We often talk about the highlight report as being one or two pages long giving literally the highlights of the project since the last report.
There is an interesting contrast with minutes of project meetings. This was brought home during a project management course last year. One person said that they provided one to two page highlight reports but said that the minutes of project meetings took ages to produce and were 5 or 6 pages long.
Our survey showed…..
A quick survey of people who attended some of our project management courses suggested that:
• very few had received any training in the writing of minutes but yet those that had written them, had spent a long time doing so
• not many thought the minutes had very much value
• all project meetings had some sort of record produced afterwards – mostly minutes
The few exceptions to project minutes were project action points. These are simple one to two pages long with three columns:
• area discussed
• action to take
• person who owns the action and by when
This approach could save valuable project time
Groups really liked this approach feeling it would have a real benefit to projects as well as saving valuable project time. It was also seen as a document that would serve all team members alongside project executives.
So, the key issue for you is this; what records do you produce from your project meetings and how useful is it? Do let me have your views.