Minutes of Meeting (MoM)

Phase: Execution | Audience: Shared | Project: WEB-2026-01 Corporate Website Development

Understand it first

In simple words: Minutes of Meeting (MoM) are the written record of what was discussed, decided and assigned in a meeting, sent to all attendees within 24 hours.

Think of it like: After a family meeting about a wedding, someone writes: 'Decided: venue X. Uncle to book caterer by Friday. Aunt to send the guest list.'

When is it created?	After every important meeting (here: kickoff, 5 Oct 2026)
Who prepares it?	Project Manager
Who approves or uses it?	Circulated to attendees for correction
What happens next?	Action items are followed up until done

How it connects to other documents

Decisions are copied to the Decision Log.
Overdue actions (like late content) become issues in the Issue Log.
The rhythm is set by the Communication Plan.

The sample document

Below is the actual document for project WEB-2026-01. Read the purpose first, then go through each numbered section.

Issued by: [Your Company] Technologies Pvt. Ltd.

Purpose: Record of the kickoff meeting held with the client. Circulated within 24 hours as per the Communication Plan.

Item	Detail
Document no.	WEB-2026-01/MOM-01
Version	1.0
Date	5 Oct 2026
Owner	Project Manager
Audience	Shared with client
Phase	Execution

Item	Detail
Date and time	Mon 5 Oct 2026, 11:00–12:30
Venue	Google Meet
Chair	Project Manager
Minutes by	Project Manager

1. Attendees

Name	Role	Organisation
[Name]	Head of Marketing (sponsor)	Client
[Name]	Marketing Executive	Client
[Name]	IT Administrator	Client
[Name]	Delivery Head	Our company
[Name]	Project Manager	Our company
[Name]	UI/UX Designer	Our company

Absent: Managing Director (client).

2. Discussion

Walked through the kickoff deck: goals, scope, timeline, team and ways of working.
Client confirmed 9 Dec go-live is firm because of the January sales campaign.
Client asked whether a Careers page can be added; PM explained it needs a change request.
Client IT confirmed the domain is registered with a local registrar; access to be shared.

3. Decisions

#	Decision	Made by
1	Weekly status call every Tuesday at 11:00	Both
2	Marketing Executive is the single point of contact and consolidates feedback	Head of Marketing
3	The Managing Director will preview the home page design before sign-off	Head of Marketing
4	Careers page to be raised as a change request, not added informally	Both

4. Action items

ID	Action	Owner	Due	Status
A1	Share logo files and brand guidelines	Marketing Executive	9 Oct	Done
A2	Share domain registrar and DNS access	IT Administrator	9 Oct	Done
A3	Send content template for all pages	Content Writer	7 Oct	Done
A4	Return completed page content	Marketing Executive	16 Oct	Overdue
A5	Schedule requirement workshop	Project Manager	6 Oct	Done
A6	Send portfolio project images	Marketing Executive	16 Oct	Done

Next meeting: requirement workshop, Wed 7 Oct 2026, 11:00.

WEB-2026-01/MOM-01 · v1.0 · Shared with client. Bracketed items such as [Client Name] are placeholders.

Key takeaways

Every action needs an owner and a due date.
Record decisions clearly so nobody can say 'I never agreed'.
Send within 24 hours while memory is fresh.

Common mistakes to avoid

Writing a long story instead of decisions and actions.
Action items with no owner.
Never following up on the actions.

Next lesson: 25. Design Sign-off Form