#3 Always End With a Wrap-up
Confirm Key Decisions and Next Steps
Recap what was decided in the meeting, who is accountable for following through, when implementation will occur, and how it will be communicated. You want every attendee to leave the meeting with the same understanding of what was agreed upon and what they have to do, so there’s little chance anyone will need further meetings.
Share Meeting Minutes
Send out meeting minutes to ensure optional attendees feel informed. Mark action or follow-up tasks, the assignee’s name, and the due date clearly with bold or a highlighter.
Gather Session Feedback
When meeting with the same group, ask attendees once in a while for feedback on the session while it’s fresh in their minds. This is an oft-missed opportunity to learn both what people liked and what they would change. Ask for positives and negatives instead of the typical “What feedback do you have?”
Develop Communication Points
For longer meetings, like the Ad-hoc Strategy Meeting, develop communication points after the session for colleagues not at the meeting. Before wrapping up, pose the question to the group: “What are the most important things we accomplished here?” Also ask “Is there any part of the discussion that we don’t need to share?” so everyone clearly understands what decisions in the meeting were the most important.
After the meeting, send your agreed-upon talking points to everyone in an email as soon as possible.