Meeting Minutes

Do you like well-prepared meetings?
Do participants want to know in advance what to expect?
Should everyone be able to easily look up afterwards what was discussed?

Then try the following method:

1. Create the meeting minutes with the agenda items in advance
2. Link the minutes in the meeting invitation
3. Share the minutes during the meeting

Create meeting minutes

These are the minimum contents of meeting minutes:

• Date and title
• Participants
• Agenda items

03.12.2025 Architecture Decision
Participants
- Albert (Project Manager)
- Jimmy (Subject Matter Expert)
- Rosa (Architect)

Agenda
- Review the current situation
- Present options
- Present the recommended option
- Make a decision

Meetingprotokoll in Besprechungsanfrage verlinken

Invitation:
Meeting “Architecture Decision”
From: @Albert
To: @Jimmy, @Rosa
-------------------------------
Hello everyone,

I am sending you the invitation to the meeting.
Here are the minutes in advance:
https://company.com/wiki/meetings/2025-03-12_architecture_decision

Kind regards, Albert

Share the minutes during the meeting

The minute-taker shares the minutes during the meeting.

This way, participants can always see what is being discussed and what comes next. They can also see what has already been recorded and give immediate feedback if they have objections.

With this approach, the minutes can be finalized at the end of the meeting and do not require any further review.

03/12/2025 Architecture Decision
Participants
- Albert (Project Manager)
- Jimmy (Subject Matter Expert)
- Rosa (Architect)

Agenda
- Review the current situation
  - The current situation is ...
- Present options
  - Option A
  - ...
- Present the recommended option
  - ...
- Make a decision
  - ...

Minutes available afterward

Since all participants received the link to the minutes in the invitation, they can later review what was discussed.

03/12/2025 Architecture Decision
Participants
- Albert (Project Manager)
- Jimmy (Subject Matter Expert)
- Rosa (Architect)

Agenda
- Review the current situation
  - The current situation is [...]
- Present options
  - Option A
  - Option B
  - Option C
- Present the recommended option
  - It is recommended to implement Option B
- Make a decision
  - It was decided to implement Option B

Conclusion: The advantages of this method

Advantage	Description
Good structure	The meeting organizer is forced to think in advance about the purpose of the meeting. As a result, the meeting is well structured.
Good preparation	Participants can prepare and may even provide feedback on the agenda items in advance.
Efficiency	The meeting is conducted efficiently.
Reviewed minutes	By sharing the minutes during the meeting, they are created live and reviewed by the participants. This allows them to be finalized immediately after the meeting.
Traceability	Minutes can be reviewed at any time afterward.