Follow-up Activities

Recording Meeting Outcomes

It’s important to document the outcomes of a meeting, meeting minutes are usually an effective way of doing this.
Minutes should record key decisions, action items, and responsibilities assigned to each participant.

Disseminating Meeting Minutes

Following the meeting, minutes should be shared with all attendees and relevant stakeholders who didn’t attend.
This ensures everyone is informed of the decisions and actions, even if they couldn’t be present.

Completing Action Items

Action items identified in the meeting need to be completed by the assigned individuals in a timely manner.
This is critical to ensure decisions are implemented and the objectives of the meeting are achieved.

Monitoring Progress

Regular monitoring of the progress towards completing action items helps keep everyone accountable.
This could be in the form of status updates, check-ins, or progress meetings.

Providing Feedback

Offering constructive feedback after the meeting can help improve future meetings.
It’s important this is done in a sensitive and constructive way.

Organising Follow-Up Meetings

Depending on the nature of the decisions or actions, follow-up meetings might be necessary.
These give attendees the opportunity to report on the progress of action items, discuss any issues or revisit decisions if necessary.

Reviewing Meeting Processes

Reflecting on the effectiveness of the meeting process itself can lead to improvements in future meetings.
Consider aspects such as duration, structure, participation, and whether the meeting achieved its objectives.

Maintaining Records

Keeping a comprehensive record, including the invite list, agenda, minutes, and any correspondence, can be beneficial for transparency and future reference.

Maintaining Communication

Regular communication between follow-up activities keeps everyone informed, ensuring consistency and clarity.
Techniques such as email updates or team messaging tools can be effective for this.

Evaluating Meeting Effectiveness

A post-meeting evaluation helps assess how effective the meeting was in achieving its objectives.
This includes looking at how well the agenda was followed, whether all action items were addressed and if anything needs to be improved for future meetings.