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January 2024

Productivity Hacks

A Step-by-Step Guide to Sending a Meeting Recap

Learn the art of writing and sending effective meeting recaps with our guide, ensuring every participant stays informed and aligned post-meeting.

Kajetan
Content Creator
Overview

Did you know that what happens after a meeting is just as important as the meeting itself?

Meeting recaps are an excellent way to ensure that everyone is on the same page. If your team hasn't started doing them yet, you might want to consider it.

In this article, we will explore the benefits of meeting recaps and demonstrate two ways of writing them: the traditional manual way and the modern AI-powered way.

So, let's dive into the details and learn how to make the most out of your meetings.

What is a meeting recap?

a modern notepad lying on a desk

A meeting recap is a way of providing a brief summary of the topics, discussions, and decisions made during a meeting. It ensures that everyone, whether present at the meeting or not, understands the key points and follow-up actions required.

What's the purpose? The main goal is to document the proceedings and communicate important information such as:

  • Assigned tasks
  • Project deadlines
  • Decisions made
  • Key points

When you send a meeting recap (usually in an email format), you help maintain a clear and documented trail of the meeting's flow and outcomes.

This communication helps in keeping team members aligned and accountable for their responsibilities.

Are meeting recaps the same as meeting minutes?

No, a meeting recap and meeting minutes are not the same.

Meeting minutes are a detailed, formal record of everything that occurred during a meeting. They're typically written in a specific format and include all the details, like the list of attendees.

Meeting recaps, on the other hand, serve as a brief, informal summary. They highlight key points and action items for easy reference.

Here's how they differ:

  • Purpose: Meeting minutes are an official record, whereas recaps serve as reminders.
  • Detail: Minutes are detailed; recaps are usually concise.
  • Format: Meeting minutes follow a formal structure. Recaps can also follow some sort of meeting recap template, but they are usually more flexible.

Remember that while meeting recaps are quicker to write and read, they should still accurately reflect the outcomes of the meeting.

How to write a meeting recap? (DIY method)

a notepad in an office meeting room

Writing an effective meeting recap guarantees that everyone understands what was discussed and what follows next.

Here's how to write a meeting recap on your own:

#1. Start with the goal of the meeting

Start your recap by restating the main goal or objective of the meeting. This grounds your recap and provides context for the discussions that followed.

For example, if the meeting discussed the launch of a new product, you can write, "The main goal of this meeting was to finalize the launch plan for our upcoming product..."

This sets the context and reminds participants of the meeting's focus.

#2. Note all the key takeaways and important details

Summarize the key points discussed in the meeting. Include any important announcements, statistical data, or quotes that capture the essence of the discussion.

For example, if a key point was the marketing strategy for the new product, you might note, "Decided to allocate 40% of the marketing budget to social media advertising."

Always proofread your notes to ensure clarity and accuracy.

#3. List action items and decisions made

Clearly list out any action items or decisions made during the meeting. Use bullet points to make these stand out, and assign tasks with names next to each action item.

For example:

  • Decision: The product launch date is set for June 1st.
  • Action Item: Mark should schedule a follow-up meeting in two weeks.

This section is crucial as it assigns responsibilities and sets deadlines.

#4. Include attachments (if any)

If there were documents, slides, or other materials referenced during the meeting, attach them or provide links. This provides participants with direct access to the resources mentioned during the meeting.

#5. Invite everyone to the next meeting

If the date for the next call has been set, include the time, date, and location or link to the upcoming meeting online room.

#6. Send recaps

It is important to send out a recap of the meeting while the information is still fresh in attendees' minds.

Make sure you send it not only to those who participated but also to those who were unable to attend. Or those who weren’t invited but were mentioned during the meeting.

How to create a meeting recap? (using AI)

As you see, writing a good meeting recap can be challenging. That's because it requires undivided attention to capture every detail for use in the email.

Our solution? Using jamie. This meeting assistant will handle all the necessary tasks, allowing you to concentrate on the meeting itself.

Here's how to do that:

#1. Start your AI assistant

To begin, start your AI meeting assistant during a meeting. You can do this in jamie by simply hitting Summarize.

ai assistant jamie

Now, jamie processes the audio, letting you focus on the conversation.

#2. Focus on the meeting

While the AI tool is running, continue to focus on the discussion without worrying about noting everything down. Your AI assistant will track the agenda, key discussions, decision points, and action items.

You can engage more freely, knowing that the AI is capturing the necessary details.

#3. Share generated notes with others

Once the call is over, you can review the AI-generated meeting summary and edit it if needed.

creating action items

Now, it's your turn to send these AI summaries to all relevant meeting participants. This ensures everyone is on the same page and has a record of what was agreed upon, enhancing collaboration and follow-through.

If you are using jamie, you can just copy a link to all the meeting notes and email it to others. It's really as simple as that.

FAQ

In case you still have some questions:

Should a meeting recap be sent to those who were absent from the meeting?

Absolutely, to keep them informed and involved. It's a good idea to send a recap to those who were mentioned during a meeting.

How can technology simplify the process of creating and sending meeting recaps?

You can save time and reduce errors by using AI meeting assistants like jamie that automatically generate accurate and comprehensive recaps.

What are the essential elements to include in a meeting recap?

Your meeting recap email should summarize the session's key discussions, decisions made, and action items assigned. Ensure to include the date of the meeting, tasks, and any deadlines for the action items.

What is the difference between meeting minutes and a meeting recap?

Meeting minutes are a detailed record of the conversation and decisions made during the meeting.

A meeting recap is a concise summary that highlights the conclusions, next steps, and action items.

Final Words

Sending a meeting recap is crucial to keep all participants informed and aligned with the outcomes of a meeting. Here's a summary of how you can ensure an effective message:

  • Be Timely: Aim to send out the recap email within 24 hours after the meeting.
  • Be Clear: Use straightforward language and concise explanations.
  • Highlight Decisions: Clearly state any decisions that were made.
  • Assign Actions: Specify action items along with deadlines.

If you find it overwhelming, remember that you can always use jamie to make sure all important points are captured.

summarize any meeting in seconds

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