Progress meeting record template

Before you start

Use for a project progress or schedule review meeting. Circulate the draft for factual correction and issue it through the project's agreed document-control procedure.

• Agenda, meeting date and participant roles
• Current schedule and previous action log
• Submitted progress, change and risk updates
• Decision authority and distribution list

How to use it

Review the previous commitments

Start with actions due since the last meeting. Close an item against evidence, or record a revised commitment and its reason.

Separate discussion from decisions

Capture the schedule revision and evidence considered. State which decisions were made, by whom, and which matters remain subject to review.

Issue a usable record

Give every action an identifier, deliverable, owner and due date. Record the issue date, correction window and distribution required by the project procedure.

Fields included

• Meeting date / location / reporting period
• Participants and decision-making roles
• Schedule revision / records reviewed
• Previous actions closed or carried forward
• Progress, constraints and interface discussion
• Decisions / authority / supporting reference
• New actions / owner / due date
• Open questions / next meeting / issue and distribution

A decision with an accountable next step

Illustrative example: the team agrees to review an alternate testing sequence. The minutes record that no baseline change is approved. Action A-014 requires the scheduler to submit the proposed logic and milestone comparison by the agreed date, with the owner's reviewer responsible for disposition.

Before issue

• Decisions are distinguished from proposals and discussion.
• Actions describe a deliverable and one accountable owner.
• Closed actions have a completion reference.
• Corrections and final issue status are traceable.

Practice references

• UFGS 01 32 01.00 10, Project Schedule, August 2026

Original Kairos working templates informed by common project-controls practice. Adapt them to your contract, project procedure and approval authority. They are not official standards-body forms or a certification of compliance.

Keep learning

• Look-ahead schedule
• Monthly schedule update