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How to write staff meeting minutes

Updated February 21, 2017

In staff meetings, it is important to document exactly what happened in a meeting for several reasons. First, it creates a formal paper trail when major changes are made. Secondly, meeting minutes provide those who were absent from the meeting with a detailed description of the meeting. Although writing meeting minutes is a common practice in many organisations, you may not know how to write staff meeting minutes if you've never done so previously.

Review a meeting agenda if you have the opportunity before the meeting. This will give you a preview of what topics will be discussed in the meeting.

Title the document, "Minutes from the Staff Meeting of 'Your Organization.' "

Write down the date, time and location of the meeting.

List all attendees of the meeting. If you don't know everyone's name, pass a piece of paper around and have everyone sign in.

Include the names of those who were not in attendance. These staff will need to be filled-in on the events of the meeting.

List items in the order in which they were discussed. Write down what action was taken on the item and who initiated the topic of discussion. Try not to focus on every small detail of a discussion. Instead, focus only on the most important points of a discussion.

Write up the meeting minutes immediately after the meeting so you don't forget any important details.

Fact-check any items for which you are unsure. Ask staff members who were present at the meeting to clarify any cloudy points.

Things You'll Need

  • Laptop computer or paper and pencil
  • Staff meeting agenda (optional)
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About the Author

Art Corvelay is a freelance writer for demand studios who has been writing and editing for five years. He holds a Ph.D. in technical communication and teaches courses in writing and editing at the university level.