An informal meeting, as the name suggests, has much less strict structure than a formal meeting. Though they have a more informal format, such sessions are quite common in business and should be managed professionally. It is important that key discussions and assignments of responsibilities are properly recorded, even in informal meetings, to ensure that each person is on the same page. And the minutes for such meetings can be useful for absentees to refer to later on.
At WordLayouts, we understand the seriousness of business documentation at each level and have developed a meeting minutes template for recording the proceedings of your informal meetings. This template is a structured document, and you can save time by quickly summarizing the discussions in the predefined fields of this template.
The template begins with spaces for adding basic details of your meeting, like date, time and venue. Next, you can write the meeting attendees name and their roles in the Meeting Attendees section. The next section of the template is titled Announcements. If there are any updates from participants or any new policies, upcoming events, achievements, or changes in roles or responsibilities, then these should be written here. Clearly write the names and pertinent dates for any announcement in a numbered list.
As informal meetings are more loosely structured, the minutes template features a dedicated section titled Roundtable to capture the key points of any brainstorming session. The discussions are more in free form and do not have dedicated timeslots usually. These could be related to gathering feedback or comments from the participants, suggestions for improvements on a new product, design or project, or any topic that the participants might bring up. Give a brief synopsis of the topics discussed during the session, and then, next to the summary of each person’s viewpoint, include their names.
In the Discussion section, you can write the collective discussions taken on each item by the meeting participants. This is usually the central part of most meetings and would take up most time. Clearly write the discussion point and the conclusion reached by the participant.
Any suggestions that call for action should be noted explicitly, along with the person in charge and, if relevant, the date. If the group has decided to follow up on their discussion and announce a next meeting date, then write that down in the section title Next Meeting. You can also write the next meeting’s time and location.
Once you have filled out the template, revise your notes once for any mistakes or ambiguity and share with the participants.
Key Highlights of The Informal Meeting Minutes Template
- Multiple Formats Available: The template is available in various formats, including DOCX, Google Docs, and ODT, and can be integrated with any platform.
- Expandable Sections: The informal structure of these meetings implies that there is no fixed time slot for the discussion or presentations. This template can easily accommodate detailed discussions with its expandable sections. This means that sections will automatically grow to accommodate additional details and retain their predefined sections for consistency.
- Fully Customizable: The template is fully customizable. You can add or remove a specific section according to the requirements of your meeting. Additionally, you can change fonts, colors, and other design elements to match your organization’s branding.
- Specific Structure for Informal Meetings: The template is designed to help you take notes in informal gatherings. A dedicated section for brainstorming and open discussions is provided here for easily noting down all details.
Informal meetings are as important in corporate settings as formal ones. What makes a professional meeting informal is that it does not follow a set agenda and a structured format. These meetings are more like brainstorming sessions and follow a free-from discussion. Some common examples of such meetings are training sessions, post-formal meeting discussions, problem-solving sessions, discussions on any new changes in the organization, etc.
Since such meetings are so loosely organized, it can be difficult for you as a note-taker to organize your notes for recording the discussion. This template provides a structured format for you to neatly organize all key items presented during the meeting and prepare professional minutes. Furthermore, depending on your preferences, you can use this template online or in print.
Just because the meeting is more casually organized does not mean that the discussions are not worthwhile to be documented. Capture all information accurately and keep everyone informed by recording the minutes of your next meeting with this template.
