Summary
This article outlines the required format and expectations for documenting working group meetings. Summaries must be created after each session and clearly capture decisions, outstanding items, and action items using the standardized meeting summary template. This documentation helps maintain accountability, clarity, and consistent progress across all project teams.
Body
Working group meetings are a critical part of Workday and business optimization project collaboration. Whether led by the University of Arkansas Fayetteville (UAF) team or Workday Support Services (WSS), these meetings drive decision-making, clarify process changes, and ensure alignment across stakeholders.
Documenting the outcomes of each meeting ensures transparency, continuity, and accountability as projects move forward.
Purpose
This article outlines the expectations and required format for completing a meeting summary after every working group session. It ensures consistent documentation of key decisions, assignments, challenges, and upcoming actions—helping all contributors stay informed and aligned.
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Summary Creation Guidelines
| Requirement |
Standard |
| Responsible Individual |
Business Analyst |
| When Required |
After every working group meeting, regardless of whether it is led by UAF or WSS. |
| Storage Location |
Must be stored in the TeamDynamix project under the Documents section and referenced in follow-up communication. |
| Outstanding Items |
Homework and unresolved topics must be clearly identified to maintain project momentum. |
| Task Tracking |
All assigned tasks must be entered into TDX with owners and due dates. |
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Required Meeting Summary Template
Template Link: Project Meeting Summary Template
Meeting Information
| Meeting Date |
[Insert Date] |
| Attendees |
[List names and roles] |
Meeting Content Areas
| Section |
What to Document |
| Objectives |
Meeting goals and intended outcomes. |
| Business Processes Reviewed |
Completed, outstanding, tabled, and homework items. |
| Security Role Updates |
New roles and changes to existing roles. |
| Decisions Made |
Key agreements and determinations. |
| Roadblocks |
Issues, risks, or constraints. |
| Key Takeaways |
Major themes or conclusions. |
| Next Meeting Callouts |
Topics, preparation needs, and next meeting date. |
Action Items
| Task Description |
Assigned To |
Due Date |
Status |
| [Example task] |
[Name/Role] |
[MM/DD] |
Open / Complete |
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