A meeting summary is a concise document that outlines the key points, discussions, decisions, action items, and any other relevant information discussed during a meeting. It serves as a record of what took place during the meeting and provides attendees with a reference for what was discussed and agreed upon.
Meeting summaries are typically distributed to all attendees and any other relevant stakeholders to ensure everyone is informed about the outcomes of the meeting and any follow-up actions that need to be taken. But how do you write a meeting summary that works for everyone at your meeting? Let’s find out.
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What is a meeting summary?
A meeting summary is a concise document that outlines the key points, discussions, decisions, action items, and any other relevant information discussed during a meeting. It serves as a record of what took place during the meeting and provides attendees with a reference for what was discussed and agreed upon.
Who receives the meeting summary?
Meeting summaries are typically distributed to all attendees and any other relevant stakeholders to ensure everyone is informed about the outcomes of the meeting and any follow-up actions that need to be taken.
How to write a meeting summary
Writing a meeting summary requires capturing the key points, decisions, action items, and any other relevant information discussed during the meeting. Here’s a step-by-step guide on how to write an effective meeting summary:
First of all, collect any notes, recordings, or presentations from the meeting to refer back to while writing the summary.
Begin the summary with the date, time, and location of the meeting, as well as the names of attendees and the purpose of the meeting.
Mention a meeting agenda
Provide a brief overview of the agenda items discussed during the meeting. This gives readers context for the discussions that took place.
For each agenda item, provide a concise summary of the key points discussed. Include any decisions made, questions raised, or important insights shared.
Include action items
List any action items that were assigned during the meeting, along with the responsible person and deadline for completion. Be sure to clearly articulate what needs to be done and by whom.
Don’t forget follow-up tasks
If there are any follow-up tasks or future meetings planned as a result of the discussions, mention them in the summary. This helps ensure that everyone is on the same page moving forward.
If any decisions were made during the meeting, clearly outline what was decided and any reasons behind the decisions. This helps ensure that everyone understands the outcome of the discussion.
After writing the summary, review it for clarity, accuracy, and completeness. Make any necessary edits to ensure that the summary effectively captures the key points of the meeting.
Share your meeting summary
Once finalized, distribute the meeting summary to all attendees and any other relevant stakeholders. This helps ensure that everyone is informed about what was discussed and what actions need to be taken.
After distributing the summary, follow up with attendees to address any questions or concerns they may have and to ensure that action items are being completed as agreed upon.
By following these steps, you can write a comprehensive meeting summary that effectively captures the discussions and outcomes of the meeting.
Meeting summary template: How to start
Below is a template for a meeting summary:
—
Meeting Summary
Meeting Title/Subject: Enter meeting title or subject
Date: Enter meeting date
Time: Enter meeting time
Location: Enter meeting location
Attendees: List of attendees
Agenda Items:Â
1. Agenda item 1
– Summary of discussion:
– Decisions made:
– Action items:
– [Action item 1]
– Assigned to: [Assignee]
– Deadline: [Deadline]
2. Agenda item 2
– Summary of discussion:
– Decisions made:
– Action items:
– [Action item 2]
– Assigned to: [Assignee]
– Deadline: [Deadline]
3. Agenda item 3
– Summary of discussion:
– Decisions made:
– Action items:
– [Action item 3]
– Assigned to: [Assignee]
– Deadline: [Deadline]
Next Steps: List any follow-up tasks or future meetings planned.
Additional Notes: Include any additional information or notes relevant to the meeting.
—
This meeting summary template can be customized based on the specific details of your meeting. Simply fill in the placeholders with the appropriate information for your meeting, including the meeting title, date, time, location, attendees, agenda items, discussions, decisions, action items, next steps, and any additional notes.
Who creates a meeting summary?
The responsibility for creating a meeting summary typically falls to one of the following individuals or groups:
- Meeting Organizer or Facilitator: The person who organized or facilitated the meeting often takes on the task of creating the meeting summary. They are typically familiar with the agenda, discussions, decisions, and action items, making them well-equipped to compile this information into a summary.
- Note-Taker: In some cases, a designated note-taker may be assigned to capture the key points, discussions, decisions, and action items during the meeting. This individual’s notes serve as the basis for creating the meeting summary.
- Administrative Assistant or Support Staff: In larger organizations or formal settings, administrative assistants or support staff may be responsible for creating meeting summaries based on notes, recordings, or other documentation provided to them by the meeting organizer or note-taker.
It doesn’t matter who creates the meeting summary – it’s important that this person accurately captures the key information discussed during the meeting and distributes the summary to all attendees and relevant stakeholders on time.
FAQ: Meeting Summaries
What is a meeting summary?
A meeting summary is a concise document that outlines the key points, discussions, decisions, action items, and any other relevant information discussed during a meeting. It serves as a record of what took place during the meeting and provides attendees with a reference for what was discussed and agreed upon.
Why are meeting summaries important?
Meeting summaries are important for several reasons:
- They serve as a record of discussions and decisions made during the meeting.
- They provide a reference for attendees to recall important information and action items.
- They help ensure accountability by documenting assigned tasks and deadlines.
- They can be shared with stakeholders who were unable to attend the meeting, keeping them informed of relevant updates and decisions.
Who creates a meeting summary?
The responsibility for creating a meeting summary typically falls to the meeting organizer, facilitator, or a designated note-taker. This individual is responsible for capturing the key points, decisions, action items, and any other relevant information discussed during the meeting.
How do I distribute meeting summaries?
Meeting summaries can be distributed via email, shared on collaboration platforms, or posted on internal communication channels. Ensure that all attendees and relevant stakeholders receive the summary in a timely manner and have access to any accompanying documents or materials.
How often should meeting summaries be created?
Meeting summaries should be created for each meeting, regardless of frequency. This ensures that important information and decisions are documented and communicated effectively to all attendees and stakeholders.
