Quick answer
Use four sections: purpose, decisions, action items and open questions. For each action, name an owner and a date. Attach the checked transcript only when readers need the detail behind the summary.
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The template
Meeting: topic, date, participants
Purpose: why the group met
Decisions: what was agreed, with conditions
Actions: task → owner → deadline
Open questions: unresolved issue → person to follow up
Source: recording or reviewed transcript
How to fill it from a recording
Generate a transcript from the meeting file. Ask what changed because the meeting happened. Put that in decisions. Put work someone accepted in actions. Put unapproved suggestions and missing information in open questions. If the transcript confuses two speakers, correct attribution before assigning responsibility.
Keep the wording precise
“Marketing will handle it” may be too vague. “Sam will send the draft to the marketing team on Thursday” is actionable if that is what was actually agreed. Confirm dates and numbers against the audio, and invite the meeting owner to approve the final record.
When to include the transcript
For routine updates, a short minutes document is easier to use. For decisions with substantial context, include a link to the reviewed transcript or source recording. This allows a colleague to check the discussion without forcing every attendee to read it. Learn the complete meeting transcription workflow.