You will never find a single capital project, regardless of its size, type, location or duration that does not require having meetings between the different project parties. Meetings are scheduled gatherings of individuals for stated purpose, to discuss and act upon matters of common interest. Meetings serve valuable purpose in the project to effectively communicate information, exchange ideas, render decisions, resolve issues, coordinate work, prevent problems among others. It is estimated that project management team members spend more than 50% of their time in participating in meetings.

In a capital project, there are many types of meetings. Those could include design review meeting, value engineering workshops, pre-bid meeting, tender opening meetings, kick-off meeting, progress meetings, technical meetings, contractor meetings, QA/QC meetings, HSE meetings, change management meetings, steering committee meetings, BIM coordination meetings, risk management meetings, interface management meetings, project handover meetings among others. The frequency of those meetings could vary as some could be weekly, bi-weekly, monthly or when needed.

Using a Project Management Information System (PMIS) solution like PMWeb provides the parties involved in delivering construction projects with a single web-enabled platform to manage all project processes including meeting minutes.

To start with, the project manager needs to establish the dates, timings and locations of the different meeting types that need to be held during the project duration to ensure that the required team members needed for those meetings are aware of the requirement for them to attend those meetings.

PMWeb 7 Portfolio PMWeb Calendar

What is Common to All Meeting Minutes?

All meeting minutes share the same requirements for what data to be captured although the content will vary from one meeting type to another. The first requirement for a meeting minute is that it needs to capture the particular of the meeting such as project, type, subject, WBS level, location, date, timing among others. Second it needs to captures the details of those invited to attend the meeting and who has actually attended the meeting. The third requirement which is the most important of all, are the business items discussed during the meeting, who are responsible to address those business items and by which date, the status of this business item if it is still open or closed, the actual date this business item was closed and the project schedule activity that could be subject to be delayed if this business item is not closed as per the set due date. Of course, additional details such as business item category and type can be added to improve the classification of the business item.

PMWeb 7 Engineering Forms Meeting Minutes

Similar to other PMWeb modules, documents such as drawings, reports, pictures, videos, catalogues among others can be attached to the meeting minutes to ensure that they can be reviewed when needed. In addition, the meeting minutes could have links to other PMWeb records like submittal, risk register, changes among others that can be linked to the meeting minute.

Sharing and Distributing the Meeting Minute

When the meeting minute is complete and all supportive documents are attached, the meeting coordinator can then generate a transmittal to distribute the meeting minutes through a pre-defined workflow to those who have attended the meeting as well as others who might need to be involved to review, approve and share the content. Usually, if within 2 days no objection is received on the meeting minutes then they are considered approved.

PMWeb 7 Engineering Forms Transmittals

Generating the Next Meeting Agenda

In addition, meeting minutes require to keep track of the history of business items from one meeting to the other. Therefore, the follow-on meeting agenda needs to be generated from the previous meeting to ensure that closed items are removed and on-going items get captured in the next meeting. This will enable the project team to keep track of all business items and when those items were closed.

Formal Communication of Meeting Minutes

Most construction projects, or at least those in the MENA region, requires the party authoring the meeting minutes to formally present a printed version of the meeting minutes. The layout of the meeting minutes could vary from one project to another and even between one meeting type and another. Those printed meeting minutes can be designed in an intelligent format to provide the authorized reader the option to drilldown to the meeting minutes item captured in PMWeb to review all attached documents and linked records to that particular meeting minute business item.

PMWeb 7 Meeting Minutes Details

Tracking Status of Pending Business Items

PMWeb report writer allows creating reports to track the status of the different business items discussed and recorded in the meeting minutes. For example, a report can be created to capture the history of each business item, when it was first recorded and when it was closed. The report could include filters to limit the reported data to a specific individual for which the business items were assigned to. The report could be limited to single type of meeting minutes for a single project or portfolio of projects or for all meeting types across a single project or portfolio of projects.

It is also to generate reminder letters or dunning letters addressed to project team member by name, listing all due business items assigned to this project team member. Issuing such letters could drive those team members to respond and close pending meeting business items.

PMWeb 7 Meeting Minutes


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