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How To Write A Meeting Report

To write a meeting report, effectively document the purpose, attendees, key discussions, outcomes, and action items in a clear, concise, and structured manner.

Jannik Lindner
Jannik Lindner
  • Last Updated: March 7, 2024

A meeting report is a document that summarizes the discussions, decisions, and action points that occurred during a meeting. It provides a record of what was discussed and agreed upon, serves as a reference for participants, and allows those who were not able to attend the meeting to stay informed.

The report typically includes details such as the meeting date, attendees, key topics discussed, outcomes, and any follow-up actions required. It plays a vital role in ensuring effective communication and accountability within an organization.

In this article, we will show you our approach to creating meeting reports.

How To Write A Meeting Report: Step-By-Step

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Step 1: Meeting Preparation

The purpose of the meeting is to discuss the new marketing strategy. The required attendees include the marketing team and department heads. Materials needed to include the presentation slides and reports. The meeting will take place on Tuesday at 10 AM in the conference room.

Our app, ZipDo, imports all meetings from your calendar and creates a collaborative workspace for each appointment. Here, you and your team can compile a shared meeting agenda, where all team members can add their topics. This ensures that meetings are much better prepared by everyone in your team, making your meetings more efficient. It also simplifies the preparation and follow-up of meetings.

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Step 2: Invitation Delivery

Dispatch invites to all planned attendees, including meeting agenda, location, time, and any required preparation work or materials. Ensuring all participants are well-informed and prepared for the meeting, promoting efficiency and maximizing productivity.

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Step 3: Attendee Confirmation

Ensure all attendees have confirmed their availability for the meeting. If any essential staff cannot attend, reschedule the meeting to accommodate all participants’ schedules.

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Step 4: Set Up

When planning for a meeting, it is crucial to arrange all necessary resources in advance such as the meeting room, visual aids, refreshments, and any other materials required. This should be done at least a day before or on the day of the meeting to ensure everything is prepared and organized.

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Step 5: Conducting the Meeting

To ensure a productive meeting, start by outlining the agenda, facilitating open discussions, ensuring equal participation, maintaining professionalism, and managing time effectively.

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Step 6: Note-Taking

During meetings, it’s important to stay organized and focused. Keep a record of the discussion by making note of crucial points, decisions reached, and tasks assigned to ensure accountability and effective follow-up.

With ZipDo, our creation, meetings from your calendar are automatically organized into a collaborative space. Here, you and your team can easily take and share notes, making meeting preparation and follow-up more straightforward and fostering greater accountability among team members.

 

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Step 7: Encourage Participation

Create a supportive atmosphere where every participant feels at ease contributing their perspectives, fostering open communication. Promote inclusiveness, actively listening to and valuing the input of all individuals involved.

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Step 8: Decision Making

Based on the thorough discussions, decisions will be reached either through consensus or by voting, according to the company policy. It is crucial to meticulously document all these decisions for future reference and clarity.

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Step 9: Close the Meeting

During the meeting, we discussed the main points of our project and made decisions on key aspects. We assigned tasks to team members and set deadlines. The next meeting will be held next Tuesday at 2 pm in the conference room.

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Step 10: Drafting Meeting Report

Prepare a concise meeting report promptly, highlighting key discussions, outlined decisions, allocated responsibilities, and agreed-upon deadlines. This will ensure a clear record of the meeting’s outcomes and facilitate effective follow-up actions.

Conclusion

Writing a meeting report is an essential skill in any professional setting. It not only helps to ensure that all attendees are on the same page, but also allows for effective communication and follow-up actions. By following the steps outlined in this blog post, you can create a comprehensive and concise meeting report that captures the key discussions, decisions, and action points. Remember to be objective, organized, and clear in your report, and don’t forget to proofread for any errors before sending it out. With practice, you will become proficient in writing meeting reports, leading to more productive and successful meetings for all involved parties.

Jannik Lindner

I'm Jannik and I write on MeetingFever about the experiences from my career as a founder and team lead.

If you have any questions, please contact me via LinkedIn.

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Popular Questions

What is a meeting report?

A meeting report is a formal document that includes a summary of all the key points discussed during a meeting, along with the decisions made, action plans agreed upon, and any open or pending issues.

Why is it necessary to create a meeting report?

Meeting reports serve as an official record of the meeting’s proceedings. They act as a reference point for attendees and those who couldn’t attend the meeting to understand the decisions made, tasks assigned, and future plans of action. It ensures everyone is aligned and aware of their responsibilities.

Who is responsible for creating a meeting report?

Typically, the individual who has the role of the meeting’s secretary or notetaker is responsible for creating the meeting report. This could be an appointed position or someone chosen on a rotational basis.

What should be included in a meeting report?

A meeting report should include key elements such as the meeting’s date, time, and location, a list of attendees, main points of discussion, decisions made, tasks assigned and their deadlines, and any future action items. It might also cover specific details like who will execute tasks, who will oversee them, and by when they need to be completed.

When should a meeting report be distributed?

Ideally, a meeting report should be distributed as soon as possible after the conclusion of the meeting. This enables attendees and any relevant parties to quickly follow up on their respective tasks and allows for any corrections or additions to be made while the meeting is still fresh in people’s minds.

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