How to Create a Meeting Memo in ClickUp
A well-structured meeting memo in ClickUp helps your team capture decisions, owners, and next steps so nothing gets lost after the call ends. This guide walks you through building effective memos step-by-step, based on the best practices from the official meeting memo framework.
Why Use ClickUp for Meeting Memos
Meeting memos are short, shareable summaries of what happened in a meeting. Instead of full transcripts or scattered notes, they highlight the most important points and action items.
Using a dedicated workspace to standardize these memos gives your team:
- Clear accountability for every decision and task
- A consistent format everyone recognizes
- Fast reference instead of replaying long recordings
- Better alignment between teams and stakeholders
When you model your process on the official meeting memo template, you get a simple path from conversation to action.
Before You Start: Core Principles Behind the ClickUp Memo Style
The meeting memo structure introduced by the ClickUp team is built on three principles:
- Clarity over completeness: Capture main points, not every word.
- Actionable summaries: Every decision links to an owner and next step.
- Shareable format: Anyone can skim it in a few minutes and understand what happened.
Keep these ideas in mind as you build your own version of the system.
Step 1: Set Up Your Meeting Memo Template
The first step is creating a reusable structure you can apply after every call.
1.1 Create a Dedicated Meeting Memo Doc
Start by creating a single document that will act as your master template. You will duplicate this template for each new meeting.
Include these major sections:
- Meeting information: date, time, attendees, and recording link
- High-level summary: 3–7 bullet points
- Key decisions: what was agreed and why
- Open questions: unresolved items or risks
- Action items: tasks with owners and due dates
This layout mirrors the structure recommended by the ClickUp team and keeps your notes lightweight but powerful.
1.2 Standardize the Header Section
At the top of the template, add a short header that appears in every memo:
- Meeting title
- Date and time
- Attendees
- Link to the meeting invite or calendar event
- Link to the recording (if available)
This helps teammates quickly place the memo in context without reading the entire document.
Step 2: Capture the Meeting Summary the ClickUp Way
Right after the meeting, write the summary while everything is still fresh. The recommended approach is short and structured.
2.1 Write a 3–7 Bullet Summary
Start with a brief overview that someone can digest in under a minute. Aim for 3–7 bullets covering:
- Main topics discussed
- Key decisions or directional changes
- Critical context stakeholders need
Example bullets:
- Agreed to ship the feature in two phases to reduce risk.
- Marketing will revise launch messaging based on new positioning.
- Engineering flagged a dependency on the analytics update.
A concise bullet list reflects how the ClickUp team summarizes internal meetings for maximum clarity.
2.2 Add Context Links
Under the summary, add links to any relevant resources mentioned during the call:
- Design files
- Product specs
- Sprint boards
- Research docs
Linking related docs gives readers a quick path to more detail without bloating the memo itself.
Step 3: Document Key Decisions and Rationale
Next, document what was decided and why. This is one of the most important sections in a ClickUp-style memo.
3.1 Create a Structured Decisions List
For each decision, include:
- Decision: a short statement of the outcome
- Owner: who is responsible
- Date: when the decision was made
- Rationale: one or two sentences explaining why
Example:
- Decision: Launch MVP with limited analytics.
- Owner: Product Lead
- Date: Jan 25
- Rationale: Enables earlier user feedback while backend improvements continue in parallel.
This structure reflects how the ClickUp team keeps a durable record of trade-offs, helping future readers understand the context behind big calls.
3.2 Separate Decisions from Ideas
Keep a separate subsection for ideas discussed but not decided. This avoids confusion later on and makes it easy to revisit potential options in future meetings.
Step 4: Track Action Items and Owners
The action items section turns a memo into an execution tool instead of a static record.
4.1 List Action Items with Owners and Dates
For each action item, capture:
- Task: what needs to be done
- Owner: the person responsible
- Due date: realistic completion date
- Status: not started, in progress, or done
Use short, verb-driven task descriptions so owners know exactly what is expected.
4.2 Connect Action Items to Future Meetings
If any action item needs follow-up in a later meeting, note this explicitly:
- “Review progress in next weekly sync.”
- “Confirm with leadership in monthly business review.”
This helps you build continuity from one memo to the next, just as the ClickUp system encourages persistent documentation across meetings.
Step 5: Record Open Questions and Risks
Not everything gets resolved in a single call. A well-designed memo template makes space for uncertainties.
5.1 Log Unanswered Questions
Use a dedicated section titled “Open Questions” to collect:
- Issues waiting on more information
- Dependencies on other teams
- Items postponed to future meetings
This section serves as a to-do list for future conversations.
5.2 Note Known Risks
Add another subsection for “Risks and Concerns,” especially for project or strategy meetings. Capture:
- Potential blockers
- Timeline concerns
- Resource gaps
Adding this level of visibility mimics how the ClickUp team keeps stakeholders aligned on what could go wrong and what to watch.
Step 6: Share and Maintain Your Memo System
Once your meeting memo is drafted, you need a consistent process to share and maintain it.
6.1 Share the Memo After Every Call
Right after the meeting:
- Finish the summary and decisions sections.
- Confirm owners and due dates for action items.
- Share the memo link with all attendees and relevant stakeholders.
Encourage people to skim the summary first, then jump into the details they care about.
6.2 Keep a Central Memo Archive
Create a central place where all meeting memos live, ideally organized by team, project, or date. The source framework highlights how valuable it is to have a single history of decisions and actions.
To deepen your system and explore additional optimization strategies, you can also learn from external productivity experts such as those at Consultevo, who specialize in workflow improvements.
Learn More from the Original ClickUp Memo Framework
The approach described here is grounded in the official meeting memo structure shared by the ClickUp team. To see their full breakdown, examples, and additional tips, review the original article at the ClickUp meeting memo guide.
By following these steps—standardizing your template, capturing concise summaries, documenting decisions, logging clear action items, and maintaining an archive—you will turn every meeting into a reliable, searchable source of truth that keeps your team aligned and moving forward.
Need Help With ClickUp?
If you want expert help building, automating, or scaling your ClickUp workspace, work with ConsultEvo — trusted ClickUp Solution Partners.
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