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Effective Meetings - part 3
So far I’ve covered what you need to do before and during a meeting. Now we’ll look at what needs to happen after a meeting. It’s tempting to skip these things. If you do, all the effort you put into preparing for and running the meeting is likely to be wasted.
Here are three things you need to do to finish your meetings Like a Boss.
1. Send out the minutes
You know those notes you made during the meeting? You did do that didn't you? Good. Well now, they need to be sent out to all attendees. The format is not especially important. As long the minutes are concise, readable and accessible, that's what matters.
They could be in a document that’s attached to an email. They could be the actual email. It could even be an app. The important thing is to confirm what happened at the meeting, the assigned tasks and any other decisions that were made.
Remember to include anyone that was unable to attend.
2. Confirm key or critical tasks separately
Tasks and actions should be part of the meeting minutes. But, if there are critical tasks, these should be communicated separately. That way they won't get lost or forgotten about.
Again, if you use apps (like Trello, Smartsheet or something else), that’s okay. Just make sure everyone knows that’s where the information is.
3. Set the date for the next meeting
Obviously if the meeting was a one-off, this won’t be necessary. Otherwise, confirm the date and time for the next meeting as soon as possible. Attach or link the meeting minutes as well. Remove all the excuses for people not ‘seeing’ them.
Bonus meeting rules
Here are five points that summarise what we’ve looked at:
- Is the meeting really necessary?
- Be clear about the purpose of the meeting.
- Keep meetings short, preferably less than 30 mins.
- Have an agenda and stick to it.
- Take minutes, create and assign tasks.
That’s it. It’s just a couple of things — but these make sure all the hard work that went before is not wasted.