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Does anyone get a client to physically sign off on meeting minutes?

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Adrian Godlee Brisbane, Australia
Does anyone go to the extent of getting project team or steering group minutes physically signed by the client at the conclusion of each meeting? Looking to address the potential for clients modifying electronic copies of minutes.
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Jolie Roy Chicago, Il, United States
I'm working with clients on two projects who both want to review the minutes before I send them out. It was agreed on that this was the procedure when I came onto the projects because they felt they were misunderstood during some meetings and decisions weren't documented well.


I send the minutes to the client contacts, both send me an email signoff, then I distribute to the attendees and post them in our internal document share site.


It's worked well, but now I have to send out reminders to the clients to get the minutes back to be. As long as I have a record of the discussions at meetings, everyone's happy with the process.

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Glen John-Lewis Doncaster, United Kingdom
Jolie, it seems a bit long winded to have to send them to all clients, especially if you are now having to chase them up. Maybe you could note any comments they make about the minutes and inform the meeting of these changes under "The Last Minutes" at the next meeting.
I would change only tasks or action points which need actioning immediately.
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Jolie Roy Chicago, Il, United States
Glen,


I wish I could do that. Neither of these clients want the minutes to go out to their execs before they have a chance to look them over.


Unfortunately, it's a political thing - not what I'd call efficient, but with these projects it's the only thing we can do.


My next assignments will not follow this process, believe me.

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Glen John-Lewis Doncaster, United Kingdom
Jolie,
I understand the political pressures put upon PM's. I too work under these constraints. Do you have a procedure document or a standard methodology for your PM processes? What I would suggest is that in the future, especially if you carry out work for these clients that you ask them to agree to working with your methodology. Explain the importance and necessity to require the minutes and any other documents signed off ASAP.
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Jolie Roy Chicago, Il, United States
You're preaching to the choir here, Glen. I do that, but the client wants to keep a precedent because they felt they hadn't gotten the attention they needed. So we capitulate a bit. Thank goodness the next phase will be more methodoloty driven. My nudges to get things back to me have improved the situation somewhat - I believe our client had a bit of a red face when I asked for the minutes in front of everyone else on the call the first time.....now she's more prompt. Some people just don't want to be embarrassed into doing things, but whatever it takes....
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