Project Meeting Minutes are essential documents in Swiss business practice, used to record and formalize the proceedings of project-related meetings. These documents are particularly important under Swiss law, where proper business documentation is required under the Code of Obligations (OR/CO). The minutes serve multiple purposes: they document attendance, capture key discussions and decisions, assign responsibilities, and provide a legal record of project governance. They are typically used throughout the project lifecycle, from inception to closure, and are crucial for both operational efficiency and legal compliance. The document should be prepared promptly after each meeting and distributed to all relevant stakeholders for review and approval. In the Swiss business context, Project Meeting Minutes often form part of the official project documentation and may be required for audit purposes, dispute resolution, or regulatory compliance.
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1. Meeting Information: Basic details including date, time, location, project name, and meeting reference number
2. Attendees: List of all present and absent participants, including their roles and organizations
3. Agenda: Numbered list of topics discussed during the meeting
4. Previous Actions Review: Status update on action items from previous meeting
5. Discussion Points: Detailed record of key points discussed for each agenda item
6. Decisions Made: Clear documentation of all decisions reached during the meeting
7. Action Items: List of tasks assigned, including responsible persons and deadlines
8. Next Meeting: Date, time, and location of the next scheduled meeting
1. Executive Summary: Brief overview of key points and decisions - useful for longer meetings or when required by senior management
2. Risk Register Updates: Documentation of any new risks identified or changes to existing risks - include when risk-related discussions occur
3. Budget Discussion: Financial updates and decisions - include when financial matters are discussed
4. Quality Review: Updates on quality-related matters - include when quality issues are discussed
5. Technical Discussion: Detailed technical points - include when significant technical discussions take place
1. Attendance Register: Signed sheet confirming attendance, with names and signatures of all participants
2. Presentation Materials: Copies of any presentations or materials shown during the meeting
3. Updated Project Timeline: Current project schedule reflecting any changes discussed in the meeting
4. Supporting Documents: Any referenced documents, reports, or materials discussed during the meeting
5. Photos/Screenshots: Visual documentation if relevant (especially for construction or design projects)
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