How To Write and Automate a Meeting Summary (Template Examples)

Do your team meetings often end without a clear understanding of what was discussed or decided? Many teams face the challenge of unproductive meetings where crucial points are overlooked. The answer to this common problem? A well-prepared meeting summary.

In this article, we’ll guide you through crafting effective meeting summaries that capture all the essential details of your discussions and decisions.

What is a Meeting Summary?

A meeting summary is a document that concisely captures the critical points of a meeting. It highlights the most important discussions, decisions, and action items. Its primary purpose is to ensure everyone is on the same page and clear on what needs to be done next.

Key Components of a Meeting Summary

• Discussions: Summarize the main topics and ideas discussed during the meeting.
• Decisions: Note down any decisions made, including the rationale behind them.
• Action Items: List all assigned tasks, responsible persons, and deadlines.

Differences Between Meeting Summaries and Meeting Minutes

While both documents serve to document a meeting, meeting summaries are more concise and focused on the essentials, whereas meeting minutes are detailed and comprehensive records. Meeting summaries provide a quick reference for team members to stay on track with ongoing projects and responsibilities.

Importance of Meeting Summaries for Team Productivity

An effective meeting summary improves team productivity through the following:

• Providing a clear and concise record of everything discussed and decided.
• Ensuring all team members understand their responsibilities and deadlines.
• Helping to avoid misunderstandings and miscommunications.
• Keeping everyone aligned and focused on goals.

By consistently using meeting summaries, your team can achieve greater clarity, accountability, and efficiency in every project.

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Preparing for Writing a Meeting Summary

Here’s how you can prepare to write a good meeting summary:

Gather Relevant Materials and Past Summaries

Before the meeting, collect all necessary documents, such as previous meeting summaries, reports, and any other materials relevant to the discussion. This step helps you stay informed about ongoing projects and ensure continuity in your documentation.

Review the Meeting Agenda and Objectives

Understand the meeting agenda and goals. This step will give you a clear idea of what to focus on during the discussion. Knowing the meeting objectives helps you identify the most important points to include in your summary.

Importance of Having a Designated Note-Taker

Assigning a dedicated note-taker ensures someone is responsible for capturing the meeting’s details. This person should be attentive, organized, and familiar with the discussion topics.

Pro Tips for Using AI Tools to Prepare

AI tools make your preparation more efficient:

• Use AI-driven scheduling tools to organize and share the meeting agenda.
• Employ transcription software to record and transcribe the entire meeting.
• Use AI-based summarization tools to help draft the initial version of your meeting summary.

By following these steps, you’ll be well-prepared to create an accurate, comprehensive, and valuable meeting summary for your team.

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How to Take Detailed Notes During a Meeting

Here’s how to write detailed meeting notes during a meeting:

Importance of Capturing Essential Points Accurately

Accurate note-taking is vital for producing the perfect meeting summary. Focus on the key points, decisions, and action items. This step ensures the entire team is on the same page and knows their responsibilities.

Techniques for Effective Note-Taking

• Active Listening: Pay close attention to what’s being said, and avoid distractions.
• Summarize: Instead of writing down everything verbatim, summarize the main ideas.
• Organize: Structure your meeting notes using bullet points, headings, and subheadings.
• Highlight Key Points: Use symbols or color-coding to mark important decisions and tasks.

Highlighting Key Decisions and Action Items

Clearly note all decisions made during the meeting and the rationale behind them. Ensure that action items are highlighted, specifying who is responsible for each task and the deadlines.

Recording Meetings for High-Quality Transcripts

Consider recording your meetings, with everyone’s consent, to ensure you don’t miss any details. Using transcription tools to convert these recordings into text can be a valuable reference when writing your summary.

By applying these techniques, you’ll be able to take detailed and organized notes that will make creating meeting summaries much easier and more effective.

