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Well-crafted email minutes of meeting are an essential tool for effective team collaboration. They provide a concise summary of discussions, decisions, and action items, ensuring that all participants have a clear understanding of what was accomplished and what needs to be done next. This sample serves as a guide for drafting professional and informative email minutes, including sections for topic, attendees, key discussion points, action items, and follow-up.
Structure for Effective Email Minutes of Meeting
To craft effective email minutes of meetings, consider organizing them into the following sections:
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1. Header
- Meeting Name and Date
- Attendees
- Attendees Absent
2. Agenda
- List of topics discussed
3. Notes
Summarize key discussion points and decisions for each agenda item.
4. Action Items
| Action Item | Assigned To | Deadline |
|---|---|---|
| Prepare meeting minutes | Jane Doe | March 5, 2023 |
| Follow up with client | John Smith | March 10, 2023 |
5. Next Steps and Future Meetings
- Outline any follow-up actions or future meeting plans
6. Attachments
- List any relevant attachments (e.g., presentations, documents)
7. Footer
- Prepared by:
- Date:
- Disclaimer (optional): Report may be subject to revision after review by attendees
7 Sample Email Minutes of Meeting
Hiring Committee Meeting
Date: March 15, 2023
Time: 10:00 AM – 12:00 PM
Attendees:
- HR Manager
- Hiring Manager
- Two Team Leads
Agenda:
- Review candidate applications
- Schedule interviews
- Discuss interview questions
Minutes:
10:00 AM – 10:30 AM: Review Candidate Applications
- Reviewed over 50 applications and shortlisted 10 candidates.
10:30 AM – 11:00 AM: Schedule Interviews
- Scheduled interviews with 5 candidates for the following week.
11:00 AM – 12:00 PM: Discuss Interview Questions
- Developed a set of interview questions to assess candidates’ skills, experience, and cultural fit.
Performance Review Meeting
Date: February 28, 2023
Time: 2:00 PM – 3:30 PM
Attendees:
- Employee
- Manager
Agenda:
- Review employee’s performance over the past six months
- Set goals for the next six months
- Provide feedback
Minutes:
2:00 PM – 2:30 PM: Review Performance
- Discussed employee’s strong performance in areas such as customer service and project management.
- Identified areas for improvement in communication and time management.
2:30 PM – 3:00 PM: Set Goals
- Set specific, measurable, achievable, relevant, and time-bound goals for the next six months.
3:00 PM – 3:30 PM: Provide Feedback
- Manager provided positive feedback and suggestions for improvement in a constructive manner.
- Employee expressed appreciation for the feedback and committed to working on areas for improvement.
Team Planning Meeting
Date: April 1, 2023
Time: 9:00 AM – 11:00 AM
Attendees:
- Team Leader
- Team Members
Agenda:
- Review project plan
- Assign tasks
- Discuss challenges
Minutes:
9:00 AM – 9:30 AM: Review Project Plan
- Reviewed the project plan and identified potential roadblocks.
9:30 AM – 10:00 AM: Assign Tasks
- Assigned specific tasks to each team member based on their skills and availability.
10:00 AM – 11:00 AM: Discuss Challenges
- Discussed potential challenges and developed strategies to overcome them.
Customer Feedback Meeting
Date: May 12, 2023
Time: 1:00 PM – 2:30 PM
Attendees:
- Marketing Manager
- Customer Service Manager
- Product Manager
Agenda:
- Review customer feedback
- Identify trends
- Plan for improvements
Minutes:
1:00 PM – 1:30 PM: Review Customer Feedback
- Analyzed customer feedback from surveys, reviews, and social media.
1:30 PM – 2:00 PM: Identify Trends
- Identified common themes and trends in customer feedback.
2:00 PM – 2:30 PM: Plan for Improvements
- Developed an action plan to address customer concerns and improve product offerings and services.
Budget Meeting
Date: June 15, 2023
Time: 10:00 AM – 12:00 PM
Attendees:
- CFO
- Department Heads
Agenda:
- Review budget proposals
- Discuss spending plans
- Approve budget
Minutes:
10:00 AM – 11:00 AM: Review Budget Proposals
- Reviewed budget proposals from all departments.
11:00 AM – 11:30 AM: Discuss Spending Plans
- Discussed the reasons for proposed spending and identified areas for savings.
11:30 AM – 12:00 PM: Approve Budget
- Approved the budget after considering all proposals and discussions.
Safety Committee Meeting
Date: July 20, 2023
Time: 8:00 AM – 9:30 AM
Attendees:
- HR Manager
- Safety Officer
- Employee Representatives
Agenda:
- Review safety incidents
- Discuss safety initiatives
- Plan for safety training
Minutes:
8:00 AM – 8:30 AM: Review Safety Incidents
- Reviewed recent safety incidents and identified trends.
8:30 AM – 9:00 AM: Discuss Safety Initiatives
- Discussed the effectiveness of current safety initiatives and proposed new initiatives.
9:00 AM – 9:30 AM: Plan for Safety Training
- Planned a comprehensive safety training program for all employees.
Project Status Update Meeting
Date: August 25, 2023
Time: 1:00 PM – 2:30 PM
Attendees:
- Project Manager
- Team Members
- Stakeholders
Agenda:
- Review project progress
- Discuss challenges
- Set milestones
Minutes:
1:00 PM – 1:30 PM: Review Project Progress
- Reviewed the progress of each project milestone.
1:30 PM – 2:00 PM: Discuss Challenges
- Identified and discussed potential challenges and developed solutions.
2:00 PM – 2:30 PM: Set Milestones
- Set new milestones and timelines to ensure project completion within schedule.
What Structure and Format are Commonly Used in Meeting Minutes?
Meeting minutes are a record of what was discussed and agreed upon during a meeting. They are typically written in a clear and concise style, and include the following information:
- The date, time, and location of the meeting
- The names of the attendees
- The agenda items that were discussed
- The decisions that were made
- The action items that were assigned
The structure of meeting minutes can vary depending on the organization and the type of meeting. However, there are some common formats that are used:
- Formal minutes: These minutes are typically used for meetings that are of a high level of importance. They include a detailed record of everything that was discussed, and are often signed by the meeting chair and secretary.
- Informal minutes: These minutes are typically used for meetings that are of a less formal nature. They include a summary of the main points that were discussed, and are often not signed.
- Action minutes: These minutes focus on the action items that were assigned during the meeting. They include a list of the action items, the person responsible for completing them, and the deadline for completion.
How to Write Clear and Concise Meeting Minutes?
Meeting minutes should be written in a clear and concise style. Here are some tips for writing clear and concise meeting minutes:
- Use active voice.
- Use specific and concrete language.
- Avoid jargon and technical terms.
- Keep sentences short and to the point.
- Use headings and subheadings to organize the information.
What Should be Included in Email Minutes of Meeting?
Email minutes of meeting should include the following information:
- The date, time, and location of the meeting
- The names of the attendees
- The agenda items that were discussed
- The decisions that were made
- The action items that were assigned
- Any other relevant information that was discussed
Whew! That was a mouthful on email minutes of meeting samples. Hopefully, this article has given you a helping hand in organizing those crucial meeting notes. If you’ve found it useful, be sure to bookmark it for future reference. And be sure to circle back later for more office-related tips and tricks that’ll make your work life a breeze. Thanks for stopping by!