A comprehensive guide on how lớn write effective meeting recaps lớn boost your team"s productivity & accountability.

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Sending a summary or a recap to lớn your team after a meeting is going khổng lồ be an effective way for everyone lớn recall the meeting action items, decisions, và most important points discussed. It’s also a great way khổng lồ summarize important details for employees who weren’t able to lớn make the meeting.

An effective meeting recap will keep your entire team up to date with the most important information from your meetings, holding each team member accountable for their responsibilities & making sure that everyone is up khổng lồ date with the latest news on your projects and progress. 

Whether you’re meeting today, tomorrow, or next week, we’ve got you covered with everything you need to know about sending effective meeting recaps to your team.

In this article, we discuss what a meeting recap is, why a quick recap is necessary, how to write an impactful recap.

Finally, we’ve included a template of a meeting recap so that you can try it out for yourself!

What is a meeting recap?

A meeting recap is often an thư điện tử summary of the most important points discussed in a meeting. It gives a basic overview of the meeting, nhận xét the agenda items, highlights the action items and link them to lớn the appropriate participants with due dates, in order to promote accountability.

A recent article by the Harvard Business reviews recommends sending your meeting recap immediately after the meeting is over:

“To make sure productivity doesn’t slow after you walk out of the room, vì chưng two things after and in between meetings: Quickly send out clear & concise meeting notes và follow up on the commitments made.”

Sending an effective meeting recap means using meeting notes to lớn highlight the key points of the meeting và to assign individuals to lớn the tasks that need lớn be completed. Lưu ý that HBR suggests khổng lồ send your meeting notes in a timely manner- this is something we’ll take a closer look at as you continue khổng lồ scroll. 

Who should send the meeting recap?

Your meeting recap should be an assigned task khổng lồ a thành viên of your team who assumes responsibility for sending it out lớn the appropriate individuals.

This can be an Executive Assistant, Head of the project, a Manager, or a member of your team.

No matter who takes on this responsibility, it’s important that the person sending the recap understands the topics discussed throughout the meeting và is able khổng lồ interpret the decisions that have been made as well as the next steps that need khổng lồ be taken in order lớn achieve collective success. 

If you use a meeting productivity tool like, sending a meeting recap will take less than a minute with the “send notes” feature.


Who should receive the meeting recap?

A good rule of thumb is khổng lồ send your meeting recap lớn the danh mục of attendees from your meeting invite. This way, you don’t have lớn manually add each person, và if someone has missed the meeting, they won’t be left out of the picture.

You should also consider sending your meeting recap to any other employees who are involved in the project, clients you’re working with, & anyone else the discussion may be useful to.

If you don’t already check attendees off as they enter the meeting, create a system to vày so effectively so that you are aware of the individuals who weren’t able to attend. This is especially important if there are kích hoạt items assigned lớn them!


When should the meeting recap go out?

ASAP! You’ve got khổng lồ find some balance though, because the unique of this message is important, meaning it shouldn’t be too rushed. You vì want lớn put it together as soon as possible, preferably, right after the meeting so that the discussions are fresh in your memory. Give yourself some time lớn go through và proofread a couple of times before you press the send button.

After you’ve done that, get the recap out as quickly as you can so that your team can make sure they’ve noted their kích hoạt items and can get started on what needs to lớn be completed before the next time you meet again.

It’s so important khổng lồ take detailed meeting notes so that you can use these as a reference for an effective meeting recap.

Why vì you need a summary email?

A summary e-mail establishes accountability for kích hoạt items that come out of the meeting. By having the ability khổng lồ see what your team members responsibilities are, you also gain a stronger understanding of what is required to lớn make the project successful.

Moreover, if you’re able lớn work through your tasks and notice a teammate has a heavy task list, you can lend a hand & expect the same support in return when roles are reversed.

An effective meeting recap also acts as a historical record of meetings lớn reference at any point. This is going lớn highlight progress & areas for improvement so that you và your team can continue to lớn learn & grow together.

Of course, it’s also really helpful for new team members who may not be familiar with a project or for individuals who weren’t able to attend.

