For effective meetings, it is imperative that we capture the agreements and meeting discussions and share them with all the key stakeholders. Minutes are the written record of a meeting. They include the list of attendees, issues raised, related responses, and final decisions taken to address the issues. The purpose of this document is to record what actions have been assigned to whom, along with the achievements and deadlines.
As a general guideline, try to write the minutes soon after the meeting is completed so that all the key points are fresh in your mind and you don't miss any key actions. Review your outline and add additional notes. Ensure that you are including sufficient detail as it may be difficult to recall the topics if several months have passed since the meeting took place. At the same time, the document should only contain the key points and not be too verbose. Make sure that you are objective and avoid making personal observations.
This template can be added to your active workbook by clicking on Project and then selecting Meeting Minutes.
Click on Analysis Setup to open the menu options for this template.
A sample screenshot of the checklist menu is shown below.
Checklist: The input dialog box contains a checklist that will help you address all the key points when creating this document. Click on the blue text to toggle the setting to respond to each question.
Click on this button to open the example file. You can view the example to get an idea of how to fill out this template or you can use the example as a starting point and modify it to meet your project needs.
Help Button: Click on this button to open the help file for this topic.
Cancel Button: Click on this button to cancel all changes to the settings and exit this dialog box.
OK Button: Click on this button to save all changes and compute the outputs for this analysis.
Enter the following data on the worksheet:
General information such as the date and time of the meeting, location, agenda items, organizer, participants, and people who were absent from the meeting.
Capture any agenda/action items from this meeting. This is the most important part of this document. You will need to follow up with all the owners that these actions were completed as committed.
Capture any keynotes from the meeting that are of importance to record for future reference.
If you click on the Verify button, the software will perform some checks on the data you have entered. A sample screenshot of the dialog box is shown in the figure below.
The objective of this analysis as well as any checks that are performed is listed in this dialog box. For example, the software may check if you have correctly specified the input options and entered the required data on the worksheet. The results of the analysis checks are listed on the right. If the checks are passed, then they are shown as a green-colored checkmark. If the verification checks fail, then they are shown as a red-colored cross. If the verification checks result in a warning, they are shown in the orange color exclamation mark and finally, any checks that are required to be performed by the user are shown as blue info icons.
Click on Compute Outputs to update the date/time stamp on the worksheet. A sample screenshot of the worksheet is shown below.
There is no specific output from this analysis. The conclusion box lists the date the project was closed - there are no additional checks performed on this form.
Here are a few pointers regarding this analysis:
It does not matter if you use a Word document, Excel form, etc. to capture the minutes. The important aspect is that we rigorously capture the minutes and any agreements and share them with the stakeholders. You may want to save the file in PDF format and share it with the stakeholders so that the original contents cannot be altered.