PMO-05.11 Phase 05: Executing

Meeting Minutes

محضر الاجتماع

tasleemat asset PMO-05.11 template --lang en

Deliverable Summary & Governance Boundaries

Lifecycle Phase Alignment

Phase 05: Executing

Sizing Tier Requirements

Validation Contract

This deliverable conforms to a strict companion Draft 2020-12 JSON Schema for automated structural and semantic validation.

tasleemat validate PMO-05.11 ./completed_data.json

Template Markdown (Bilingual)

<!-- LLM INSTRUCTIONS: Fill in the [ Add details... ] placeholders based on project context.

Context and Definition:
Meeting minutes are the record of what a meeting decided, written so that
somebody who was not in the room can act on it. They are not a transcript.
What makes a record of a meeting worth keeping months later is entirely what
cannot be reconstructed from memory: the decisions, and the actions with
their owners and dates. The discussion is recorded for a narrower reason,
which is that a decision with no recorded reasoning gets relitigated by
the next person who cannot see what was weighed. The attendee list is not
administrative either, since it is what tells a reader whose agreement a
decision carries.

It can receive information from:
*   Decision log
*   Action items already assigned
*   Risk audit, when a meeting is convened about a risk

It provides information to:
*   Decision log, once something is agreed
*   Action items, once something is assigned
*   Lessons learned register
*   Project communications plan

Tailoring Tips:
*   Write the decisions, not the discussion. Most of what was said has no
    bearing on what was agreed, and minutes that record the speech cannot be
    read later.
*   Name an owner and a date or write nothing. An action item without both is
    a topic for the next meeting, and topics accumulate.
*   Record the disagreement too. A decision taken over an objection is a
    decision somebody will reopen, and the objection is the part that tells
    you when it matters.

Alignment:
The meeting minutes should be aligned and consistent with:
*   Decision log
*   Action items, where a decision becomes an assignment
*   Project status report, because decisions change what is reported

Section Instructions:
*   Meeting Objective: what the meeting was called to settle, then who was
    there, then the matters discussed with their reasoning, then what was
    agreed.
*   Action Items: one row per assignment, with the owner and the date.
-->

<h3 dir="ltr" align="right">{{Company_Name}}</h3>
<h2 dir="ltr" align="right">{{Project_Name}} - {{Project_ID}}</h2>
<h1 dir="ltr" align="center">MEETING MINUTES</h1>

| **Date Prepared:** {{Current_Date}} | **Project Manager:** {{Project_Manager_Name}} | **Prepared By:** {{Prepared_By}} |
| :--- | :--- | :--- |

---

## Meeting Record

### Meeting Objective

[ Add details... ]

---

### Attendees

[ Add details... ]

---

### Key Discussion Points

[ Add details... ]

---

### Decisions Made

[ Add details... ]

---

## Action Items

| Action | Owner | Due Date | Status |
| :--- | :--- | :---: | :---: |
| [ Add details... ] | [ Add details... ] | [ .... - .... - .... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ .... - .... - .... ] | [ Add details... ] |
| [ Add details... ] | [ Add details... ] | [ .... - .... - .... ] | [ Add details... ] |

---

### Sign-off and Approvals

| Role | Name | Signature | Date |
| :--- | :--- | :---: | :---: |
| **Meeting Chair** | {{Meeting_Chair_Name}} | _______________________ | [ .... - .... - .... ] |
| **Minute Taker** | {{Minute_Taker_Name}} | _______________________ | [ .... - .... - .... ] |
| **Project Manager** | {{Project_Manager_Name}} | _______________________ | [ .... - .... - .... ] |
---

<div dir="ltr" align="right" style="margin-top: 20px; font-size: 12px; color: #7f8c8d;">
  <span>Electronic Audit Trail: Hash SHA256: {{Audit_Trail_SHA256_Hash}}</span> <br>
  <strong>Template:</strong> MEETING MINUTES | <strong>Ref:</strong> PMO-05.11 <br>
  <i>Generated on: {{Current_Timestamp}}, by <a href="https://github.com/fakhruldeen/Tasleemat/" style="color: #7f8c8d;">Tasleemat</a></i>
</div>

User Guide & Practitioner Instructions

Tasleemat Forms Guide

Project Artifact: Meeting Minutes

Document Reference: PMO-05.11

This document provides a comprehensive, professional reference to understand the purpose and effective usage of the Meeting Minutes in alignment with the Tasleemat framework.

1. What?

Five things, in the order a reader needs them: what the meeting was called to settle, who was there, what was discussed and why, what was agreed, and what was assigned to whom by when. The last is a table because that is the only form in which an assignment survives being read a week later, when the owner and the date are the two things a paragraph has already lost.