In the book Resilient Management, Lara Hogan argues that sending out a recap thư điện tử after each meeting is a great way to reinforce decisions, clarify company messages, and address your teammates’ frustrations:


“I love the practice of repeating decisions or actions after a meeting with a recap email,” says Hogan. “This communication method harnesses all of email’s power nguồn for good: it helps phối the record straight, disseminates information to lớn lots of people at once, & opens up conversation internally.

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How to write an effective meeting recap

Before we get into what you need to include in an effective meeting recap, it’s essential that you define a clear objective for your meeting.

What we’re saying is, if you want to lớn send an effective meeting recap, you need to also have had an effective meeting beforehand. In another interesting article by the Harvard Business Review, they discuss the importance of being organized in order to conduct a successful meeting:

“Before you hold a meeting, force yourself to make deliberate choices. First, know exactly why you’re convening & define your goals khổng lồ set the stage for achieving them. This process may include asking others to lớn suggest agenda items, which not only promotes relevance but also increases ownership & engagement. If you don’t have a clear mission or a danh mục of agenda items, you should probably cancel.”

Now that we’ve made it clear how important it is to lớn organize yourself before a meeting, let’s take a look at the things that should be included in your meeting recap:

Things to lớn include in your meeting recap:

1 Give a quick thanks

It’s good meeting recap etiquette to thank all of the attendees for taking some time out of their day & to have focused their attention on the meeting.

2 menu what was discussed during the meeting

You can use your agenda items và meeting notes to vì this và organize them into bullet points that are quick khổng lồ read và straight to the point. Make sure to lớn write them out in chronological order from the opening of them meeting lớn the decisions made và next steps.

3 List kích hoạt items & assign them

After you’ve summarized the key points of the meeting, in a separate paragraph or table, list all of the kích hoạt items with the date it was assigned (the day of the meeting), the deadline và the person who has been assigned lớn complete it. This is going khổng lồ foster accountability within the team and also keep everyone up khổng lồ speed on what their teammates are working on. 


Pro Tip

If you use, you can simply use the “send notes” functionality & the meeting recap (with kích hoạt items & notes) will be sent automatically to lớn all attendees!

4 Include any kinds of reference documentation

It’s a good idea to lớn include any kinds of reference documents from the meeting. These can be anything from project guidelines, project timelines, budgets, etc. This is especially helpful when many projects are progressing simultaneously. Including relevant resources is going khổng lồ eliminate confusion at the onset & give you và your team more time to work towards your goals, without too many explanations or clarifications required.

5 Include a reminder of the next meeting

Make sure that everyone is clear on when the next meeting is và what needs lớn be completed before that date.

Example of a meeting recap

Hey team!

Thanks for attending today. I hope the meeting was helpful và inspiring.

Here are the main talking points we discussed, for those who couldn’t attend:

1. Talking point A

2. Talking point B

3. Talking point C

Finally, these were the action items that came out of the meeting:

1. will vị by

2. will vày by

You can always đánh giá the kích hoạt items tab in to lớn see when these kích hoạt items are completed!

Before you go…

You’ve got nothing lớn lose và everything to lớn gain by sending a meeting recap lớn your team. It may take some time and some adjustments khổng lồ find how to most effectively write out and send your meeting recap, but with some practice, you’ll find what works for you and your team.

Thanks for dedicating some of your time to reading the Blog! If you found this article resourceful, tóm tắt it with a friend or a colleague khổng lồ get their take on the use of a meeting recap. As always, it’s been a pleasure having you & we’ll see you next time!

About the author

Kate Dagher

Kate Dagher, ba Communications and Business Management, has a management và corporate consulting background, having worked in the public sector, sales và corporate finance. She is now making a shift from business to lớn psychology & bridging her knowledge from both domains, as she pursues a Graduate degree in psychology at Trinity College, Dublin. Kate is fascinated about how our physical environments influence our thoughts, behaviours, actions & wellbeing. She is a certified yoga teacher, a passionate writer and traveller.