1. EE400D DOCUMENTATION INSTRUCTIONAL SERIES MEETING MINUTES

2. Meeting Minutes are an indispensable tool to help the management of a project. They provide: Record of what meeting is being held. Record of meeting time, location, and attendees. Record of discussion of “Old Business” topics. Record of discussion of “New Business” topics. Record of task assignments. Tentative agenda for next meeting.

3. WHAT MEETING IS BEING HELD? The first step is to record what meeting is taking place: Full name of project or division that is holding the meeting. List of meeting attendees with job titles Name attendee taking/preparing meeting minutes. Location of the meeting. Time of the meeting.

4. TESLA SAMPLE: Compact Format Simple expansion of format could improve readability.

5. PATHFINDER SAMPLE: Good layout and information Attendees should have job titles listed.

6. DISCUSSION OF OLD BUSINESS Outline format listing topics, subtopics, tasks, assignees, and statuses: Topic Name Subtopic Task 1 Due Date Status Update Date Assignee Status

7. OLD BUSINESS SAMPLE:

8. DISCUSSION OF NEW BUSINESS Outline format listing topics, subtopics, tasks, assignees, and statuses: Topic Name Subtopic Task 1 Due Date Status Update Date Assignee Status

9. NEW BUSINESS SAMPLE: New – Each team member should have at least one item. The team members name should be attached to the item(s) and placed in bold type.

10. ACTION ITEM LIST Table Format with columns for: Action Item Number Assignee Due Date Status Status Change Date Comments

11. ACTION ITEMS SAMPLE: Table format is good Needs: Status Column Status Change Date Column Comment Column New – Status Column

12. NEXT WEEK’S AGENDA Tentative Schedule of anticipated discussion points for the next week’s meeting. Outline format listing topics, subtopics, tasks, assignees, and statuses: Topic Name Subtopic Task 1 Due Date Possible Assignee

13. NEXT WEEK’S AGENDA SAMPLE:

14. HOW TO RUN THE MEETING Follow outline given in this document: Bring meeting to order and take attendance, note meeting start time and location. Begin discussing old business items. Discuss new business items. Assign Action item tasks Briefly discuss the agenda for the next meeting Note meeting end time Keep everyone on task!

15. SOME RESOURCES: 6 Key Tips for Running Effective Project Meetings: http://www.projectsmart.co.uk/6-key-tips-for-running-effective-project-meetings.php Improving Your Productivity by Running More Effective Project Meetings: https://redbooth.com/blog/improve-productivity-run-effective-project-meetings Run a Decisive Project Meeting: http://business.time.com/2012/04/17/run-a-decisive-project-meeting/