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Project Management Meeting Minutes Template

Project management meeting minutes serve as a written summary of significant topics discussed throughout a regularly scheduled or first-time project management meeting. Usually, minutes are recorded by a secretary who jots down the highlights, documents actions taken, and creates a general record of the meeting.
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Formatting (7 parts)

I. Meeting Details

  • Main Title (top of page) – “Project Management Meeting Minutes for [Organization’s Name];
  • Project Manager’s name;
  • Secretary’s name;
  • Date & Time; and
  • Physical or Online Location.

II. Roll Call

  • Record all attendees;
  • Record all absentees.

III. Call to Order

  • Approval of previous meeting minutes; and
  • Approval of the current meeting agenda.

IV. Old Business

  • List outstanding discussion items from the previous meeting;
  • Describe any issues and/or resolutions from the “old business” discussion; and
  • Record any decisions made through a vote.

V. New Business

  • Document new orders of business regarding the project’s development and management;
  • Describe any questions, concerns, or issues that arise;
  • Log any reports or other documentation that are distributed; and
  • Record any resolutions made by vote.

VI. Special Considerations

  • Nominations;
  • Announcements;
  • Note from financial investors (financial service firms such as mutual or hedge funds);
  • Upcoming scheduled votes; and
  • Any other business matters that are discussed.

VII. Adjournment

  • Record the time of the meeting’s end;
  • Meeting Leader and Secretary approve minutes; and
  • Minutes are distributed to all attendees.

Sample – Project Management Meeting Minutes

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