If you're just starting out in project management, you might be wondering, "What exactly are meeting minutes, and why do they matter so much to my project manager?" Don’t worry! We’re here to break it down in the easiest way possible. Think of meeting minutes as your project’s diary – they keep track of what’s going on, who said what, and what needs to be done next. They are also a useful record to look back on when projects get chaotic (as they often do) and are crucial evidence when things go pear-shaped.

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What Are Project Meeting Minutes?

Project meeting minutes are a written record of what happens during a meeting. They capture all the important information, like key discussions, decisions, action items, and who’s responsible for what. Imagine project meeting minutes like a snapshot of the meeting – everything you need to remember, right at your fingertips.

Project meeting minutes are one of the most important documents for helping your project stay on track. The key to writing effective meeting minutes is to distil the information into something clear, concise, and useful for everyone on the team.

Download our free Project Meeting Minutes here.

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Why Are Project Meeting Minutes So Important?

You might think, “Oh, I don’t need to take notes. Everyone remembers what happened, right?” Well, in practice, sadly this isn’t always the case In the fast-paced world of project management, things get blurry. And if you don’t have meeting minutes to back you up, you could be in trouble.

1. Clarity & Accountability: Minutes make it clear who’s doing what, and by when. No more confusion about who’s responsible for which task!
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2. Action-Oriented: They help track progress by listing specific action items. If someone promises to follow up, the minutes make sure they actually do it.
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3. Reference for Later: When deadlines loom, and things get foggy, meeting minutes are there to remind everyone of their commitments.
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4. Dispute Minimisation: They're a great way to keep a formal record of decisions made, especially for subsequent disputes.

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What to Include in Your Meeting Minutes

Now that we know meeting minutes are essential, let’s talk about what needs to go in them.

Here are the key elements to include:

Key Details

• ‍Project Name: Including the project name is helpful for project managers or teams that juggle a number of projects at the same time.‍
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• Date, Time and Location of Meeting: So you know when and where it happened (important for tracking progress).‍
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• Attendees: List everyone who showed up – this also shows who didn’t. It’s always good to know who’s missing, especially if they’re crucial to the project.‍
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• Prepared By: Including the name of the person who took the meeting minutes ensures clarity and accountability. It also gives attendees (or anyone reading the minutes) a direct point of contact if they have any questions or need further details.

Meeting Agenda

A quick rundown of what the meeting is about, so everyone’s on the same page. An agenda should be circulated before the meeting so attendees can arrive prepared. An agenda also helps with time management and can ensure all the key topics are addressed.

Meeting Minutes

The key points section of meeting minutes captures the most important discussions from the meeting. It should summarise the main ideas, decisions, and any significant contributions made by attendees. Focus on what was debated and – most importantly – agreed upon. This section doesn’t have to be a full transcript (although it can be). It is usually helpful to specifically identify who said what. Be sure to highlight any critical information that affects the project's progress, like information relating to changes in time, cost and scope. Your meeting minutes will be the first source referred to in the event of a dispute about these changes. For more information on the time, cost and scope in project management, read our article here.

Action Items

Write down exactly what needs to be done, by whom, and by when. If someone says, “I’ll get that report to you by Friday,” make sure it’s in the minutes!

Use clear language like “John will complete task X by Friday, 5 PM” to avoid any misunderstandings later (our Meeting Minutes Template sets out the action item, due date and the person responsible in discrete boxes, so it can’t be missed).

If there’s another meeting scheduled, make sure you note when and where it will be. This helps the team stay organised.

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Best Practices for Writing Effective Project Meeting Minutes

Here are some best practices to keep your meeting minutes clear, concise, and actionable:

Keep It Short & Sweet

Nobody wants to read a novel. Stick to the important stuff. Use bullet points to break up information. Transcripts can be useful, but not all project teams like them. Determine the project team’s expectations from the outset. If a decision was made, summarise it in a sentence or two. There’s no need for lengthy explanations unless absolutely necessary.

Be Objective

Meeting minutes aren’t the place for personal opinions or emotional commentary. Stick to the facts (not drama!).

Use Templates

Save time by using a standard meeting minutes template. You’ll know exactly what to include every time. Plus, it’ll help you stay consistent.

Be Timely

Circulate the minutes ASAP after the meeting. The sooner the better, so everyone remembers what happened and stays on track.

Amend Minutes If Required

Don’t be afraid to amend the minutes if you get feedback identifying errors or improvements. The amended minutes should be recirculated to the entire project team.

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Wrapping Up: Don’t Skip the Minutes!

So, now that you know the importance of project meeting minutes, don’t skip them! They’re the secret weapon every project manager needs to keep things running smoothly. Plus, they save you from the dreaded “but I thought you said…” conversations.

Click here for your free Project Meeting Minutes template.

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