To ensure that the progress and decisions made during the meeting are captured and can be built upon, there are a couple of key steps to take immediately following a meeting.
Meeting notes and other documents from a meeting provide useful information on how and why decisions were made, as well as on the different options that may have been considered. Executive sponsors will likely be interested in this information, and having this documentation also helps ensure you don’t end up having to re-deliberate things simply because you don’t remember what was decided.
In addition to retaining meeting documentation for these reasons, you will also want to ensure you are complying with the university’s records retention requirements.
Help ensure that those responsible for action items are working towards their completion:
- If no due date was assigned during the meeting, negotiate a reasonable date for the relevant deliverables. This date will help you determine when any follow-up agenda items can be scheduled.
- If an action item will result in proposals or other materials that need to be reviewed before a future meeting, ensure that those working on these items know when agendas and reading materials are sent out and schedule accordingly.