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How to Organize and Structure Your Meeting Summary

Here’s how to make sure your summary is easy to read and comprehensive:

Highlight Key Decisions and Tasks Assigned

• Document all important decisions made during the meeting. Clearly outline each decision, ensuring you include any background information or rationale that led to it. List all tasks assigned during the meeting, specifying what needs to be done, who is responsible, and any deadlines.
• Assign each task mentioned in the meeting to a specific person and set a clear deadline. This assignment system helps track progress and ensure accountability within the team.

Add a Reminder of the Next Meeting Date

• Always include the date and time of the next meeting in your summary. This information helps team members plan and prepare for the upcoming meeting.
• Distribute the meeting summary as soon as possible after the meeting ends. Prompt sharing ensures the information is fresh and actionable, helping the team stay aligned and focused on their tasks.

By following this structure, your meeting summaries will keep your team informed and on track.

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Top 10 Meeting Summary Templates

Templates simplify the process of writing meeting summaries. Here are ten templates you can use for your meetings to ensure consistency.

Template 1: Basic Meeting Summary

This template is for general use in any type of meeting. It helps you capture the essential elements, including the date, time, meeting participants, agenda items, key discussions, decisions, and action items. The template also includes a section to note the upcoming meeting date, ensuring your team stays organized and informed.

Template:

Title: Basic Meeting Summary

Date: [Insert Date]

Time: [Insert Time]

Attendees: [List Names]

Agenda:

1. [Agenda Item 1]
2. [Agenda Item 2]
3. [Agenda Item 3]

Summary:

• Discussions: Summarize the key points discussed.
• Decisions: Outline any decisions made.
• Action Items: List all tasks assigned, with responsible persons and deadlines.

Next Meeting: [Insert Date and Time]

Download the Basic Meeting Summary Template on Google Docs.

Download the Basic Meeting Summary Template as .docx (Word file).

Template 2: Project Meeting Summary

This template is for project-focused meetings. It helps you document project updates, issues discussed, decisions made, and action items assigned. By capturing these key elements, the template keeps your team aligned and informed about the project's progress and next steps.

Template:

Title: Project Meeting Summary

Date: [Insert Date]

Time: [Insert Time]

Attendees: [List Names]

Project Name: [Insert Project Name]

Agenda:

1. [Agenda Item 1]
2. [Agenda Item 2]
3. [Agenda Item 3]

Summary:

• Project Updates: Summarize the progress and updates.
• Issues Discussed: Note any problems or challenges discussed.
• Decisions: Record decisions made regarding the project.
• Action Items: List tasks assigned, with responsible persons and deadlines.

Next Meeting: [Insert Date and Time]

Download the Project Meeting Summary Template on Google Docs.

Download the Project Meeting Summary Template as .docx (Word file).

Template 3: Team Meeting Summary

This template is for regular team meetings. It helps you capture key updates, important discussions, decisions, and action items. This template ensures your team stays informed and aligned with ongoing projects and goals.

Template:

Title: Team Meeting Summary

Date: [Insert Date]

Time: [Insert Time]

Attendees: [List Names]

Team: [Insert Team Name]

Agenda:

1. [Agenda Item 1]
2. [Agenda Item 2]
3. [Agenda Item 3]

Summary:

• Team Updates: Highlight major updates and announcements.
• Key Discussions: Summarize important discussions.
• Decisions: Document any decisions made.
• Action Items: List tasks assigned, with responsible persons and deadlines.

Next Meeting: [Insert Date and Time]

Download the Team Meeting Summary Template on Google Docs.

Download the Team Meeting Summary Template as .docx (Word file).

Template 4: Client Meeting Summary

This template is for meetings with clients. It helps document the discussion points, client feedback, decisions made, and next steps. Using this template ensures that your team and the client have a clear record of the meeting and understand the agreed-upon actions.

