EE400D DOCUMENTATION INSTRUCTIONAL SERIESMEETING MINUTES

MEETING MINUTES

• Meeting Minutes are an indispensable tool to help the management of a project.

• They provide:

• Record of what meeting is being held.

• Record of meeting time, location, and attendees.

• Record of discussion of “Old Business” topics.

• Record of discussion of “New Business” topics.

• Record of task assignments.

• Tentative agenda for next meeting.

WHAT MEETING IS BEING HELD?

• The first step is to record what meeting is taking place:

• Full name of project or division that is holding the meeting.

• List of meeting attendees with job titles

• Name attendee taking/preparing meeting minutes.

• Location of the meeting.

• Time of the meeting.

TESLA SAMPLE:

• Compact Format

• Simple expansion of format could improve readability.

PATHFINDER SAMPLE:

• Good layout and information

• Attendees should have job titles listed.

DISCUSSION OF OLD BUSINESS

• Outline format listing topics, subtopics, tasks, assignees, and statuses:

• Topic Name

• Subtopic

• Task 1

• Due Date

• Status Update Date

• Assignee

• Status

OLD BUSINESS SAMPLE:

DISCUSSION OF NEW BUSINESS

• Outline format listing topics, subtopics, tasks, assignees, and statuses:

• Topic Name

• Subtopic

• Task 1

• Due Date

• Status Update Date

• Assignee

• Status

NEW BUSINESS SAMPLE:

• New – Each team member should have at least one item. The team members name should be attached to the item(s) and placed in bold type.

ACTION ITEM LIST

• Table Format with columns for:

• Action Item Number

• Assignee

• Due Date

• Status

• Status Change Date

• Comments

ACTION ITEMS SAMPLE:

• Table format is good

• Needs:

• Status Column

• Status Change Date Column

• Comment Column

• New – Status Column

NEXT WEEK’S AGENDA

• Tentative Schedule of anticipated discussion points for the next week’s meeting.

• Outline format listing topics, subtopics, tasks, assignees, and statuses:

• Topic Name

• Subtopic

• Task 1

• Due Date

• Possible Assignee

NEXT WEEK’S AGENDA SAMPLE:

HOW TO RUN THE MEETING

• Follow outline given in this document:

• Bring meeting to order and take attendance, note meeting start time and location.

• Begin discussing old business items.

• Discuss new business items.

• Assign Action item tasks

• Briefly discuss the agenda for the next meeting

• Note meeting end time

• Keep everyone on task!

SOME RESOURCES:• 6 Key Tips for Running Effective Project Meetings:

• http://www.projectsmart.co.uk/6-key-tips-for-running-effective-project-meetings.php

• Improving Your Productivity by Running More Effective Project Meetings:

• https://redbooth.com/blog/improve-productivity-run-effective-project-meetings

• Run a Decisive Project Meeting:

• http://business.time.com/2012/04/17/run-a-decisive-project-meeting/