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Writing concise meeting minutes

As a project manager, I’ve always found value in writing concise meeting minutes following any significant discussions. These minutes serve as essential tools for collaboration, communication, and coordination. They ensure that the issues, actions, decisions, and reasoning behind them are clearly documented. This written record is crucial, not just for tracking progress but also for future reference. It becomes an audit trail, offering transparency and accountability that can be vital when reviewing decisions, justifying expenditures, or understanding past choices.

One key aspect I focus on in my notes is going beyond a simple to-do list. While a list of tasks is important, it only tells half of the story. The true value comes from capturing the ‘why’ behind the tasks. Understanding why a decision was made is just as important as knowing what the decision was. For example, instead of simply noting, “please do X,” I aim to capture the full context: “We discussed Y and decided that X will be implemented for Z reason.” This additional context ensures that if the task or decision needs to be revisited later, we can trace back to the logic behind it.

One of the driving forces behind this approach is rooted in my belief in the power of documentation. In my earlier career, I was taught that “if it’s not written down, it didn’t happen.” Having clear, written records is an important principle in project management and leadership. It fosters accountability, trustworthiness, and clarity—essential qualities when managing projects on behalf of stakeholders. It also ensures that any decisions made are transparent, objective, and factual. While I fully recognize the value of confidentiality in coaching, where personal and private conversations are key, the documentation of project outcomes, timelines, budgets, and specifications must be transparent to maintain the integrity of the process.

Another important reason for maintaining clear documentation is the fast-paced environment in which we work today. Many teams are juggling numerous tasks, responding to a constant stream of emails, messages, and attending multiple meetings each day. In such a fast-moving context, it’s easy for individuals to forget the details of previous discussions. For example, someone might attend five meetings in a single day and by the time they return to the next meeting, they have little recollection of what was agreed upon or why it was important. In these circumstances, having a succinct, one-page summary of the key points discussed and the decisions made is incredibly useful. It ensures everyone is on the same page and can quickly get up to speed on the project’s current status without needing to sift through piles of email threads or meeting notes.

Ultimately, clear, concise meeting minutes not only serve as an essential reference for tracking progress but also help maintain focus and clarity within teams. They provide context for decisions, foster transparency, and ensure that busy professionals can quickly reconnect with the project’s trajectory, making it easier to stay aligned and move forward effectively.

Tim HJ Rogers, Coach, Consultant, Change-Manager
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