Template:

Title: Client Meeting Summary

Date: [Insert Date]

Time: [Insert Time]

Attendees: [List Names]

Client: [Insert Client Name]

Agenda:

1. [Agenda Item 1]
2. [Agenda Item 2]
3. [Agenda Item 3]

Summary:

• Discussion Points: Summarize the main topics and feedback from the client.
• Decisions: Outline any decisions made during the meeting.
• Action Items: List tasks assigned, with responsible persons and deadlines.
• Next Steps: Detail the next steps to be taken and any follow-up required.

Next Meeting: [Insert Date and Time]

Download the Client Meeting Summary Template on Google Docs.

Download the Client Meeting Summary Template as .docx (Word file).

Template 5: Board Meeting Summary

This template is for board meetings, where high-level discussions and strategic decisions occur. It documents key takeaways, decisions, and action items.

Template:

Title: Board Meeting Summary

Date: [Insert Date]

Time: [Insert Time]

Attendees: [List Names]

Agenda:

1. [Agenda Item 1]
2. [Agenda Item 2]
3. [Agenda Item 3]

Summary:

• Discussions: Summarize the main topics and strategic discussions.
• Decisions: Document the key decisions made by the board.
• Action Items: List tasks assigned, with responsible persons and deadlines.
• Financial Updates: Include any financial reports or updates discussed.

Next Meeting: [Insert Date and Time]

Download the Board Meeting Summary Template on Google Docs.

Download the Board Meeting Summary Template as .docx (Word file).

Template 6: Sales Meeting Summary

This template is for sales meetings, and focuses on tracking sales performance, discussing strategies, and assigning action items. It helps you capture discussions and decisions that drive sales activities.

Template:

Title: Sales Meeting Summary

Date: [Insert Date]

Time: [Insert Time]

Attendees: [List Names]

Agenda:

1. [Agenda Item 1]
2. [Agenda Item 2]
3. [Agenda Item 3]

Summary:

• Sales Performance: Summarize recent sales performance and key metrics.
• Strategies Discussed: Outline strategies discussed to improve sales.
• Client Feedback: Note any significant client feedback or market trends.
• Decisions: Document any decisions made regarding sales tactics or goals.
• Action Items: List tasks assigned, with responsible persons and deadlines.

Next Meeting: [Insert Date and Time]

Download the Sales Meeting Summary Template on Google Docs.

Download the Sales Meeting Summary Template as .docx (Word file).

Template 7: Marketing Meeting Summary

This template is ideal for marketing meetings. It helps you document campaign updates, strategy discussions, and action items. It ensures that your marketing team stays aligned and focused on achieving their goals.

Template:

Title: Marketing Meeting Summary

Date: [Insert Date]

Time: [Insert Time]

Attendees: [List Names]

Agenda:

1. [Agenda Item 1]
2. [Agenda Item 2]
3. [Agenda Item 3]

Summary:

• Campaign Updates: Summarize the status and performance of ongoing marketing campaigns.
• Strategy Discussions: Highlight key points from strategy discussions and brainstorming sessions.
• Market Trends: Note any significant market trends or insights discussed.
• Decisions: Record decisions made regarding marketing tactics and plans.
• Action Items: List tasks assigned, with responsible persons and deadlines.

Next Meeting: [Insert Date and Time]

Download the Marketing Meeting Summary Template on Google Docs.

Download the Marketing Meeting Summary Template as .docx (Word file).

Template 8: Product Development Meeting Summary

This template is tailored for product development meetings. It focuses on tracking progress, discussing new ideas, and planning the next steps. It helps ensure all team members are aligned on product goals and tasks.

Template:

Title: Product Development Meeting Summary

Date: [Insert Date]

Time: [Insert Time]

Attendees: [List Names]

Product: [Insert Product Name]

Agenda:

1. [Agenda Item 1]
2. [Agenda Item 2]
3. [Agenda Item 3]

Summary:

• Progress Updates: Summarize the current status and milestones achieved.
• New Ideas: Document new ideas or features discussed.
• Challenges: Note any challenges or obstacles mentioned.
• Decisions: Record decisions made regarding product development.
• Action Items: List tasks assigned, with responsible persons and deadlines.

