list out the organization that the attendees are from in brackets next to their names that's what i've done here so when you're in a meeting with people from three or four different companies and you're not sure who said what it might be a good idea to put the name in brackets here one of the if you're not sure how to get the names one method i've seen is to ask everyone to do a sign-in sheet when they come in alternatively i usually do a lot of work in asia where business cards are the norm to hand out a business card for each person and then you have the names recorded from the business card so that's one way to get names alternatively you can always put your hand up and ask please please go through an introduction of who you are let's go around the table and introduce who everyone is and what we're doing here today so that's a few different ways to get the list of attendees apologies uh the people who weren't able to make it today but were supposed to come so that's who goes in the apologies now the next uh thing to do is to set up how to record the minutes themselves so i like to do this in a table that has four four items so we have an item number let's start the full thing we have a uh the item that was discussed the discussion we have the action which party is to action the idea and we have the status which parties to action the discussion so i'll just make this a bit neater discussions should be the longest action party can be smaller and status can be smaller as well let's let's introduce some more parties actually we're going to call this person from abc corp from engineered upgrade and from youtube okay so we've got three parties here and we've got a few non-subscribers who are apologizing for not joining us so in this box we then record our meeting notes let's see number one we talk about the awesomeness of meeting notes there's no action for that because we're just discussing how good they are so there's no let's say it's keeping view so we want to make sure that every meeting we remind ourselves how awesome meeting minutes are then like to record down let's let's put some action items in there so two you said you would ask everyone to subscribe so that's an action on you youtube and status is still open because you haven't asked other people to subscribe yet so once you get around to that we can close this item out now i like to keep a record of meeting minutes like this with actions that can be open until they're closed so we can follow up and make sure that everything was addressed from the meeting i also find it important for the discussion items such as this for example that the phrasing is important so for example i said meeting minutes are awesome but that's not what i recorded here i said awesome meeting notes so that's a bit different now if i was receiving this as a notes meeting minutes to comment on i'd say hey wait a second that's not right we just we said meeting minutes are awesome and this way it's important to make sure that your discussion points that your minutes are recorded properly so that you can record it the way you want them to because this will be the official reflection of what happened in that meeting so uh let's remove that so the key the key point here is that we're building a table in word so i like to put a heading i like to make the headings a bit clearer on the table uh let's pick a good table style and i want the just the top one band just the top one bolded there i also like to have my tables a little differently aligned i like to use this alignment okay now let's put in a few more items item three someone else uh said they would do something that's an action on abc corp that's open and let's say we discussed the items from the last meeting from last meeting so that's the basics of how to take minutes there are typically two things you want to record points that were discussed relevant to your subject matter so in this case it's our great meeting which means that when we discuss meeting minutes awesome that was a point to record so things that might come up as record in the future things that could be used as evidence of the discussion important points to be noted information to be distributed a bit more formally than email and the other item to include is actions so anytime a party has to do something so they're the most important points that discussion points that are related to the subject of the meeting are the subjects that you're discussing and actions that have to be taken so friendly chatter or jokes that someone made that shouldn't need to record them at least not in any meeting i've been in so i come from an engineering consulting background so i've had plenty of consulting meetings where really the only two things we want to record are points relevant to the subject matter and actions that people are taking and those points the subject matter are important for use as evidence later on when you're writing a report uh when you're making a payment claim uh that's they're the points that i like to record in a meeting and in the meeting minutes because this document will be accepted by other people the next item is some sort of schedule for the next meeting so details for the next meeting which we're going to put in let's say the 19th of september at the time actually we should put the time up here as well time is 100 hours 100 hours to 1100 then time [Music] time is 100 whoops to 1100 hours uh venue is tell the conference okay so that that's the next meeting now there is one thing missing i did say this was a controlled document so we do want to add in a header and footer as well to make it look a bit more professional so our header is going to be nice and simple right aligned and we're going to say engineered upgrade meeting minutes and confidential okay and then at the bottom we're going to put in a footer as well to say actually we should probably put in a line at the bottom here okay and then at the bottom we're going to do something similar we're going to put three put a line across and we're going to say insert the page number okay so we insert the page number and we're also going to put in a document number so i did say this is a formal document which means that it should have a document number on it so that people can reference it later on we're going to call it eu00 eum001 so just a reference number because this can form part of a payment claim or part of a submission we make later on so that's all the important points covered for setting up our meeting minutes template in word we've got our title block at the top we've got our document number at the bottom we've got our subject our date time venue present apologies discussion items action status and where the next meeting is so going back to how to take meeting minutes that should align with our process here where we've identified the attendees we've listed out the topic those attendees the actions the information that hap that happened during the meeting those discussion points then we distribute those meeting minutes for comment we update and record and those minutes become part of the project or solution so that's how i take meeting minutes for a project using microsoft word if you're interested in the template please leave a comment below and i'll see what i can do about distributing that template out otherwise please hit subscribe because i'll be putting out more videos like this that aim to make defining complex problems simple brainstorming new ideas defining those solutions and then communicating those solutions to others so meeting minutes are one way that we communicate solutions especially we want to get paid for it so please hit subscribe if you're interested in more ways to make complicated problems simple and communicate those simply hopefully i'll see you in the next video