Meeting Minutes: A Visual Format for Easy Preparation and Sharing


Meeting report

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Your meetings are key moments for your organization's efficiency and for your decision-making. As a result, the minutes you share with participants at the end of the meeting must also be complete and precise about the objectives to be achieved, the actions planned, and everyone's role in this planning.

To help you save time at this stage, both in preparing and distributing your meeting minutes, this Meeting Report Memo template from Klaxoon offers a ready-to-use structure. All you have to do is adapt it to your own context, and you have an effective communication tool that increases the dynamism and efficiency of your team.

Meeting Minutes: Still An Essential Decision-Making Tool

In a context where meetings are multiplying, particularly hybrid meetings, the minutes' stage can sometimes be neglected. Lacking time or deprioritizing, it can be tempting to summarize your minutes in a few lines, selectively mentioning a few of the subjects you remember.

However, this step is fundamental to the consistency of your exchanges on any project. At the end of a meeting, the minutes enable you to ensure that everyone has the same level of information to move forward and that the actions taken do not deviate from the objectives set.

A person consulting the Meeting Report Memo template on their smartphone. | Klaxoon
Each meeting is made up of several key stages, which it is important to include in the structure of your minutes.

It is a real point of reference, ensuring the continuity of your discussions and helping to prevent misunderstandings or oversights that can arise after complex or information-laden meetings. That is why it is so important to prepare each and every one of your minutes properly!

Let's not forget that this medium ensures transparency in your decision-making. It provides clear visibility of assigned responsibilities, enabling better assessment of performance and task progress. Itis also an effective way of sharing tangible ROI with stakeholders, showing them their progress over time towards set objectives.

Why Use This Memo Template for Your Meeting Minutes?

With this Memo template, you can quickly and easily create effective meeting minutes. Based on visual management, it offers a ready-to-use structure that you can duplicate for any meeting:

  • Clarity and Structure: this template is pre-designed to guide the user through the different stages of a meeting report, such as the context of the meeting, the decisions taken, and the actions to be taken. In this way, nothing important is forgotten, and the final document provides a comprehensive yet concise overview.
  • Time-Saving: thanks to its predefined structure, this Memo speeds up the preparation of your minutes. All you have to do is fill it in with your own information, adapting the context where necessary.
  • Engagement and Accountability: this template facilitates the assignment of tasks and responsibilities, making each participant more committed to implementing decisions.
  • Accessibility and Sharing: like all Klaxoon activities, this Meeting Report template is designed to be easily accessible and shareable with all participants, anytime and from anywhere, reinforcing the efficiency and transparency of your collaboration.

How to Use This Meeting Report Template with Klaxoon?

Using the Meeting Report Memo template on the Klaxoon collaborative platform is simple and intuitive. Here are the steps you need to follow to integrate this reference template into your day-to-day meeting organization:

  1. Meeting Preparation: Before your meeting, prepare the template by customizing the sections according to the specific needs of your team or project.
  2. Real-Time Documentation: During the meeting, fill in the template as you go along to save time in reporting. This includes entering the context, key points discussed, decisions made and actions to be taken.
  3. Review and Finalize: At the end of the meeting, review the minutes with all participants to ensure that all information is correct and complete. Make any necessary adjustments.
  4. Share and Follow-Up: Share the finalized minutes with all participants, and other relevant stakeholders if any. Use Klaxoon to track your progress on agreed actions, and keep everyone informed of progress.

By integrating this template into your meetings, you optimize communication and project management within your organization, ensuring that every meeting is productive and that all important decisions are followed up and implemented efficiently.

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