You are required to conduct a post meeting follow up for a technical meeting. As you conduct your post meeting
follow up, ensure that:
i. ii. Minutes of the meeting are produced accurately and circulated and are in line with the policy of the organization.
The follow up must communicate agreed records of discussion to interested parties in a format and time
frame that meet requirements of the type of meeting and of the organization (s) involved.
The follow up must include a summary of discussions and actions, motions passed, recommendations and meet format requirements.
After conducting a technical meeting, it is important to conduct a post meeting follow up to ensure that all agreed-upon actions and decisions are properly communicated and documented. Here are the steps to be followed for the post meeting follow up:
1. Minutes of the Meeting: The first step in the post meeting follow up is to accurately produce the minutes of the meeting. The minutes should include a summary of discussions, decisions made, actions to be taken, motions passed, and any recommendations made during the meeting. The minutes should be circulated to all attendees and stakeholders in a timely manner.
2. Circulation of Minutes: The minutes of the meeting should be circulated to all relevant parties in accordance with the organization's policy. The minutes should be clear, concise, and accurately reflect the discussions and decisions made during the meeting. It is important to ensure that all stakeholders receive the minutes in a timely manner to keep them informed of the outcomes of the meeting.
3. Summary of Discussions and Actions: Along with circulating the minutes, a summary of discussions and actions should be provided to interested parties. This summary should highlight key points discussed during the meeting, actions to be taken, motions passed, and any recommendations made by the participants. This summary should be clear and easy to understand, providing a quick overview of the meeting outcomes.
4. Recommendations and Format Requirements: The post meeting follow up should also include any recommendations made during the meeting and specify the format requirements for any follow-up actions. This may include timelines for completing actions, responsible parties for each action, and any additional information needed to carry out the decisions made during the meeting.
By following these steps for the post meeting follow up, you can ensure that all stakeholders are informed of the outcomes of the technical meeting and that any actions agreed upon are properly documented and followed through. This will help to ensure that the goals and objectives of the meeting are achieved and that all parties involved are on the same page moving forward.