Many people know the unpopular question at the beginning of a meeting: Who keeps the minutes of the results? Nevertheless, it is important to record the most important resolutions in writing in order to be able to monitor their implementation accordingly and to be able to control further action. But what should a record of results ideally look like? We have put together the most important tips and a free template for you…

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Definition: What is a results log?

No matter whether at a conference, in an interview, at the university or in class – writing minutes is the order of the day. A special but frequently used form is the result log. In contrast to the “procedure log”, not all speeches are meticulously documented here, but only the decisions that were made. A record of results should be kept short, concise and clear. It usually consists of bullet points, the tense plays a rather subordinate role. Rather, it is both a summary and a work assignment for the future, since the goals and topics need to be implemented and reviewed.

Therefore, a result log always contains a WHO in addition to the WHAT. Exactly how a decision was made is often less decisive. The purpose of a minutes of results is that both participants of the meeting remember the decisions and also give third parties a quick but comprehensive insight into the most important points. It also serves as a control mechanism before the next meeting, which has already been implemented accordingly.

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Results Report Template: Example & Pattern

To make it easier for you to create a result log, we have created a sample example for you, which you can save as a Word document or PDF file can be downloaded free of charge and used privately.

Of course, this template only serves as a suggestion and can be expanded or adapted according to the specifications and individual requirements of your company. There is no clear legal regulation or DIN specification as to how exactly a result log should look.

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Result log: tips for structure

A result log is always structured logically and is easy to understand. It consists of four parts plus any informative appendices referenced in the minutes. Therefore, the structure is as follows:

• Header of log
  The most important basic information is listed here quickly and clearly: place, date, time, participants, management, note-taker, reason or topic of the meeting. Excused attendees should also be listed here.
• Agenda
  A brief overview of the previously set agenda serves as a guide to the course of the meeting. If it is an application, the exact wording must be found in the log and the applicant must be named.
• Results
  The decisive results for each agenda item are recorded here. This should be as brief as possible, but absolutely as detailed as necessary. Who has to complete which tasks by when is a central component here. If there are votes, the yes and no votes that resulted in a resolution should also be noted here. Otherwise, for better comprehension, the mutual arguments can be presented briefly and precisely to make it clear that all points of view were taken into account when finding the result.
• Signature
  The minutes of the results are signed by the person who took the minutes and, in most cases, also by the person chairing the meeting. This also signals commitment.

It is not essential to follow the exact chronological order of the resolutions. Rather, a log of results should be logically comprehensible and formulated objectively. Therefore, in connection with each decision, a brief overview of the topic and binding agreements made in advance should be given. A clear structure makes this easier.

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Writing a Log of Results: Tips on Content

Whoever is preparing a record of the results should be clarified in advance of the meeting, if possible, and not just at the beginning of the meeting. This enables the minute-taker to find out about the agenda, to obtain the necessary background information and, if necessary, to do some research. In addition, a corresponding template can be prepared. Therefore, if you are chosen to be the minute-taker, you should definitely ask the leader of the meeting to let you know in good time so that you can approach this task with the necessary professionalism.

This also means that you mentally prepare yourself accordingly: prepare for a longer meeting one where you need to listen carefully. In order to be able to maintain your concentration, you should have a good night’s sleep, not be oversatiated and be supplied with enough liquid.

During the meeting, the following tips can help you to take adequate and good minutes compose:

• Ask for
  In a record of results, all information must be true. Nothing is therefore worse than misunderstandings. So if you didn’t quite catch something in the rush of the discussion, be sure to ask.
• Use abbreviations
  If you’re taking minutes of a meeting, it doesn’t have to be a clean-cut while you’re doing it. You are therefore welcome to use abbreviations and do not necessarily have to pay attention to the spelling at this point, since you will thoroughly revise the protocol afterwards and write it clean anyway. However, the abbreviations and key points should of course still be fully understandable for you afterwards so that you can formulate them accordingly. And of course the spelling has to be correct in the final version.
• Use colors
  For reasons of clarity, it can be a good tool for you to have different colored pens ready so that you can also make additions to the notes more visible.
• Keep an overview
  Anyone who leaves a meeting earlier or joins later must also be taken into account in the minutes of the results. If possible, write this down on a separate sheet of paper or in a separate column.
• Summarize
  In the post-processing, you should summarize the same topics, even if they didn’t happen chronologically in exactly the same way. Remember: a record of results is not a retelling, but should structure the decisions and make them quickly comprehensible.
• Avoid personal views
  These have no place in a result log. Even if you have a different opinion but were overruled, then the decision has been made – whether you like it or not.
• Use whatever medium is right for you
  Whether you take minutes during the meeting with a laptop or traditionally with paper and pen is up to you. What are you faster with? What is clearer for you? What is the most pleasant? It goes without saying, however, that you create the log digitally afterwards.

You should avoid these errors

In addition to the tips, there are a few typical mistakes that recorders often make. You should therefore – especially if you are not very experienced – make sure to avoid them:

• Logging is not the same as moderating
  Keeping a log of results means that you cannot moderate at the same time. You shouldn’t either. The roles must be clearly distributed.
• Too verbose
  A result log is not a history log. It doesn’t matter who said what and when. A brief overview of the arguments put forward and the decision-making process is entirely sufficient here. Preferably in bullet points – you don’t have to write a cheap novel.
• Missing structure
  Even if you only make handwritten notes at first: you should have clarified in advance what structure the result log should have at the end. This includes separating the frame data exactly as we have illustrated in our template.
• Presentation too short
  The results and how they came about must also be understandable for non-participants. Simply writing down a voting result or a consensus is usually not enough, it should already be clear what is at stake.

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