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MEETING MANAGEMENT: Three Essentials for Concluding Every Meeting

from Harvard Business Review

One of the three essentials for concluding meetings is to develop an effective meeting summary while everyone is still in the room. To help, have a flip chart or white board at every meeting, and capture what's written with a photo you can share. What's recorded should be written as it's happening, noting the "why" and "what," "who" is responsible, "when" major milestones will be reached, and "how" progress will be reported and to "whom." A complementary technique — the second of the essential trio — is to prepare communication points, something to share with others who ask, "So what happened at the meeting?" Standing in front of the room, you could ask that question of attendees, in order create a list of bullet-points. Why isn't this the same as a summary? Because reasons may exist to keep some of the information confidential. The third essential: Gather feedback before people leave the room. Ask them to think about everything they have received or done related to the meeting, including any prereads or prework, as well as meeting location and time; even the quality of the coffee. Then ask, "What could be improved?" And once you've answered that, ask, "What went well? What should we be sure to do again...?" more

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