A written update of the meeting can summarise important discussions and crucial information for participants or those staff members who were unable to attend, among other benefits. After a meeting, sending your team a summary or recap can help ensure that everyone remembers the choices made, action items, and key topics that were covered.
For staff members who could not attend the meeting, it is a wonderful approach to send a written update of the meeting. An efficient meeting summary will ensure that everyone on your team is on the same page, is informed about the most crucial details of the meetings, will hold each team member accountable for their duties, will keep everyone up to speed on projects, and will ensure proper progress is made.
A Recap of a Meeting
A recap of a meeting is an email that lists the key points discussed in the meeting. It gives a basic summary of the meeting, analyses the topics on the agenda, highlights the action items, and links them to the pertinent participants with due dates in order to promote responsibility. Meeting summaries are routinely provided so that attendees may refer to them afterwards and help themselves recall important details.
Steps for Sending a Meeting Recap
Here are the steps for sending meeting recaps to employees or clients:
Step 1: Record the meeting discussion in the notes
Try to focus on recording just the most important events while you participate in the meeting. Examples include tasks assigned to certain workers or clientele, any legislation passed, or any remarks made. Make sure to include any important modifications in the meeting minutes so that staff members may refer to and record them.
Step 2: Choose the email recipient list
As soon as the meeting is over, you should start typing up your notes so you can recall all the crucial information stated. You should provide a recap to everyone who attended the meeting as well as any additional invited workers or clients who were unable to attend.
Step 3: Appreciate everyone’s time
When you send a written update on the meeting, thank the attendees for taking the time to attend. Also, you could thank everyone who delivered reports or presentations that used this material. This gives your email a solid start and sets a positive tone for the rest of your message.
Step 4: Describe the meeting’s topics of discussion
The first few sentences of the email’s body should emphasise key points from the meeting. This might apply to discussions that led to a choice, a plan for the future, or a motion that was adopted. Try to keep your commentary to summaries only.
Step 5: Note important next steps or action items
A strategy or plan’s next stages, as well as any new projects or duties given to staff members, are frequently included in the meeting recaps. Ensure that you mention the deadlines provided by the meeting’s supervisors when you highlight these action items.
Step 6: Provide any necessary paperwork
You can attach any papers to your email that participants may have given you or that your supervisors asked you to include. A supplementary paper listing the strategy or plan discussed in the meeting, along with the prescribed procedures that staff members must take to finish the assignment, can also be attached.
Step 7: Specify the time and date of the following meeting
Include the next meeting’s date in the email’s body. While receiving emails, this makes it easier for staff members to remember to mark the date on their calendars. If the date was not addressed in the meeting, you could write “to be determined” next to it or ask your boss or the meeting’s organiser for a date.
Step 8: After editing, send the document to the recipients.
Your email signature can be added after it has been composed. Check your writing for any clarity, grammar, or spelling errors. Make sure your email is succinct and only contains pertinent details. You can submit the paper for approval to your manager or the meeting organiser after you have proofread it. You can distribute the paper to the required parties after gaining permission.
Advantages of a Meeting Recap
One of the best methods to keep your team on track is to provide a post-meeting recap to attendees. Here are some of the advantages of a meeting recap:
Share key insights
You may share some of the meeting’s most important lessons with others who could not make it by reading meeting recaps. By informing the attendees of their choices and future actions, they also notify those who were unable to attend the meeting.
Take future actions
A meeting recap can help everyone stay focused on what needs to get done before the next meeting.
Hold your team members responsible
Providing meeting summaries makes you accountable for following through on any action items that were assigned at the meeting and helps you recall what was discussed there. Without a meeting summary, decisions and ideas may be lost forever.
Get everyone on the same page
Make sure everyone is on the same page after a meeting. A meeting recap sent through email ensures that all team members have access to the same material and brings them up to speed. It is also a terrific method to interact with your team and develop relationships, enabling people to express their opinions about the meeting.
FAQs on Written Update on Meeting
What does summarizing at a meeting accomplish?
A meeting recap can be extremely beneficial to your team because it reminds you of previous discussions. Keep track of action items so that everyone is aware of who is responsible for what. It also keeps you focused on the goals and objectives of your team.
How do you summarize meeting minutes?
Here are 7 essential details to incorporate in meeting minutes:
- Meeting day and hour
- The attendee’s names
- The reason for the gathering
- Items on the agenda and discussion topics
- Taking action
- Time and location of the next meeting
- Files that will be incorporated into the meeting report
What should a recap of a meeting contain?
A meeting recap is frequently an email that provides a summary of the meeting, highlights the important considerations and conclusions, and outlines the next steps. A meeting recap’s main objective is, to sum up the conversation and identify the most important lessons learned.
What is the short summary of the meeting?
A meeting summary is a brief document, usually no more than two pages, that solely highlights the most important details of the meeting, such as decisions taken, tasks allocated, who will be responsible for them, when they are due, and other relevant information. In essence, it is a synopsis of the meeting minutes.
When should the email with the meeting recap be sent?
If at all feasible, send the meeting recap email straight away after the meeting. Attempt to send the email as soon as possible after the meeting, if not sooner. The longer you wait, the less probable it is that you will recall the important facts and specifics from the meeting.
The simplest method to increase the effectiveness of your meetings is to take notes on decisions and action items and then send a meeting recap to your team. Written meeting updates allow everyone to hold each other accountable and aid in your team’s understanding of the importance of meeting time.
Insights, choices, and ideas from your conversation would be gone forever in the absence of a written meeting report. Sending your meeting report to the list of participants from your meeting invitation is a good general guideline. In this manner, you may avoid individually adding each participant and ensure that everyone who missed the meeting is still included.
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