How to Write a Meeting Summary (To the Point Guide)

Meeting Summary

I’m aware of exactly what your thoughts are: “How does a meeting summary be flawless?”, “Don’t folks simply desire simple and fast meeting overviews?” , “How could I escape from creating this meeting summary?” The excellent news is that we’ll have the opportunity to deal with all of these inquiries collectively and “How to write a meeting summary?” in this short piece.

Meeting summaries may appear to be a thing of the past, yet they are immensely essential for monitoring and accountability. Too many creative concepts are lost in conferences, and by becoming active in documenting each topic, your company can work much quicker and create a center of knowledge that everyone on the staff can access.

Meeting Summary

A meeting summary is a more casual form of the meeting minutes. It’s usually an email issued as a reminder after a meeting that recaps the concerns addressed and reminds individual colleagues of the responsibilities to whom they are accountable. Deadlines, timelines for projects, and changes may also be mentioned. The main objective of a summary is to offer everyone on the team a printed reminder to assist them in tracking the progression of different tasks and something to turn to if anyone has any questions.

A summary, as opposed to a complete transcript, permits the author to rewrite the entire speech for simplicity and conciseness and only provides the most significant elements. These particulars might include references to previous talks or previous conversations that influenced choices made during the meeting.

Meeting Minutes

Meeting minutes provide accurate and formal documentation of a meeting. They consist of an appeal for acceptance of the minutes from the last meeting, which participants received. They additionally contain the agenda for the meeting, necessary decisions, timetables, and deadline dates, as well as a record of all participants and absentees. A summary, on the other hand, is concise and acts as a recall of what happened during the session.

How to Write a Meeting Summary

How to Write a Meeting Summary Preparation Things

A good meeting summary ought to summarise the most significant facts from the discussion and offer an overview so that everyone involved can know what was debated and decided upon. It should also be concise and simple to read. The following are the main points if you want to know How to Write a Meeting Summary.

Collect Material 

Collect everything that’s required before the meeting begins. Many sessions include references to earlier conversations, papers, or meetings. Reviewing prior meeting reports will assist you in spelling all of the names accurately. When you start the meeting with everybody, an entry sheet could assist you in attributing remarks made by outside participants. It’s also an excellent idea to have a section where individuals may put their email information, which will come in handy once you’ve decided to disseminate your summary.

Note These Things

Taking notes or writing them up throughout the meeting may assist you in determining which elements should be included in the summary. Make a list of who is in charge of which assignments, when the assignments have to be completed, and who is in charge of fresh customers or projects. Mention any choices you’ve made or new processes you’ve introduced.

Meeting Minutes

Take a Recorder

If feasible, carry a recorder. When someone speaks quicker than you are able to note or if multiple individuals talk at the exact time, recording the events is useful. Hearing the recorded speech may assist you in recognizing who spoke what and understanding what everyone on the team stated.

How to Write a Meeting Summary Main Points

Collect your meeting notes and audio after the meeting is over. Prepare copies of any materials that you intend to put in your summary. Then, to assist you in writing a relevant summary that incorporates all of the required data, use these steps:

Start Softly

Say, Thank you to the participants for spending their time to come to the meeting. Especially Appreciate anybody who delivered a presentation or offered a report in particular. This ensures that the message starts off with a favorable tone.

Then Move to Main Issues

Address any problems raised by you or others during the discussion in the first couple of phrases of the summary. These might be goal-setting talks, reporting on goals met, or preparations for future events. Write merely a brief summary of these exchanges.

Mention Things That Need Action

Things that demand action or focus should be highlighted. Fresh projects, clientele, or methods may be included. Include the full names of those in authority, as well as any deadlines that may be required. Think about putting these data in bullet points to make them easier to grasp.

Mark Commitments and Add Supporting Material

Mark any agreements reached by you or your coworkers throughout the discussion. Provide the names of those who will take on responsibility for following through on these pledges. Prepare a bulleted list of them as well.

Add any supporting materials that may assist in clarifying the concerns raised by your team during the discussion. Emails concerning past talks, customer communication, fresh agreements, or project directions may be included. You might also include blog posts or articles that are related.

Mention Remainder and Structure the Summary

Include a recall regarding the upcoming meeting’s date, time, and venue. This allows receivers to keep track of these facts in a diary or calendar. It also displays how much time they have to begin or finish their allocated tasks, on which they will report back at the upcoming meeting.

Arrange your summary such that it is simple to read. Subheadings should be used to separate items from the agenda and action items should be highlighted. If you are using a template, use it to create your summary. Add your personal mark at the conclusion of the summary.

Final Check

Check your summary for errors before sharing it. Inspect any spelling and grammatical problems, and address any confusion. If necessary, forward it to the right individual for clearance. Once authorized, deliver it to all participants and absentees of the meeting, as well as anybody else who could benefit from the material.

How to Write a Meeting Summary Template

How to Write a Meeting Summary Template

Pro Tip for You If You Don’t Have Time To Write Summary

You could be wondering that since you’ve gone through how to write a meeting summary in-depth, you’ll need a lot of time to finish it. However, in case you are pressed for time, here is a suggestion. There are several AIs on the market. You can use any of them to create your summary quickly without putting in much time and effort. Just give the data and tell AI to create a summary. You can use ChatGPT, Google Bard, or anyone you want.

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