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Templates / Projects and agile

Project working meeting

Project meeting notes template

Project meeting notes should capture what the team worked through: which tasks are late or at risk, what is waiting on whom, the decisions made and who made them, and new action items with owners and dates. A project working meeting is for the people doing the work, so the notes focus on tasks and dependencies rather than the overall health report a stakeholder status meeting covers.

Best forProject teams of 3 to 8 working through tasks together, weekly or as needed

Meeting length45 to 60 minutes

SectionsSession goal, open tasks, dependencies, working notes, decisions, parking lot, action items

FormatsGoogle Docs, Word, Notion, Markdown

Word Markdown

Project meeting notes: [project].docx

Project meeting notes: [project]

Project Date Attendees Session goalWhat this meeting needs to settleNotes by

Open tasks

Task	Owner	Due	Status	Note
			At risk / Late / Blocked / Not started

Dependencies

Waiting for	From	Needed by	Blocks	Chased by
	Person, team or vendor		Which task

Working notes

Topic: what was discussed, what was agreed or left open

Decisions

Decision. Made by:

Parking lot

Topic	Goes to
	Person or meeting

Action items

ID	Item	Owner	Due	Done looks like

Word MarkdownPastes into Google Docs, Word or Notion with headings and tables intact.

Word Markdown

Project meeting agenda.docx

Project meeting agenda

Project Date Time45 to 60 minFacilitatorProject managerNotes by

Item	Owner	Time	What we need to leave with
Session goal and last meeting's action items	Project manager	5 min	Goal agreed, each open item checked
Tasks that are late or at risk	Task owners	15 min	A new date or a plan for each
Dependencies	Project manager	10 min	Each dependency has a chaser and a needed-by date
Working topic:		15 min	A decision, or who decides and by when
Parking lot, decisions and action items read-back	Notes taker	5 min	Every item has one owner and a date

Word MarkdownPastes into Google Docs, Word or Notion with headings and tables intact.

Calder & Webb office move, project meeting

Filled-in example

Calder & Webb office move, project meeting

ProjectOffice move to 400 Lakeview Drive, Suite 310 (move day Saturday, November 21)DateTuesday, October 27, 2026, 10:00 to 10:50 amAttendeesHelen Calder (partner), Josh Reilly (office manager, runs the project), Amira Haddad (IT contractor), Pete Lund (facilities)Session goalAgree the move-weekend order for IT and furniture, and sort out the internet install dateNotes byAmira Haddad

Open tasks

Task	Owner	Due	Status	Note
Sign lease addendum for parking spaces	Helen	Oct 23	Late	Landlord sent a revised copy Oct 26. Helen is reading it.
Furniture delivery to the new office	Josh	Nov 18	At risk	Supplier says the week of Nov 16, no day given
Notify clients of the new address	Josh	Nov 2	Not started	Email is drafted. Waiting on the landlord to confirm the suite number in writing (310 on the floor plan, 312 on the lease).
Box labeling plan	Pete	Nov 6	At risk	Draft shown today. Needs room numbers from the landlord's floor plan.

Dependencies

Waiting for	From	Needed by	Blocks	Chased by
Internet line installed	Internet provider	Nov 13	Moving the server and phones	Amira
Final suite number confirmed in writing	Landlord	Oct 30	Client notice, new letterhead	Josh
Freight elevator booking for move day	Building management	Nov 6	Movers' schedule	Pete
Movers' insurance certificate	Moving company	Nov 13	Building access on move day	Pete (needs confirming that the building wants it before Nov 13)

Working notes

Move-weekend order: IT packs Friday Nov 20 from 3:00 pm. Movers start Saturday 8:00 am. IT sets up Saturday afternoon. Everyone tests their own desk Sunday Nov 22 by noon.
Internet: the provider's earliest install is Nov 13, leaving one week of buffer. Amira suggested a backup mobile hotspot in case the line isn't live by Monday Nov 23.
Furniture: if delivery lands after Nov 21, staff use folding tables for up to a week. Helen is fine with that, but the client meeting room must be furnished first.
Paper files: 14 cabinets. Not decided whether to scan or move closed client files from before 2019. Moved to the parking lot.

Decisions

The office closes at 3:00 pm on Friday, November 20. Made by: Helen.
If furniture arrives in more than one delivery, the client meeting room is set up first. Made by: Helen.
Buy a backup mobile hotspot, up to $150. Made by: Helen.

Parking lot

Topic	Goes to
Scan or move closed client files from before 2019	Helen and Josh, separate meeting the week of Nov 2
Cleaning contract for the new office	Josh, get quotes after the move

Action items

ID	Item	Owner	Due	Done looks like
M1	Get a written install date and time window from the internet provider	Amira	Oct 29	Confirmation email saved in the project folder
M2	Book the freight elevator for Nov 21, 7:30 am to 2:00 pm	Pete	Nov 6	Confirmation from building management
M3	Return the signed lease addendum	Helen	Oct 30	Landlord has the signed copy
M4	Get a delivery day from the furniture supplier	Josh	Oct 30	A confirmed day, or raised with Helen if none
M5	Order and test the backup hotspot at the new office	Amira	Nov 13	Hotspot works in Suite 310

Calder & Webb and everyone named here are a fictional sample.

Best forProject teams of 3 to 8 working through tasks together, weekly or as needed

Meeting length45 to 60 minutes

SectionsSession goal, open tasks, dependencies, working notes, decisions, parking lot, action items

FormatsGoogle Docs, Word, Notion, Markdown

What to write in each section

Session goal

One sentence on what this meeting needs to settle. Without it, a working session turns into a tour of the task list.

"Agree the move-weekend order for IT and furniture" rather than "office move catch-up".

Open tasks

Only tasks that are late, at risk or need discussion. Skip anything on track; it's already in your project tool.

Dependencies

What is waiting on what, from whom, and the date you need it by. Include outside parties like vendors, landlords and other teams. This is where most project slips start, so name who chases each one.

Working notes

Short notes on each topic you worked through, ending with what was agreed or what is still open. Not a transcript.

Decisions

Each decision on its own line, with who made it (how to write meeting minutes shows how to word them). You can build a project decision log straight from this section.

Parking lot

Topics raised that don't belong in this session. Each one goes to a specific person or meeting, or it will come up again next week.

Action items

One owner, a due date, and what done looks like.

When to use this template

Your project has a status meeting for stakeholders, but the people doing the work still need time to sort out tasks together.
Tasks stall because someone is waiting on someone else and nobody noticed.
Decisions get made in working sessions and nobody can find them a month later.

Questions people ask

How is a project meeting different from a project status meeting?: A status meeting reports to stakeholders on milestones, risks and decisions needed. A project meeting is a working session for the people doing the work: tasks, who is waiting on whom, and how to get it done. Many projects run both, the working session weekly and the status meeting every two weeks.
Should project meeting notes go in the project management tool?: Put action items where the team already tracks work, so they don't live in two places. Keep the notes document for working notes, decisions and the parking lot, and link to it from the tasks it created.
Who keeps the project decision log?: The project manager owns it, but the fastest way to build it is from meeting notes: copy each line from Decisions with the date and who made it. When someone asks later why something was done, the date leads straight back to the notes.

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