Writing · Free lesson
Project-manager English: state the decision needed
You are preparing a meeting with the project sponsor and team. Pilot schedule is a topic, but it does not tell them whether to share an update, brainstorm or choose a start date.
Professor Scott MendozaThe short answer
Name the decision, not just the topic: Decision needed: choose Monday or Wednesday for the pilot start. This tells participants what they must resolve without pretending either date is approved.
Use a decision verb and keep the choice open.
For a decision item, use decide whether when the choice is yes or no: Decide whether to include the reporting feature in the pilot. Use choose between or choose ... or ... for named alternatives. Add the specific project object so participants know what the decision affects. Approved for Monday reports a result; decide whether to start Monday requests a decision.
Compare the examples
Pilot schedule
Choose Monday or Wednesday for the pilot start.
Decide whether to include the reporting feature in the pilot.
A meeting may only need discussion or an update. Label that honestly. Do not write approve if the participants are only gathering information and no approval is requested.
Build the meaning step by step
Identify the project object
the pilot start date
Name the open choice
Monday or Wednesday
Write the decision item
Decision needed: choose Monday or Wednesday for the pilot start.
Try it now
Name the meeting outcome
Read all answers and explanations
The team must choose a pilot start day: Monday or Wednesday. Which agenda item states that decision?
Choose Monday or Wednesday for the pilot start.This states both real alternatives and keeps the decision open.
You need a yes-or-no decision about adding a report to the pilot. Choose the precise item.
Decide whether to add the report to the pilot.Decide whether names the unresolved yes-or-no choice.
The meeting is only to collect questions, with no decision today. Which label is accurate?
Collect questions about the launch planThe label matches the actual purpose rather than inventing approval.
Put it into practice
Repair the sponsor-meeting agenda
The sponsor must choose between keeping the original pilot scope and adding a reporting feature. Neither option is approved. Rewrite the agenda item.
Pilot discussion
See a model answer
Decision needed: keep the original pilot scope or add the reporting feature.
The item prepares a decision. The actual decision and any resulting actions belong in the meeting record afterward.
A little more clarity
Common questions
A few useful details before you move on.
Is a short topic label always wrong?
No. It can work when the purpose is already shared. Add the decision when participants need to prepare for a specific choice.
Pilot schedule — decision: Monday or Wednesday?
Can I write the result before the meeting?
Only if it is already established and you label it accurately. Do not turn a proposal into an approved outcome.
For discussion: proposed Monday start.
Take it into your day
A decision item names what remains to be chosen, not what you hope is already approved.
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