Send a Great Meeting Recap

If you want to be the meeting hero and especially if you are the one leading the meeting, send out a meeting recap. A meeting recap is a great way to summarize what was discussed during the meeting, and it is also a great way to keep people who were not in attendance up-to-date on what was decided and what is being worked on. I have also found that a lot of people forget to send a recap, so if you are the person in your operation who sends the meeting recap, people really appreciate it.

1. The first critical step to sending out a great meeting recap is to take notes throughout the meeting. You need to remember what was discussed, who will do which action items, and what the next steps will be. These notes can be very matter-of-fact--you don't need to include your thoughts or opinions on the subject matter (this is especially useful if you aren't the one leading the meeting and just there to listen--you don't need to be the expert).

2. Figure out who the meeting recap will go to. You probably have a pretty good idea of your organization's hierarchy, so you will know who the meeting pertains to. At the minimum, include everyone who attended the meeting. In addition, I generally think about who couldn't attend, whether it is direct supervisors or others who should be in the know, and I include them. If you include higher-ups in your company, and they have an assistant, include the assistant too. It is best to CC these extra people so they know it is not essential for them to reply or read the email.

3. Write a great intro. It is a good idea to thank people for their time in the introduction to the email. Something simple that says, "Thank you for taking the time to meet today. I'm glad we could discuss A, B, and C, and I look forward to hearing more about this project as it progresses."

4. Lay out the body of your email. This is where you go back to your notes and figure out what needs to be included. Summarize the key issues discussed, highlight any action items and who is responsible for the next steps, attach any supporting documents, and remind people when the next meeting or follow-up discussion will be.

5. Proofread and double-check who you are sending the email to. Make sure your email is brief and to the point. You will not need to add additional color commentary to what was discussed, it is best to be very matter-of-fact as to what was decided and what the next steps will be. Also, take a second look at who you are sending the email to and make sure that everyone who is on the address list should be.

6. Add your signature and send the email.

Sending an email recap is a great way to ensure that everyone knows what happened and what the next steps are going to be. It is also a great way to make your planning for the next meeting easier--you don't have to wonder who was supposed to do what and who was supposed to follow up with who, it is all in the meeting recap email.