Project meeting minutes template

Meeting minutes are not there to produce paperwork: they are there so that what was decided does not depend on anyone's memory. Good minutes take a few minutes to write, one minute to read, and make clear who does what and by when. This guide explains what they should contain, gives you a template to copy and shows an example.

What minutes should contain

1. Meeting details: title, date and project (and, where relevant, the phase it refers to).
2. Attendees: who was there, so you know who is aware of what was decided.
3. Agenda or topics discussed: one line per topic.
4. Decisions: what was settled, without the discussion that led to it.
5. Agreements and actions: each with what, who and by when. This is the most important part.
6. Risks or open points: what is a concern and is not yet resolved.
7. Next meeting: date and goal.

Each agreement should be answerable with a yes or a no on the committed date. "Review the prices" is vague; "Priya reviews the price list for the 40 main items before Friday the 23rd" is not.

Template to copy

MEETING MINUTES
Project:
Meeting:            Date:
Attendees:

TOPICS DISCUSSED
1.
2.

DECISIONS
-

AGREEMENTS
  What                        Who            By when
1.
2.

RISKS AND OPEN POINTS
-

NEXT MEETING
Date:         Goal:

Example

MEETING MINUTES
Project: Customer portal renewal
Meeting: Weekly follow-up      Date: 14/10/2026
Attendees: Marta (PM), Priya (consultant), Hugo (client)

TOPICS DISCUSSED
1. Status of the data migration.
2. Date of the acceptance tests.

DECISIONS
- Acceptance tests start on 3 November.

AGREEMENTS
  What                                     Who      By when
1. Deliver the cleaned customer file       Hugo     21/10/2026
2. Review the price list                   Priya    23/10/2026

RISKS AND OPEN POINTS
- If the customer file is late, the tests move.

NEXT MEETING
Date: 21/10/2026      Goal: validate the migration

Common mistakes

• Transcribing everything. Minutes are not a recording: they capture decisions and actions, not the conversation.
• Agreements without an owner or a date. If nobody is responsible, nobody will do it.
• Sending them late. Useful minutes arrive the same day or the next; after that, people are already discussing something else.
• Not following up on the agreements. Minutes that are not reviewed at the next meeting become an archive.

How it is done in PjMan

In PjMan the minutes and their agreements live in the same place as the tasks, so follow-up does not depend on someone copying the agreements into another tool. (Meeting minutes)

1. In the project's Minutes tab, the PM presses Create meeting minutes and fills in the title, the date, the phase (required if there are agreements) and the notes.
2. Add the agreements: what was agreed, the owner (free text, it can be someone on the client's side) and the committed date, which cannot be earlier than the meeting date.
3. On saving, PjMan stores the minutes, creates a follow-up task for each agreement in the chosen phase, with the committed date as its due date, and generates a downloadable text document. The tasks are created unassigned: the owner is written in the description and you assign them afterwards.
4. You can also paste the meeting notes into the assistant and ask for the minutes: it proposes the full minutes with their agreements and, if you like, the risks and tasks, for you to confirm everything at once. (Pasted text; it needs your own AI key.)

A few limits, so they do not catch you by surprise: minutes can be edited (data and agreements; the document is regenerated and follow-up tasks are not duplicated), only the owning PM creates, edits and deletes them (a consultant, their own), and follow-up tasks already generated are not deleted along with the minutes.

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Frequently asked questions

Who writes the minutes? The person running the meeting, or whoever finds it easiest to write quickly; what matters is that the attendees review them.

How long should it take to write them? If it takes more than ten minutes, you are probably transcribing instead of summarising.

Is a signature needed? It depends on the contract and the company. For project follow-up, it is enough that attendees receive them and can correct them.