Follow-ups and Aftermath – Planning Meetings

follow-up-memo
Source: SparksSolutions

The best way to determine if a business meeting had any lasting impact on attendees is to conduct follow-ups after the meeting. These should be done within a couple days following the meeting itself. Doing a follow-up too soon might not work if the participants haven’t had enough time to process the information, while doing it too late might result in too much information forgotten. The meeting planner could send out e-mails or memos depending on the number of people that were involved.

Regardless of the method used to communicate the follow-up, it should contain documentation on what happened during the meeting. This could include any new tasks, such as training a new employee or ordering additional products. Given or adjusted responsibilities should also be mentioned. For example, if the duties of a manager or supervisor were changed during the meeting, a memo could be sent to the members of their departments. Finally, all deadlines that were set and the work involved can be mentioned as well. Having a follow-up also allowed any participants to review how they thought the meeting went.

Some examples of questions that could be asked might be:

  • What did we do well?
  • What could we do better?
  • What should be included next time?

Clarifying the results of the meeting will make sure that everyone is on the same page. Attendees should walk away with action items or next steps in mind, ensuring that they know what needs to be done next in order to be productive.

 

References:

Bruce, B. (2015, March 03). 7 Habits of Highly Effective Meetings – Project Management Hacks. Retrieved March 05, 2016, from http://projectmanagementhacks.com/meeting-tips/

Hartman, N. (2014, February 5). Seven Steps to Running the Most Effective Meeting Possible. Retrieved March 04, 2016, from http://www.forbes.com/sites/forbesleadershipforum/2014/02/05/seven-steps-to-running-the-most-effective-meeting-possible/#89b479510546

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