2. Why?

Because a meeting is a decision-making device, and a decision that was not written down did not happen as far as anyone outside the room is concerned. The minutes also settle a question that comes up repeatedly, which is what was weighed. A decision taken over an objection is a decision somebody will reopen, and the objection is the part that tells you whether reopening it is reasonable.

3. When?

Written while the meeting is being held or immediately after it, not at the end of the week, because the value of the record decays with every hour it is not written down. The discussion is recorded as the reasoning, not the speech: what was said has almost no bearing on what was agreed, and a record of the speech cannot be read later.

4. Who?

Written by whoever took the notes, which is not always the chair, and approved by the chair before it is circulated. The chair signs because a minute that records a decision as agreed commits the chair to having put it to the room. The project manager signs because most of what a project meeting decides lands in the project record rather than staying in the file.

Tailoring Tips

Write the decisions, not the discussion. Most of what was said has no bearing on what was agreed, and minutes that record the speech cannot be read by anybody afterwards.
Name an owner and a date or write nothing. An action item with neither is a topic for the next meeting, and topics accumulate until the meeting is cancelled for lack of them.
Record the objection. A decision taken over a stated objection is one that will be reopened, and the objection is what tells you whether that matters this time.

Alignment & Dependencies

1. Pre-requisites & Inputs (Upstream Dependencies)

Mandatory:
- Project Management Plan (PMO-04.01.01)
- Approved Baselines (Scope/Schedule/Cost)
Optional / Contextual:
- Risk Register (PMO-04.08.02)
- Stakeholder Engagement Plan (PMO-04.10.01)

2. Downstream Dependents

Mandatory:
- Project Status Reports (PMO-06.01)
- Change Log (PMO-05.04)
- Lessons Learned Summary (PMO-07.01)
Optional / Contextual:
- Variance Analysis (PMO-06.04)
- Decision Log (PMO-05.02)

5. How?

To accurately complete the Meeting Minutes, populate the following sections based on the project context (ensuring reference to parameters.md for the general project variables):

Meeting Objective: What the meeting was called to settle, in one sentence. A purpose written after the meeting is a summary, and it is the only line that tells a reader whether anything was decided.
Attendees: Who was there, and who sent apologies. The list is not administrative: it is what tells a later reader whose agreement a decision carries, and who has to be told when the position changes.
Key Discussion Points: The matters discussed, with the reasoning recorded alongside the conclusion. A decision with no recorded reasoning is one that gets relitigated, because the next person cannot see what was weighed.
Decisions Made: What was agreed, one per entry, attributed to the meeting that agreed it. This section is the one that is read later, and anything not written here did not happen as far as the record is concerned.
Action Items: What was assigned, to whom, and by when. Written as a table because a task in a paragraph has no owner and no deadline a week later, and an action item without those two is a note.

Associated Templates

6. Reference Example

A fully completed, gold-standard reference example illustrating this artifact in practice is available:

📖 Completed Example: 05_11_Meeting_Minutes_Example.md

LLM Generation Prompt & Agent Instructions

Meeting Minutes - LLM Generation Prompt

SYSTEM INSTRUCTIONS: This document is the detailed instruction set for generating the Meeting Minutes. When asked to populate the template, follow the guidance for each section below to produce the requested content. Refer to parameters.md for the general project variables.

Context and Definition: The record of what a meeting decided, written so that somebody who was not in the room can act on it. They are not a transcript. What makes a record of a meeting worth keeping months later is entirely what cannot be reconstructed from memory: the decisions, and the actions with their owners and dates. The discussion is recorded for a narrower reason, which is that a decision with no recorded reasoning gets relitigated by the next person who cannot see what was weighed. The attendee list is not administrative either, since it is what tells a reader whose agreement a decision carries.

Alignment & Dependencies: * Pre-requisites (Inputs): * Mandatory: Project Management Plan (PMO-04.01.01), Approved Baselines (Scope/Schedule/Cost) * Optional: Risk Register (PMO-04.08.02), Stakeholder Engagement Plan (PMO-04.10.01) * Downstream Dependents: * Mandatory: Project Status Reports (PMO-06.01), Change Log (PMO-05.04), Lessons Learned Summary (PMO-07.01) * Optional: Variance Analysis (PMO-06.04), Decision Log (PMO-05.02)

Meeting Record

Meeting Objective

Instructions: What the meeting was called to settle, in one sentence. A purpose written after the meeting is a summary, and it is the only line that tells a reader whether anything was decided.