Summarizing an Informal Meeting
April 2008
In today’s business environment many of our decisions and actions are made outside the confines on a typical meeting setting. For example, you might run into a colleague in the coffee area and engage in a conversation that results in resolving an ongoing issue. You both have an outcome and some actions to move forward. What happens though to these decisions and how are they recorded? Too often, the parties go their own ways and run the risk of someone misunderstanding or forgetting the results.
Casual, unexpected, informal meetings happen all the time. They may be inside the organization, at a conference, in an airport waiting for a flight, or in a car ride to a client site. We suggest that you take the lead and develop a short summary or confirmation of what was discussed. You can send this as an email message and add other interested people to the distribution list. People appreciate having a clear understanding of what was decided and who will do what. Also, you will be recognized as an organized leader.
Use the Pyramid Method of Writing to develop your informal meeting summary:
These writing compartments contain the following information:
- The Summary Statement states that you are summarizing the main items you discussed about a specific topic.
- The Background answers the Who? Where? When? and Why? about the informal meeting. It sets the scene and refreshes all parties of when this “meeting” took place.
- The Discussion Details/Action describes each item or topic and identifies any actions required and who will take them. If there are multiple items, state the item first followed by the action and divide them into a list. You can include any comments that were made but only those that are relevant to the decision and actions.
- The Outcome or Action sums up your overall impression of the meeting and identifies whether you have set a future meeting.
E-mail Message: |
Pyramid Parts: |
|
To: markham@qucal.com (Lynn Markham) |
|
|
|
|
|
Lynn: |
|
|
|
|
|
I am summarizing the outcome of our informal meeting on the feasibility of implementing joint-venture marketing of QuCal’s online management training program “QuMan.” This evolved during our lunch time power walk on Monday April 7, from 11:45 a.m. to 12:15 p.m.; |
Summary |
|
Background |
||
|
|
|
We decided to do some exploratory work over the next three weeks and then to meet formally on May 5, 2008. We agreed that you will identify the potential market, devise a tentative marketing strategy (i.e. direct mail, e-mail, etc), and write a proposal defining an action plan and cost factors, ready to bring to the meeting. |
Discussion Details |
|
Action |
||
|
|
|
In the interim, I will develop a historical background of our company, and provide both technical and non-technical descriptions of the QuMan software, complete with its potential as an online learning program. I will email this information to you by April 20 so you can incorporate it into your documents. |
Discussion Details |
|
Action |
||
|
|
|
I personally think the idea has great potential and look forward to our next meeting. I’ll set up the conference room and let you know the time and location. Our walk was one of my most productive hours yesterday. |
Outcome/Action |
|
|
|
|
John Witkowsky |
|
A short email similar to this one will eliminate any doubt as to what will happen next and who will be responsible for doing what. It will take you only a few minutes but could potentially save you hours or days by preventing confusion.
Online instruction on how to write short reports is available at www.rgilearning.com
Lisa Moretto is a Sr. Consultant with RGI Learning. For 16 years she has helped engineers improve their oral and written communication skills. Visit www.rgilearning.com or call (585) 461-3617 to learn about RGI’s courses.
© 2008 RGI Learning