Meeting minutes with follow-up of agreements

Project meetings produce decisions, and decisions that are not put in writing get argued over three weeks later. Well-kept minutes solve that, but only if every agreement has someone who does it and a date, and someone who checks that it was done. That is where it almost always fails: the minutes are filed and the agreements forgotten. In PjMan the minutes and the follow-up are the same thing: when you save them, each agreement becomes a task with its due date.

What minutes are in PjMan

Minutes record what was discussed and decided at a project meeting: title, date, phase (optional), notes and a list of agreements. Each agreement has three facts: what was agreed, who commits to it and by when. The owner is free text, so it can be someone at the client or a person without an account. Each set of minutes has its short code (for example, A0001). (Meeting minutes)

What happens when you save them

When you save the minutes, PjMan does three things at once:

1. Saves the minutes, with their notes and agreements.
2. Creates a follow-up task for each agreement, in the phase you choose: the agreement is the task's title, the committed date is its due date, and the owner is written in its description. The tasks appear in the plan, on the Kanban board and in queries like any other, and count in the indicators.
3. Generates a text document with the content of the minutes (title, date, phase, notes and the numbered list of agreements), which you can download from the Minutes tab and which also appears in the project's documents.

Follow-up tasks start with no assignees and zero estimated hours: you assign and estimate them. When you edit the minutes, the document is regenerated, and if you change an agreement whose task is still unfinished, the task is updated; if it was already finished, it is left alone. When you delete the minutes their agreements and document are deleted, but the follow-up tasks are kept, with their hours and progress.

Each agreement, with its follow-up

The page of each set of minutes shows the agreements with their owner, their committed date and the status of their follow-up task: Finished or In progress. One click takes you to the task. So the question at the next meeting ("what happened with what we agreed?") is answered with one screen, without searching emails or notebooks. And when preparing the follow-up meeting, the assistant gathers the agreements from the latest minutes, done and pending, flagging overdue ones.

From pasted notes

There is no need to type the minutes. If you paste the meeting notes into the assistant (even if they are messy), the assistant proposes the complete minutes, with their agreements, the phase and, if the owner matches someone on the team beyond doubt, the task assignment. It can also propose, from the same text, the risks, the change requests and the tasks it sees in the notes. Everything arrives on a single confirmation card: you review, remove whatever you do not need and confirm; nothing is created until then. (Pasted text)

You can also ask it by voice or in writing to create minutes or to change their title, date or notes. (AI voice assistant)

From the minutes to everything else

A meeting does not only produce agreements: it also brings problems and requests to light. In PjMan, each goes to its own register: what has already happened, to issues; what could happen, to risks; what the client asks for outside scope, to change requests. (Issues, risks and changes) And the assistant's daily analysis takes overdue follow-up tasks into account when proposing what to look at. (Daily AI analysis)

Each role sees what applies to it

The owning PM creates, edits and deletes the minutes of their project. Project management (levels 1 and 2) and whole-organisation members see and download them read-only. A consultant or developer assigned to tasks in the project can create minutes with limits: they see and edit only their own, they are always the owner of their agreements and the tasks are assigned to them, and they can only link them to phases where they have tasks. They do not see other people's minutes. (Roles and permissions)

Do you need a minutes template?

If what you are after is how to write minutes, with an example, the guide project meeting minutes template explains it step by step, with a model you can copy.

Try it

Create your account, open a project, record the minutes of a meeting with a couple of agreements and watch how their tasks appear. Or explore the demo with sample data.