Meeting Protocol Template

About the Meeting Protocol Template

Meeting protocols are used to systematically record the most important information and results of a meeting. The template provides you with a standardized structure that ensures that you document all relevant details of a meeting.

Collaboard offers you templates for meeting protocol templates that you can customize directly and fill in with your specific meeting content.

Why is a meeting protocol important?

Meeting protocols are an essential tool for conducting structured meetings. The better you structure your meeting, the more efficient it will be and the more clearly the points to be discussed are recorded.

Meeting protocols serve as an official document that records all key discussions, decisions and assigned tasks. This enables clear traceability of decisions and actions. It ensures the accountability of the participants, as it records who has taken on which responsibilities.
Meeting protocols ensure that the information from the meeting is effectively communicated to all relevant stakeholders, including those who were unable to attend. This prevents misunderstandings and ensures that all participants, regardless of their presence at the meeting, have the same information and are informed about decisions made.
By putting tasks and deadlines agreed during the meeting in writing, the protocol helps to increase productivity and efficiency. It serves as a reference point for reviewing progress in task completion and helps to keep the focus on achieving goals.

How to use the meeting protocol template in Collaboard

1.Use one of the ready-made meeting protocol templates and add it to the whiteboard.

2.You can expand the meeting protocol template as you wish and adapt it to the structure of your meetings.

3.You can expand the meeting protocol template as you wish and adapt it to the structure of your meetings.

Date and time of the meeting
Participants of the meeting
Agenda topics
Contents of the meeting
Conclusions and voting results
Tasks
Next steps and deadlines
Date and time of the next meeting

4. You can customize and dynamically change the meeting protocol template in Collaboard. Alternatively, you can also export your meeting minutes as a PDF or image to have a static recording.

Easy to use

Intuitive user interface where you can get started right away without much effort. No app to install, use it directly in your web browser.

Highest data security

Collaboard offers GDPR-compliant data hosting in Europe, Germany or Switzerland of your choice.

Numerous integrations

Collaboard can be easily integrated into your existing video conferencing and collaboration solution.

Meeting Protocol Template: Frequently asked questions and answers

What should be included in a meeting protocol template?

An effective meeting protocol template should include sections for the date and time of the meeting, participants, agenda items, main discussions, decisions made, tasks assigned with responsibilities and deadlines, and details of the next scheduled meeting.

How detailed should a meeting protocol be?

The protocol should be detailed enough to document all important discussions and decisions in a comprehensible manner, but not so detailed that it covers irrelevant discussions or insignificant details. The focus should be on the results and assigned tasks.

Who should take the meeting protocol?

Ideally, a person who is designated as the protocol holder and is not directly involved in all discussions should take the minutes. This helps to maintain neutrality and objectivity and ensures that the minutes are comprehensive and impartial. On Collaboard, you can also create content directly with several people during a meeting.

How soon after a meeting should the protocol be distributed?

The protocol should be distributed as soon as possible, ideally within 24 to 48 hours after the meeting. This ensures that all participants and relevant non-participants receive the information fresh and can take necessary actions promptly. If you create meeting notes on the shared whiteboard, they are usually immediately available to everyone and you save yourself the time and effort of sending the minutes afterwards.

How can you ensure that the protocol is used effectively?

To maximize the effectiveness of the protocol, it should not only be distributed, but also reviewed in subsequent meetings. Progress on assigned tasks should be discussed and the protocol should be used as a reference document to monitor the implementation of decisions.