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Weekly Progress Meeting MoM

mom
PMC-MTG-MOM-004·v1.0-beta·⚠ Beta — review before use

This is the standard format for recording the minutes of the weekly progress review meeting. It captures what was discussed, who is responsible for what action, and by when, for circulation to all stakeholders.

ReferencesFIDIC Red Book (1999) Sub-clause 4.21 [Progress Reports]CPWD Works Manual 2019, Chapter 19 [Project Monitoring and Control]IS 15883 (Part 1):2009 [Construction Project Management - Guidelines]BOCW (Building and Other Construction Workers) Act, 1996
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📍 When to use this template
  • After every weekly progress meeting involving the Client, Consultant, PMC, and key Contractors.
  • Prepared and circulated within 24-48 hours of the meeting to ensure timely action.
  • Typically filled by the PMC's Project Coordinator or Site Engineer, then 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.
_____________
Meeting No.
_____________
Meeting Date & Time
_____________
Meeting Location (Physical/Virtual)
_____________
Prepared By (Name & Designation)
_____________
Approved By (Name & Designation)
_____________
2List of Attendees5 fields
Sr. No.
_____________
Name
_____________
Designation
_____________
Organisation (Client/PMC/Consultant/Contractor)
_____________
Email / Contact No.
_____________
3List of Absentees (with apologies)4 fields
Sr. No.
_____________
Name
_____________
Designation
_____________
Organisation
_____________
4Review of Previous MoM Action Points6 fields
Item Ref. (Prev. MoM No. & Item No.)
_____________
Action Point Description
_____________
Responsibility
_____________
Original Target Date
_____________
Current Status (Open/Closed/Ongoing)
_____________
Remarks / Reason for Delay
_____________
5Progress Review & Look Ahead Plan8 fields
Discipline (e.g., Civil, Structural, MEP, Finishes)
_____________
Planned Progress % (as per schedule)
_____________
Achieved Progress % (current week)
_____________
Cumulative Progress %
_____________
Slippage / Lead (%)
_____________
Key Activities Completed (Last Week)
_____________
Key Activities Planned (Next Week)
_____________
Resource Deployed (Manpower/Machinery)
_____________
6Key Discussions, Hindrances & Decisions7 fields
Sr. No.
_____________
Issue / Hindrance Description
_____________
Impact (Cost/Time/Quality)
_____________
Discussion Summary
_____________
Decision Taken / Action Required
_____________
Responsibility (for resolution)
_____________
Target Date
_____________
7HSE & Quality Observations7 fields
Sr. No.
_____________
Observation Type (Safety Violation / Quality Non-Conformance / Housekeeping)
_____________
Location / Grid Reference
_____________
Observation Details
_____________
Corrective Action Required
_____________
Responsibility
_____________
Target Date
_____________
💡 Sample filled excerpt
Section: Key Discussions, Hindrances & Decisions
Sr. No.: 04
Issue / Hindrance Description: Delay in receiving GFC drawing for Tower B, 5th floor slab from Architect.
Decision Taken / Action Required: Architect to release the final GFC drawing. PMC to escalate to Client's Head of Design if not received by target date.
Responsibility: Lead Architect
Target Date: 25-Jul-2024
⚖ Compliance notes
  • Fulfills contractual obligations for regular progress reporting and record-keeping (often in General/Special Conditions of Contract).
  • Serves as a primary record for substantiating claims for Extension of Time (EOT) under FIDIC Sub-clause 8.5 or equivalent contract clauses.
  • Provides documented evidence of instructions and decisions, crucial during contract administration and dispute resolution.
  • Acts as an official record for tracking compliance with safety observations as per BOCW Act, 1996 and site safety plan.
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