In today’s fast-paced project environments—especially in construction management—clear communication is key. Meeting minutes serve as the official record of your meetings, capturing details regarding topics discussed, decisions made, and action items assigned. Using Procore’s Meetings tool, teams can efficiently convert meeting agendas into minutes and then distribute these minutes via email to all stakeholders. This process helps everyone stay on the same page and reduces the risk of miscommunication or unanswered questions after the meeting has ended.
Meeting minutes not only ensure transparency but also help with future reference, accountability, and compliance. With a cloud-based platform like Procore, all your meeting records are securely stored, searchable, and easily accessible.
Meeting minutes are more than just a written record. They:
Provide Clarity and Accountability: By recording who is responsible for each action item, meeting minutes provide clear accountability. Everyone knows what tasks they are responsible for and the deadlines by which they need to complete them.
Enhance Communication: When minutes are distributed after a meeting, they serve as a reminder to attendees as well as a briefing document to inform absent participants.
Document Important Decisions: All critical decisions made during a meeting are recorded, ensuring that future reference is available if there is any dispute or need for clarification.
Improve Efficiency: With meeting minutes, you can avoid repetitive discussions by carrying forward unresolved items to the next meeting, making it easier to track progress over time.
Create a Legal Record: In industries that require compliance and documentation, meeting minutes provide a vital audit trail for decisions and actions taken during a meeting.
Before you add meeting minutes in Procore, ensure you meet the following prerequisites and permissions:
User Permissions:
Meeting Mode:
Existing Agenda Items:
Now that you are familiar with the prerequisites, let’s review the step-by-step process for adding meeting minutes in Procore. Follow these instructions to effectively document your meeting proceedings:
Log in to Procore:
Use your Procore credentials to log in to the platform. Make sure that you have the necessary permissions to access the Meetings tool.
Access the Project’s Meetings Tool:
Navigate to the specific project where you want to add meeting minutes. From the project navigation menu, select the “Meetings” tab. This module consolidates all scheduled meetings, agendas, and minutes.
Select the Meeting:
Scroll through the list of meetings to find the one you want to add minutes for. The meeting list typically displays basic information, such as date, title, and meeting state.
Check the Meeting State:
Confirm whether the meeting is already in ‘Minutes’ mode. If it isn’t, you must convert it from 'Agenda' mode to 'Minutes' mode. For conversion, look for a “Convert to Minutes” option typically available next to the meeting item.
If the meeting is still in agenda format:
Click “Convert to Minutes”:
Once you’ve located the meeting, click the appropriate button to switch the meeting state. This conversion allows the meeting to be enhanced with official minutes, tracking discussion outcomes and decisions made in real-time.
Verify the Mode Change:
After conversion, re-check the ‘State’ column on the Meeting Agenda/Minutes page to ensure that it now displays ‘Minutes’. This confirmation indicates that you can now proceed to enter and edit meeting minutes.
Each meeting item typically has an “Official Documented Meeting Minutes” section. In this section, you can add all the discussions, decisions, and notes relevant to that agenda item.
Click in the Editing Field:
Within the “Official Documented Meeting Minutes” section of a particular agenda item, click to enter editing mode. This field functions as a simple text editor where you can type in your notes.
Enter Your Meeting Minutes:
Provide a detailed account of the discussions:
Save Your Input:
Once you have finished entering the meeting minutes for that specific agenda item, click the “Save” button. This action stores your notes within the Procore system tied to that meeting item.
Repeat for Other Items:
If the meeting includes multiple items or discussions, repeat the process for each item until all minutes are recorded.
After all relevant minutes are entered and saved:
Review the Minutes:
Double-check all your entries for accuracy. Ensure there are no errors and that all important decisions and assignments are clearly documented.
Distribute Minutes:
Use Procore’s built-in distribution options to send the finalized meeting minutes. Minutes can be sent via email to scheduled attendees, ensuring that everyone receives a copy. There is typically an option labeled “Distribute Minutes” or “Redistribute Minutes” if updates have been made since initial distribution.
Download as PDF (Optional):
For additional record-keeping and offline reference, consider downloading the meeting minutes as a PDF. This functionality is particularly useful for archiving important meeting decisions.
Recording meeting minutes is not just about filling in text boxes; it’s about creating a clear and actionable record of a meeting. Here are some best practices to help you improve the effectiveness of your meeting documentation in Procore:
Pre-Set the Agenda:
Prepare a detailed agenda before the meeting, and ensure that it is distributed among the attendees. A well-organized agenda is the backbone of effective meeting minutes.
Know the Stakeholders:
Identify the key participants and decision-makers ahead of time. Make sure that all necessary team members have the required permissions to access and edit meeting minutes.
Use Clear Language:
Write in clear, simple language that everyone on the team can understand. Avoid jargon unless it’s common knowledge among all participants.
Be Concise:
While it’s important to be detailed, try to avoid overly lengthy descriptions. Summarize discussions with a focus on the outcomes and decisions.
Follow a Standard Format:
Use a consistent format for meeting minutes. In Procore, each agenda item typically has an associated minutes field. Stick to a similar structure every time: discussion summary, decisions, action items, and follow-up deadlines.
Use Bullet Points:
Bullet points can help break down information into digestible parts, making it easier for team members to read and understand.
Assign Action Items Clearly:
Each task or follow-up action should be accompanied by the name of the person responsible, the deadline, and any relevant details. This ensures accountability.
Follow-Up on Incomplete Items:
At the start of subsequent meetings, revisit any action items that remain incomplete. Updating the minutes with progress on these items can help maintain continuity.
