Meeting Minutes

A well executed meeting ends with prompt and clearly documented Meeting Minutes. A skilled and successful Project Manager always has meeting minutes prepared and distributed within 24 hours of having a meeting. Project meeting minutes not only summarize what was discussed and agreed upon during the meeting but also includes a list of action items. It is important that the action items are documented and distributed quickly so the assignees have enough time to follow up on their action items or ask for clarification.

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MEETING MINUTES TEMPLATE

Meeting Objectives

State in one or two sentences the overall purpose and objective of the meeting (you can copy this from your meeting agenda).

Action Item Review

In the meeting the first item on the agenda was to review the action items from previous meetings. Copy the action items section from the meeting agenda and add a short one sentence status to each item. The status should be on the same line as the action item, but separated with a dash and italicized.

(Assignee Name)

  • First Action Item from last meeting - Status of this item.
  • Second Action Item from last meeting - Status of this item.

(Assignee Name)

  • First Action Item from last meeting - Status of this item.
  • Second Action Item from last meeting - Status of this item.
  • Third Action Item from last meeting - Status of this item.

(Assignee Name)

  • First Action Item from last meeting - Status of this item.
  • Second Action Item from last meeting - Status of this item.

Schedule Review

Summarize the status of the project schedule in one to two sentences. Include any risks identified which affect the schedule; also, list them in the next section and added to the risk management plan. Provide a high level list of work completed and work which is planned for the next two weeks.

Work Completed

  • Item 1
  • Item 2

Planned Work for next two weeks

  • Item 1
  • Item 2

Risk Management

Copy the risks from the project meeting agenda and provide a status of the risk to the right of each risk. Include detailed responses to any risks which were realized.

  • Risk 1 - Status of this risk.
  • Risk 2 - Status of this risk.
  • Risk 3 - Status of this risk.

New Action Items

List all new action items assigned during the meeting. Be sure that all action items are clearly defined, assigned to someone, include due dates.

Action Item 1 - (description of action item), (assignee name) and (due date).
Action Item 2 - (description of action item), (assignee name) and (due date).