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Even assignments of people not on the project team or not attending the meetings can be tracked. In addition to documenting the project scope, minutes can be used to ensure that assignments are completed. What was agreed to in one meeting may differ from what was agreed to in another.Īlthough minutes have problems, they also offer many benefits. Minutes may also have inconsistencies because project teams frequently change their minds. In addition, projects typically require many project team meetings, and it may be difficult to understand the entire scope when it is distributed across various documents. You might take minutes and distribute them, only to have them go unread. Meeting minutes, however, do have shortcomings. Minutes must detail these limits, which, when combined with the rest of the scope, should be incorporated into drawings and other project documents. For example, in this project, we had to decide whether we wanted to leave room for another roll dryer in a future expansion and determine minimum and maximum processing rates. Inherent in the scope of a project is its limits. The scope lays the foundation of a project, and it is vital that it be documented and communicated. The final scope located the new process building just a few feet west of the packaging warehouse, which eliminated the long transfer line and allowed the packaging warehouse’s control room to control the new process building.Ĭlearly documenting these changes and the rest of the scope was imperative. That would have required the finished product to be conveyed about 150 ft to the packaging warehouse, where it would be packed by new equipment, and the new process building would have needed a new control room. Originally, the new building was to be placed on the east side of the existing packaging warehouse and an existing railroad spur. Over the course of the many project team meetings, the scope changed dramatically. I formalized the verbal directive by forming a project team and scheduling meetings to develop the scope. He said that he wanted to add a second roll dryer and build a new facility to take advantage of lessons learned about the process. Although this was a high-profile assignment, I received it verbally from my manager. I was the project manager responsible for a large project involving the design and construction of a new process building that included new controls, raw material handling equipment, two large roll dryers, packaging equipment, and support equipment. Accurate minutes can help you accomplish these goals. The scope informs your overall responsibility, which is to ensure that the project achieves the intended goal and that it is completed correctly, on time, and under budget.
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The project manager needs to make sure the scope is complete, documented, and communicated, which may involve meeting with appropriate experts. When a scope is that complicated, documentation is imperative. Projects of all sizes can benefit from minutes, but they are especially important for large projects - some large-project team meetings generate eight or nine pages of minutes. Minutes are important to project team meetings because the project scope is often generated during these discussions, and the best way to document it is through minutes. This article provides a format for meeting minutes that eliminates the shortcomings and increases the benefits of minutes. Perhaps it is unrealistic to compile minutes for every meeting on your calendar, but you should consider taking and distributing minutes for any project team meeting. Taking and distributing meeting minutes is one such goal that often falls by the wayside. In the real world, however, few of us consistently and simultaneously achieve these goals. Our ideal selves keep our desks organized, meet or exceed deadlines, and answer every email. Use the format outlined here to get all the benefits of minutes without the drawbacks.
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Distribute minutes for project team meetings to ensure the scope is recorded and communicated.