Meeting minutes and action log

What the meeting minutes and action log does

Meetings only matter if what was agreed gets done. This log records each meeting's date, topic, decision, the action that follows, who owns it and when it is due, tracks the status and counts the actions still open and the ones that are overdue against the date you enter.

Who it is for

Managers, committee secretaries, project leads and owners who run regular meetings and want the actions agreed in them to be followed through.

How to use the workbook

1. Type today's date at the top.
2. After each meeting, enter the topic, the decision, the action, its owner and due date.
3. Update the status as actions are done.
4. Open the list at the start of the next meeting and go through what is open.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Meeting, topic, decision and action
• Owner and due date for every action
• Status: open, done or dropped
• Open and overdue counts
• Space for 300 items

The workbook has these sheets: Instructions, Log. The main table has the columns Meeting date; Meeting; Topic; Decision; Action; Owner; Due date; Status. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Write the action so that anyone can tell if it is done.
• Give each action one owner, not a team.
• Send the log to everyone within a day of the meeting.
• Review open actions first in the next meeting.

Why keep this record

Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.

Read how to build a cash flow forecast for the wider picture. See more business templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Guide: How to build a 12-month cash flow forecast for a small business
• Guide: How to price your products and services: markup, margin and break-even
• Guide: Turnover tax for small businesses in Kenya: rate, limits and when to use it
• Another template: 12-month cash flow forecast
• Another template: Break-even and pricing calculator
• Another template: Budget versus actual tracker

Need something different? Request a custom template, browse all guides or see every Excel template.