Procedure: Maintenance of Minutes of Meeting ( MoM ) Register for Client Site Meetings  


1. Purpose  

To ensure proper documentation, traceability, accountability, and communication of all discussions, decisions, and action points arising out of meetings conducted with clients at site.  


2. Scope  

This procedure  is applicable  to  all project team members , supervisors, engineers, coordinators, and managers attending  any meeting with clients at site , including but not limited to:  

  • Project review meetings  

  • Safety meetings  

  • Progress meetings  

  • Coordination meetings  

  • Tool- Box or special discussion meetings involving client representatives  


3. Responsibility  

  • Meeting Convener / Project In-Charge :  

  • Responsible for ensuring  MoM  is recorded correctly and completely.  

  • Site Coordinator / Authorized Representative :  

  • Responsible for  maintaining  the MOM  register and circulating scanned copies.  

  • All Meeting Participants :  

  • Responsible for verifying correctness of recorded points and signing the MOM  register.  


4. Procedure  


4.1 Maintenance of  MoM  Register  

  • A  dedicated  MoM  Register  shall be  maintained  at project site.  

  • The register shall always be available at site for inspection and reference.


4.2 Recording of Meeting Details  

For every meeting conducted with the client at site, the following details  must be recorded clearly and legibly  in the MOM  register:  

  • Date of meeting  

  • Time (start & end)  

  • Location of meeting  

  • Project / Contract name  

  • Purpose / agenda of meeting  

  • Names, designations, and organizations of all attendees (including client representatives)  

  • Detailed discussion points covering  all topics discussed  

  • Decisions taken during the meeting  

  • Action items with:  

  • Responsible person  

  • Target completion date  


4.3 Validation and Signatures  

  • Upon completion of the meeting:  

  • The  MoM  shall be  read out or reviewed  by participants for accuracy.  

  • Signatures of all attendees , including client representatives, shall be obtained in the MOM  register.  

  • No  MoM  shall be treated as valid unless it carries signatures of:  

  • Company representatives present  

  • Client representatives present  


4.4 Circulation of  MoM  

  • After obtaining all signatures:  

  • The  MoM  page(s) shall be  scanned clearly .  

  • The scanned copy shall be sent via  email to the client and CLIDE’s Project Director  within  24 hours of the meeting .  

  • The email subject line should clearly mention:  

  • Project name  

  • Date of meeting  

  • “ MoM  – Site Meeting”  


4.5 Record Retention  

  • Original  MoM  registers shall be  retained  at site until project completion.  

  • Soft copies circulated via email shall be  maintained  by the Project / HO team for records and future reference.  


5. Compliance  

  • Non-maintenance of  MoM  register, missing signatures, or failure to circulate  MoM  via email shall be treated as  non-compliance .  

  • Repeated non-compliance may attract corrective actions as per company policy.  


6. Effective Date  

This procedure shall be effective  immediately  and shall be followed for  all future client meetings at site .  

 

SAMPLE FORMAT FOR  MINUTES OF MEETING (MoM)  

Project / Site Name  

 

Client Name  

 

Date of Meeting  

 

Time  

 

Location  

 

Meeting Type  

 

Prepared By  

 

Reviewed By  

 

Attendees  

Sr. No.  

Name  

Designation / Organization  

Signature  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Discussion Points & Action Items  

Sr. No.  

Agenda / Discussion Point  

Key Discussion / Decision  

Action Required  

Responsible Person  

Target Date  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Conclusion / Remarks

Signatures  

Name  

Designation  

Signature & Date