How To | Create Meeting Minutes

Project manager in general need to create minute for all project meeting and send to meeting attendees and relevant stakeholders in email. The main purpose is  to keep record of decision made and planned action times.  

Create the Minutes Email by selecting Replying to All from the meeting event on the calendar and send out Meeting Minutes within same day of the meeting. If possible, it suggestion to send out the minutes within 2-3 hours. 

Follow the format to create the content. The minutes needs be brief and only include content from the meeting and include the following:

• Subject : <Project Name> <Meeting Name> +Meeting Minutes +(<Date>)
• Email Body : (Optional)
  • Title : <Project Name> <Meeting Name>
  • Date : <Date> <Time> <Time Zone>
  • Attendees (Optional): You would include attendees if this business user meeting. For project status/planning meeting, you can skip this unless you have limited attendance.
  • Minutes:
  • Project Status: On Track (green) | At Risk (Yellow/Red)
    Start with " 1. Project status On Track (green) | At Risk (Yellow/Red)"
    • What's Completed
    • What's In Progress / Pending along with ETA and owner
    • Major Discussion Items (always use bullets and to the point)
    • Action Items : <Who> to do <What> <by when>. Make sure assign a DRI (direct responsible individual) for each action item to prevent the bystanders effect. 
    • e.g. @Richard to complete the user list confirmation ETA 8/6.
  • Link : Add link to the past records of meeting minutes at the end of the email body for reference to old minutes, Its also recommended to include link to the Project Summary Page at the end. 

​Log Minutes : Always log Meeting Minutes in Quip or Wrike with the meeting minutes, recordings and presentation.

Editor's Notes: Product managers often ask, "Why do I need to include a link to the project summary page in the status meeting agenda and meeting minutes? ​" The short answer is this link help user locate the project information quickly. Join the community. If you'd like to learn more about this FAQ, join the community for the details. ​​

Email Template 
-- Copy the following section ---
Title : <Project Name> <Meeting Name>
Date : <Date> <Time> <Time Zone>

Project Summary: <Link to project summary page> 
Slack Channel: <slack channel>
Email Group: <email group>

Attendees (Optional)
You would include attendees if this business user meeting. For project status/planning meeting, you can skip this unless you have limited attendance. 

Minutes: 
1.Project Status: <Project Name> Status <On Track> | <At Risk (Yellow/Red>
2.Discussions

• What's Completed
• What's In Progress / Pending along with ETA and Owner
• Major Discussion Items (always use bullets and to the point)
• Action Items : <Who> to do <What> <by When>
  e.g. @Richard to complete the user list confirmation ETA 8/6. 

Link <Minute Link> 
Add link to the Meeting Minutes page at the end of the email body for reference to old minutes

Recording: <Recording attachment or link>

Presentation: <Presentation attachment or link>

--- End of File ---