Meeting Documentation Checklist

Create effective meeting documentation that captures important decisions and action items. Use this checklist to ensure your meetings are productive and well-documented.
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1. Prepare meeting agenda in advance

Create and share agenda before the meeting

2. Identify key participants and their roles

Know who should attend and why

3. Set clear meeting objectives

Define what the meeting should accomplish

4. Choose appropriate meeting format

Decide on in-person, virtual, or hybrid

5. Prepare necessary materials and tools

Gather all resources needed for the meeting

6. Document meeting minutes in real-time

Capture key points as they happen

7. Record action items and owners

Track who is responsible for what

8. Include decisions and rationale

Document what was decided and why

9. Add follow-up items and deadlines

Track what needs to happen next

10. Distribute minutes promptly

Share documentation quickly after the meeting

11. Archive meeting materials

Store documents for future reference

12. Schedule follow-up meetings if needed

Plan for ongoing discussions
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