Meeting agenda
An agenda is prepared before a meeting. It lists the topics to be covered, usually in order, with timings and the people responsible for each item. Minutes are normally structured around it.
Meeting notes
Meeting notes are informal, often personal, and may include thoughts and ideas as they arise. They help the note-taker but are not usually shared as an official record.
Meeting minutes
Minutes are the structured, shareable record of what happened: attendance, topics covered, decisions taken and actions assigned. In formal settings, minutes are approved at a later meeting and become part of the organization's records.
Resolutions
A resolution is a formal decision of a body, such as a board or members. The minutes record that the resolution was passed and, where relevant, the exact wording and the vote. For companies and charities, rules about resolutions come from law and governing documents.
Action items
Action items are specific tasks that arise from a meeting. They sit within the minutes (as a list or table) or in a separate tracker, each with an owner and due date.
Comparison
| When | Formality | Audience | |
|---|---|---|---|
| Agenda | Before | Planned | Attendees |
| Notes | During | Informal | Note-taker |
| Minutes | After | Structured / official | Attendees, absentees, records |
| Resolution | At the meeting | Formal decision | Body and its records |
| Action items | After | Practical | Task owners |
Which should you produce?
- Weekly team meeting: team minutes or action minutes.
- Board or trustee meeting: board minutes (US) or UK board minutes.
- Client call: client and project minutes.