By On Aug 13, 2019 Free Templates
Everyone should be taking notes during the meeting (or at least recording pertinent information that applies to him/her). If there is a dedicated notetaker or secretary in charge of the minutes, this person should be taking detailed notes of everything discussed during the meeting. These notes will serve as a reference in case any questions arise after the meeting. Dont forget that there are many different types of meeting structures. Some startups and companies employ a daily stand-up meeting (also known as a daily scrum) where the whole team meets every day for a quick status update. These meetings require standing up to ensure that the meeting is short. Remember, this document is flexible and can adapt to your needs. You are not bound to the templates current structure. Continue to tweak and optimize your meeting structures and agenda template until you find the right fit by rearranging or adding elements. Whatever your use case, just make sure its organized, easy-to-follow, and keeps you on track!
According to a study conducted by Verizon Business, meetings are the #1 time waster in the workplace. They are often unorganized, have no purpose and go off-topic. Its also no mistake that most of these meetings are missing a clear meeting agenda. Meeting objectives give adults a reason to meet. If there is no clear objective, there is no point in the meeting. This objective should outline exactly why you are holding a meeting and what you hope to accomplish as a result. Follow a process, whether its sent through email or printed and distributed, make sure everyone on your team knows what to expect. Sending it in advanced ensures that attendees have ample time to prepare or read through any notes they will need before the meeting and raises flags if the objective does not match their expectations.
Use this space to review what was discussed in previous meetings. This will give everyone context to the current meeting and a better sense of whats to come. Are there any important action items or notes from the previous meeting that need particular attention? Whats the status of each of these items? Still pending? Needs review? Completed? Identify whats needed to close any open items. After reviewing old business, go over new business topics. What new items need to be discussed? Team members should be able to contribute updates to their individual projects and action items. Keep things organized by dividing major discussion topics by subtopics. This space will help you organize the projects that need to be reviewed, started, or finished. Reviewing action items will ensure that everyone in your team is on the same page. In addition, defining who is responsible for carrying out each action item will keep everyone accountable for completing the task. What future items should everyone make note of? List out any additional discussion points that were not addressed in this meeting and new ones that should be discussed after action items are completed.
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