Timely Distribution:
Distribute the final meeting minutes as soon as possible after the meeting. Prompt distribution ensures that all team members are reminded of their action items while the discussion is still fresh in their minds.
Solicit Feedback:
Encourage team members to provide feedback on the minutes. If something is unclear or if decisions need further clarification, team feedback can help refine the documentation process.
Procore’s Meetings tool doesn’t stand alone—it integrates with other project management and collaboration tools.
Linking Action Items to Tasks:
In Procore, action items from your meeting minutes can be directly linked to tasks. This integration helps create a seamless workflow where recorded tasks appear in the “My Open Items” list of the assigned individuals.
Tracking Progress:
As team members update the status of tasks, you can track progress against the meeting minutes, ensuring that all action items are completed on schedule.
Attachments and File Sharing:
When discussing specific documents, drawings, or submittals during a meeting, you can attach these files directly to the relevant meeting item. This keeps all resources in one place, making it easier for stakeholders to review and reference.
Using PDF Exports:
The option to download and export meeting minutes as PDF files is useful for creating archived records or for sharing with external stakeholders who might not have direct access to Procore.
Even with a user-friendly interface, users may encounter certain issues when adding meeting minutes in Procore. Here are some common challenges and their solutions:
Issue:
Sometimes the meeting may remain in the ‘Agenda’ mode, preventing the addition of official minutes.
Solution:
Double-check your permissions. Ensure that you have the necessary admin or “Manage Meeting Items” permissions to convert the meeting. If permissions are correct, try refreshing the page and attempt the conversion again.
Issue:
If the minutes are not saved properly, team members might lose important information.
Solution:
Always ensure that you click the “Save” button after entering text. It’s also a good habit to periodically copy your text to a local document as a backup, especially if you’re entering a large amount of data.
Issue:
Sometimes meeting minutes might contain errors or omissions.
Solution:
Review the minutes immediately after the meeting. If changes need to be made, use the “Edit” functionality in Procore. You can redistribute the updated minutes to ensure all stakeholders have the correct information.
Issue:
Some users might not receive the distributed meeting minutes.
Solution:
Verify that all intended recipients are included in the meeting’s scheduled attendees list. Also, check that email notifications are enabled. If problems persist, contact your administrative support team for further troubleshooting.
Here are some final tips to help you maximize the efficiency of your meeting minutes process in Procore:
Prepare a Template:
Establish a meeting minutes template to use for every meeting. A template can standardize the way you capture information, making it easier for everyone to follow along.
Assign a Note-Taker:
Designate one person to take the minutes during every meeting, so that all discussions are captured accurately while others can focus on participating actively in the meeting.
Use Clear Section Headings:
Break the minutes into clear sections—such as “Discussion Summary,” “Decisions Made,” and “Action Items” —to facilitate easy reading and accountability.
Review Past Minutes:
Before your next meeting, review the previous meeting minutes. This helps in preparing updates and demonstrating progress on previous action items.
Ensure Mobile Access:
Procore’s mobile capabilities allow you to update meeting minutes on the go. Utilize the mobile app so that even when you are offsite, you can add or review meeting minutes instantly.
Train Your Team:
Regularly train or refresh your team’s knowledge on using Procore’s Meetings tool. Familiarity with the software ensures that meeting minutes are captured effectively and that everyone understands how to access and update them.
Monitor Compliance:
In projects where meeting minutes are critical for compliance or legal reasons, establish a monitoring process. Audit your meeting minute records periodically to ensure accuracy and completeness.
Adding meeting minutes in Procore is a straightforward process provided you have the right permissions and understand the workflow. With the ability to convert meetings from agenda mode into minutes mode, record detailed notes, assign action items, and distribute the final document to all stakeholders, Procore streamlines what often can be a cumbersome task.
By following the steps outlined in this blog post—from navigating the Meetings tool and converting the meeting mode to entering detailed minutes and distributing them—you can ensure that your projects stay on track and all team members are fully informed and accountable for their tasks. Moreover, incorporating best practices such as using standardized templates, assigning a dedicated note-taker, and integrating minutes with task management and document control enhances overall project efficiency.
Remember that meeting minutes are not just an administrative requirement—they are a valuable asset for maintaining transparency, ensuring follow-through on decisions, and facilitating smooth communication across your teams. With consistent application of these practices in Procore, you can save time, reduce rework, and improve project outcomes significantly.
We hope this guide has clarified the process of adding meeting minutes in Procore, and that you feel empowered to streamline your meeting documentation process. By leveraging Procore’s full suite of tools, you can create an efficient communication environment that supports timely decision-making and fosters collaboration among all members of your project team.
Happy meeting documenting!
For additional help or advanced features related to Procore’s Meetings tool, consider exploring the following resources:
Adopting these resources will not only help you master the process of adding meeting minutes in Procore but also encourage you to utilize other powerful features of the Procore platform. Whether you’re a seasoned project manager or a new user, these tips and best practices will greatly enhance your efficiency and communication on every project.
By following the steps, best practices, and additional tips outlined above, you can confidently add, manage, and distribute meeting minutes in Procore, ensuring that all important decisions and action items are documented and tracked effectively. With consistent use, your project teams will benefit from clear, accountable, and actionable communication that drives success from the first meeting to project completion.
Feel free to share this post with your team, and let us know if you have any questions, insights, or additional tips in the comments below. Happy PM-ing, and may your meetings always be productive and your minutes always complete!