Next Meeting: [Insert Date and Time]

Download the Product Development Meeting Summary Template on Google Docs.

Download the Product Development Meeting Summary Template as .docx (Word file).

Template 9: Training Session Summary

This template is for documenting training sessions, capturing key learning points, participant feedback, and action items. It ensures that all relevant information from the training is recorded and accessible for future reference.

Template:

Title: Training Session Summary

Date: [Insert Date]

Time: [Insert Time]

Attendees: [List Names]

Trainer: [Insert Trainer Name]

Agenda:

1. [Agenda Item 1]
2. [Agenda Item 2]
3. [Agenda Item 3]

Summary:

• Key Learning Points: Summarize the main topics and skills covered in the training.
• Participant Feedback: Note any significant feedback from participants.
• Decisions: Document any decisions made regarding future training or follow-up activities.
• Action Items: List tasks or follow-up actions assigned, with responsible persons and deadlines.

Next Training Session: [Insert Date and Time]

Download the Training Session Summary Template on Google Docs.

Download the Training Session Summary Template as .docx (Word file).

Template 10: Brainstorming Session Summary

This template captures the outcomes of brainstorming sessions, documenting creative ideas, decisions, and next steps. It helps ensure that the energy and insights from brainstorming sessions are effectively harnessed and acted upon.

Template:

Title: Brainstorming Session Summary

Date: [Insert Date]

Time: [Insert Time]

Attendees: [List Names]

Facilitator: [Insert Facilitator Name]

Agenda:

1. [Agenda Item 1]
2. [Agenda Item 2]
3. [Agenda Item 3]

Summary:

• Ideas Generated: List and briefly describe the ideas generated during the session.
• Prioritized Ideas: Highlight the ideas that were prioritized for further exploration.
• Decisions: Document any decisions made regarding the implementation of ideas.
• Action Items: List tasks assigned, with responsible persons and deadlines.

Next Session: [Insert Date and Time]

Download the Brainstorming Session Summary Template on Google Docs.

Download the Brainstorming Session Summary Template as .docx (Word file).

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How Tactiq Can Create Meeting Summaries with AI

Meeting summaries are vital for maintaining team productivity and clarity, but manually creating them can be time-consuming. That's where AI tools like Tactiq come in. With Tactiq, you can use AI to automatically generate detailed and accurate meeting summaries.

How Tactiq Works

• Transcription: Tactiq uses advanced transcription technology to record and transcribe your meetings on Zoom, Google Meet, and MS Teams in real-time. This transcription ensures that all discussions are captured accurately without missing any important points.
• Key Points Extraction: The AI identifies and highlights all the key takeaways from the meeting, including discussions, decisions, and action items. This feature helps pinpoint the most critical elements of the meeting quickly.
• Summary Generation: Tactiq automatically generates a concise summary, structured around the key components such as discussions, decisions, and action items. This summary can be customized based on your specific needs and preferences.
• Integration with Tools: Tactiq integrates with popular productivity tools like Google Docs, Slack, and Microsoft Teams, making it easy to share and distribute meeting summaries with your team.
• Get Tailored Meeting Insights with Custom AI Prompts: Ask Tactiq AI any questions about your meeting to get deeper insights. Save your prompts and build a personalized AI library tailored to your job and role. Here are some sample AI prompts you can use during meetings:
• Key Points Highlight Prompt: "Highlight the key decisions made during the budget discussion."
• Action Items Summary Prompt: "Summarize all action items with assigned responsibilities and deadlines."
• End of Meeting Summary Prompt: "Generate a summary of today's client meeting, including feedback and next steps."
• Custom Template Application Prompt: "Use the sales meeting template to summarize the sales strategy session."

Download the free Tactiq Chrome Extension today.