How often do you recap your client meetings? Writing meeting summaries can be a great way to keep everyone on the same page. Instead of ideas and action points getting lost in the shuffle, everyone involved has a clear summary of what was discussed and what comes next. Whether it’s a brainstorming session, a strategy get-together or a client review, a meeting summary allows you to recap the essential points and action items, ensuring that no one is confused, and no opportunities are missed.
Content marketer Anika Jahin says that the importance of a well-written meeting summary cannot be overstated. She wrote a piece that covers how to write a meeting summary and present it concisely and professionally. We share her guidance in this issue of PromoPro Daily.
Start with clear notes. When you’re in a meeting, jot down the main points, decisions and action items. Jahin suggests using bullet points or numbered lists to organize your meeting notes. Grab your promo journal and listen for those key takeaways to jot down.
Review and highlight key points. After the meeting, it’s time to review your notes. Were any action items assigned or any decisions made? Highlight those points.
Capture agenda changes. Jahin says it’s also important to note any added or postponed items. This will keep everyone aligned and informed.
Include meeting moments. Maybe your boss shared a meaningful anecdote or the client mentioned how they’re shifting their priorities. Jahin advises noting any impactful quotes or stories that illustrate key points or decisions. These moments can also engage the reader.
Write with clarity. In other words, leave out the industry jargon. Your goal should be to write your summary in clear, concise language in a neutral tone. This ensures accessibility, Jahin says.
Now that you’ve distilled your meeting into a concise summary, what next? According to Jahin, you should craft an email with a clear subject line. In the email text, thank attendees for their time and then summarize the meeting’s key points. Wrap up the email by outlining action items, deadlines and next steps. She recommends highlighting the tasks that need to be completed, who is responsible and when the items are due. Be sure to attach or link to any videos or documents mentioned during the meeting.
If you don’t regularly write meeting summaries, try it out. Take notes during the meeting, capturing the main points. Then draft a quick, easy-to-read summary. It should take 10 to 15 minutes once your notes are organized — time well spent if it means nothing slips through the cracks.
Compiled by Audrey Sellers
Source: Anika Jahin is a content marketer at Wudpecker, an AI meeting assistant that takes instructions and makes tailored notes for Zoom, Google Meet and Microsoft Teams meetings.
