Project status meeting template
A status meeting tells you whether the project is on track and what to do if it isn’t. This template starts with the overall status and works down to milestones, risks and changes, ending with concrete decisions and tasks.
When to use it
- Weekly or fortnightly meetings on a live project.
- Reviews with the client or the project sponsor.
- Before a major milestone or delivery.
- When the project is slipping and you need to decide what to do.
The template
- 1
Overall status
In one sentence: on track, at risk or behind, and why.
- 2
Milestones and progress
What’s been completed since the last meeting and the milestones coming up, with dates.
- 3
Timelines and budget
What’s said about dates, hours and money against the plan.
- 4
Risks and issues
What could delay the project or make it cost more, what has already happened and who’s dealing with it.
- 5
Scope changes
What’s being asked to be added, removed or changed, and whether it’s accepted or still to be assessed.
- 6
Decisions
What’s decided in the meeting, one sentence each.
- 7
Next steps
Tasks with an owner and a date until the next meeting.
To get it right
- Keep the project plan in view so you can compare with what was expected.
- Tell risks (they might happen) apart from issues (they already have).
- Note every scope change, however small: they add up.
- Finish by reading out the tasks and their owners.
With Echo, without writing it
- 1
Create the analysis type
In Settings, AI analysis, click “New template” and call it “Project status”. Under “General instructions” you can ask for a tone or for anything that mustn’t be left out.
- 2
Add the sections
For each section of this template, fill in “Section title”, choose the “Format” (List or Paragraph) and describe in “What it should include” what’s explained above. “Add section” takes you up to 12. Click “Save template”.
- 3
Use it in your meetings
Choose it under “Type of analysis” before you start in Live or Record, set it as your “Template for your uploads” or, in a meeting that’s already transcribed, pick it in the Summary tab and click “Generate”.
- 4
Have it applied automatically
In Settings, Automations, click “New automation”, type words such as “status, project” under “Has in its title” and choose your template under “Analyse it as”. It applies when no other type was chosen at upload.
Frequently asked questions
Can I send the tasks to Asana, Jira or Trello?
Yes. With the integration connected in Settings, the meeting’s tasks are sent when it finishes; you can also send a single task from the Tasks page.
How do I find what was said about a risk weeks ago?
With Ask, which searches all your transcripts, or with Topics, which tracks a word or an idea across all your meetings.
Can I share the summary with the client?
Yes. You can create a read-only link with a password and an expiry date, or use the follow-up email in the Summary tab, which you can edit before sending.
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Try it with your next meeting.
Create your account in a minute or ask us for a demo for your team.
