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Internal Team Meeting MoM

mom
PMC-MTG-MOM-006·v1.0-beta·⚠ Beta — review before use

This template is used to record the minutes of internal team meetings, like your daily huddle or weekly internal review. It helps track who is responsible for what and by when, ensuring everyone is on the same page and there is a proper record of decisions.

ReferencesCPWD Works Manual (Chapter on Project Management & Documentation)ISO 9001:2015 (Clause 7.5 Documented Information, Clause 8.1 Operational Planning and Control)FIDIC Conditions of Contract (General principles of record-keeping and communication, e.g., Sub-Clause 1.3)
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📍 When to use this template
  • After any internal project team meeting (e.g., daily stand-up, weekly review, resource planning session) to formally document discussions and decisions.
  • Typically circulated within 24 hours of the meeting to all attendees for review and confirmation.
  • Filled by the designated meeting coordinator, often a project engineer or planner, and reviewed by the Project Manager.
Sections & fields
Preview of the template structure. Download Excel to fill on site.
1Header & Meeting Details8 fields
Project Name
_____________
Contract / Package No.
_____________
MoM Reference No.
_____________
Date of Issue
_____________
Meeting Date & Time
_____________
Meeting Location / Platform (e.g., Site Office, MS Teams)
_____________
Prepared By (Name & Designation)
_____________
Approved By (Name & Designation)
_____________
2Attendees & Distribution List3 fields
Attendees (Name, Designation, Department)
_____________
Absentees with Reason (Name, Designation)
_____________
Distribution List (To, Cc)
_____________
3Meeting Agenda3 fields
Agenda Item No.
_____________
Topic
_____________
Presented By
_____________
4Review of Previous MoM Action Points7 fields
Previous MoM Ref. No.
_____________
Action Point ID
_____________
Action Item from Previous Meeting
_____________
Responsible Person (RP)
_____________
Original Target Date
_____________
Update / Current Status
_____________
Remarks / Reason for Delay
_____________
5Discussions, Decisions & Action Items7 fields
Sr. No.
_____________
Agenda Item Ref.
_____________
Subject / Discussion Summary
_____________
Decision Taken / Action Point
_____________
Responsible Person (RP)
_____________
Target Date for Completion
_____________
Current Status (Open/Closed/In Progress)
_____________
6Key Issues, Hindrances & Escalations5 fields
Sr. No.
_____________
Issue / Hindrance Description
_____________
Impact (Schedule/Cost/Quality/Safety)
_____________
Proposed Mitigation / Action Required
_____________
Support Required From (Department/Person)
_____________
7Next Meeting Details3 fields
Next Meeting Date & Time
_____________
Proposed Agenda for Next Meeting
_____________
Location / Platform
_____________
💡 Sample filled excerpt
Section: Discussions, Decisions & Action Items
Sr. No.: 3
Subject: Delay in reinforcement steel delivery for Tower B raft.
Action Point: Expedite delivery of 25mm TMT bars. Coordinate with supplier 'Gupta Steel' for immediate dispatch of 20 MT.
Responsible Person (RP): Mr. R. Singh (Procurement Manager)
Target Date: 28-JUL-2024
⚖ Compliance notes
  • Serves as a critical internal record for project control and can be used as supporting documentation during internal/external audits or dispute resolution.
  • Demonstrates organized project management and communication protocols, a best practice under ISO 9001:2015 (Quality Management Systems).
  • While not a statutory requirement, maintaining these records is a fundamental principle of good project governance as outlined in the CPWD Works Manual.
  • Helps in tracking resource allocation, task delegation, and accountability within the project team.
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