Let’s be honest. Meetings are an inevitable part of any corporate culture. They’re the glue that binds teams together and enables them to get things done.
- Meetings keep everyone informed.
- Give employees a chance to participate and ask questions.
- Allow small disagreements to be resolved quickly.
- Inspire confidence in leadership and projects.
- Deal with larger issues before they derail other work.
So, what makes a meeting effective?
The answer is simple — taking notes of the meeting summary (or meeting minutes).
With so much at stake in meetings, it’s no surprise that meeting minutes are highly valued by large, medium, and small corporations alike.
So, why are they so important? What exactly are the contents of an effective meeting summary? And why are these details noteworthy?
Let’s find out.
What is a Meeting Summary?
A meeting summary serves as a record of what was discussed and agreed at the meeting, as well as what decisions must be taken, by whom, and when.
It doesn’t have to be difficult to record a good meeting summary. Your notes should be short, concise, clear, and consistent between each meeting. The idea is to ensure that the right intention and vision are captured for future follow-up.
Here’s a rundown of what else should be included in good meeting minutes:
- Date, time, and location of the meeting.
- The objective of the meeting.
- Names of attendees, as well as those who were unable to attend.
- Things on the agenda.
- Decisions that were made.
- Actions that need to be done, including the deadline, and who it was assigned to.
- A follow-up meeting to discuss the next course of action.
Here’s a bonus tip: Always be prepared. Before the meeting starts, jot down the information you know for sure. This will allow you to record what you discuss during the meeting instead of taking up space with details you already have.
How to Write a Helpful Meeting Summary for Email?
The trick to good minutes is listening. For example, let’s say that there is a meeting about fishing for B2B Lead Generation Services for your company. Throughout the meeting, you should pay attention, and then write down everything you’ve heard.
So, once the meeting has ended, and all participants have left, it’s time to pull together your notes and write the summary. Here are a few pointers that might be useful while drafting your email:
- The sooner you write those minutes, the better are the chances of you including everything. Write a summary that is clever and concise so everyone can read it right away.
- Re-read your outline and, if possible, add some notes or explain any issues that have been addressed. Also, double-check that all decisions, actions, and proposals are properly recorded in it.
- Make sure you’ve included enough details.
- Provide a brief explanation of each action taken, as well as the reasoning behind the decision.
- If there was a lot of debate before a proposal was passed, make a list of the main arguments for and against it.
- Format the meeting summary in an easy-to-understand and presentable manner. You may also consider your own preferences, or, if applicable, the preferences of the managers or executives.
- Speaking of the format, here are a few things that you need to keep in mind:
- Stick to the objective.
- Use the same tense throughout the summary.
- Avoid using names. Only use them when you have to record motions and seconds.
- The summary should only include facts, no personal observations.
- In case you need to refer to other documents, simply mention where they can be found or include them in the appendix.
- After you’ve finished, double-check everything.
A Few Meeting Summary Templates for Email
Here are a few templates you can refer to the next time you want to email your meeting summary to the participants:
|<Name of the Organization>
Meeting Summary <Date>
Opening: <When was the meeting scheduled, where was it scheduled, who organized it>
Attendees (Present): <List of all the members present>
Attendees (Absent): <List of all the members absent>
Approval of Agenda
Follow-up from the Previous Meeting <Any motion that was raised in the previous meeting, a brief note of what took place, and whether they were approved or rejected>
New Business <Any motion that was raised for the first time in this meeting, a brief note of what took place, and whether they were approved or rejected>
Additions to the Agenda <Any additional motion raised by any member>
Adjournment <At what time the meeting was adjourned and by whom. The time and location of the next meeting>
Summary submitted by: <Name>
Signature of Attendees: ……………………………………………………………………………
|Meeting Summary Logo|
|Meeting Title :|
|Bridge Information :|
|Invitee List : Internal: External:|
|In Attendance : Internal: External:|
|Absent : Internal: External:|
|Summary Submitted By :|
|Summary Submitted On :|
|Next Meeting : Date: Time: Place: Bridge: Chair:|
|Decisions 1. 2.|
|Action Items 1. 2.|
|Carry-over items for next meeting 1. 2.|
|Name of the Organization|
|Agenda Item 1: <Notes on discussion>
Agenda Item 2: <Notes on discussion>
Agenda Item 3: <Notes on discussion>
Agenda Item 4: <Notes on discussion>
And so on. <Notes on discussion>
|Meeting Scheduled to End: <HH: MM>
Actual Meeting End: <HH: MM>
Automate Your Meeting Summary and Collaborate With Your Team Effectively
Taking notes, minutes, scheduling. They’re all a drag.
These tasks could not be carried out without a human being until recently. You or your PA had to take over whenever you had to do it. Also, you had to appoint someone to keep track of the meeting summary.
The problem with this system is that taking down the minutes would be pretty time-consuming. Also, the notes would likely remain incomplete in many cases too.
Everything’s not lost, though. There’s a new breed of startups that are automating meeting minutes and work processes more effectively.
These tools can save your time when scheduling meetings, jotting down meeting summaries, and even provide valuable insights into the effectiveness of your weekly get-togethers.
In the end, AI will change the way we collaborate with one another. By removing the mundane and simple tasks associated with meeting management, humans will be free to work without restriction.
Allowing AI-powered assistants to handle important but low-value tasks like note-taking, recording meeting minutes, action items, agendas, and reminders is much easier in the long run. It’s also the faster way of accomplishing these tasks.
Employees will bring their A-game to any meeting without having to think about these tasks, making meetings ten times more useful.
For example, AIRA makes a collaborative interface to transcribe, analyze and share meetings with the participants. It records the entire discussion and includes a transcript along with the voice recording at the end of the meeting.
Aira also auto-generates meeting summaries from the entire conversation and emails them to all attendees after the meeting is over. This would remove all the manual work from the process.
If you want to explore more features, book a demo here.
AI-Powered Meeting Summary Assistants are the Future
Of all instances, it is the most difficult to create a meeting summary while having a conversation with a customer. Sales and customer success teams can benefit from automatic note-taking because it will free them up to focus on the conversation.
But, most of all, it can help them close more sales, close them quicker, and assist marketing and product departments in creating quality products that customers want.
All-in-all, AI-powered assistants, like AIRA, will revolutionize your meetings, allowing you to focus on the work and real results instead of wasting countless hours on drafting meeting minutes.
If you have any questions, we’d love to answer them in the comments section below.