Standard Minutes of Meeting (SMOM) are essential documents that record the proceedings of a meeting. They serve as official records, providing a reference point for future actions and decisions. When creating a SMOM template for WordPress, it’s crucial to adhere to specific design elements and formatting conventions to ensure professionalism and clarity.
Essential Sections
Meeting Minutes Templates for Every Type of Meeting You’ll Ever Have
1. Meeting Details: This section should include:
Meeting Title: A concise and descriptive title that accurately reflects the purpose of the meeting.
Date and Time: The exact date and time the meeting was held.
Location: The physical or virtual location of the meeting.
Attendees: A list of individuals who attended the meeting, including their names and affiliations.
Apologies: A list of individuals who were unable to attend but were represented or apologized for their absence.
2. Agenda Items: This section should outline the topics discussed during the meeting, following the order they were addressed. Each agenda item should be numbered and clearly stated.
3. Discussions and Decisions: This is the core of the SMOM, where the discussions and decisions made during the meeting are recorded. For each agenda item, summarize the key points discussed, any decisions reached, and any action items assigned to specific individuals or groups. Use concise and objective language, avoiding unnecessary jargon or technical terms.
4. Next Steps: This section should outline any follow-up actions or tasks that need to be completed before the next meeting. Clearly state who is responsible for each task and the expected deadline.
5. Date of Next Meeting: If applicable, include the date and time of the next scheduled meeting.
To create a professional and visually appealing SMOM template, consider the following design elements:
Font: Choose a legible and professional font that is easy to read, such as Times New Roman, Arial, or Calibri. Avoid using decorative or overly ornate fonts that can be difficult to read or appear unprofessional.
Font Size: Use a consistent font size throughout the template, typically between 10 and 12 points. This will ensure that the text is easy to read and the document looks balanced.
Line Spacing: Use single-line spacing to conserve space and improve readability. However, consider adding a small amount of space between paragraphs to enhance visual clarity.
Margins: Use standard margins (e.g., 1 inch on all sides) to create a balanced and professional appearance.
Headers and Footers: Use headers and footers to include essential information, such as the meeting title, date, and page numbers. This helps with organization and navigation.
Section Headings: Use clear and concise section headings to divide the SMOM into distinct sections. Consider using bold or underlined text to make them stand out.
Bullet Points: Use bullet points to list agenda items, attendees, and action items. This improves readability and helps organize information.
Numbering: Use numbering to indicate agenda items and any sequential points within discussions.
Alignment: Align the text to the left to create a consistent and professional look. Avoid centering or right-aligning text, as it can be difficult to read and may appear unprofessional.
Formatting Tips
Consistency: Ensure consistency throughout the template in terms of font, font size, line spacing, margins, and formatting conventions. This creates a professional and polished appearance.
Clarity: Use clear and concise language, avoiding unnecessary jargon or technical terms. Break down complex ideas into smaller, more digestible points.
Objectivity: Record the proceedings objectively, without expressing personal opinions or biases.
Accuracy: Ensure that the information recorded in the SMOM is accurate and complete. Verify the accuracy of facts and figures before including them in the document.
Legibility: Use a font size and line spacing that is easy to read, even for individuals with visual impairments.
Accessibility: Consider making the SMOM accessible to individuals with disabilities by following accessibility guidelines. For example, use appropriate headings, alt text for images, and sufficient contrast between text and background.
By following these guidelines, you can create a professional and informative Standard Minutes of Meeting template that effectively captures the proceedings of your meetings and serves as a valuable reference document.