Get Ready for the Next Meeting with This Follow-up Report

Ken-Hardin

We've spent a lot of time in this blog recently discussing the importance of preparation when it comes to having a successful project meeting. From a project charter for large initiatives to detailed agendas, advance planning and management are essential to ensuring a productive (and hopefully brief) meeting.

 

But what do you do after the meeting is over?

 

Circulate a detailed report and begin preparing for the next meeting, of course.

 

The Project Meeting Follow-Up Template, from our partners at Info~Tech Research Group, gives you a quick outline you can use to circulate meeting results and set the course for your next meeting. The Word-based template is available for free to IT Business Edge members here in the IT Downloads library.

 

Always action-oriented, the follow-up template is targeted primarily for members of the project team who are assigned deliverables - in other words, the folks who are doing the work. It begins with a list of action items to be completed by the next status meeting, as you can see in the image below.


 

 

It may seem obvious (especially to project managers), but a weekly reminder of what needs to get done and who needs to be doing it is vital to getting a project shipped. It is, after all, the entire point of having status meetings in the first place.

 

The second section of the template is devoted to a meeting summary, with pointers to include:

 

  • Time remaining until project completion.
  • Schedule progress in line with expectations.
  • Issues that will affect project timelines, scope, cost, and deliverables.
  • Actions needed to mitigate possible risks.

 

If you are using a simple tracking tool, like Info~Tech's Project Planning and Monitoring Tool, you can copy and paste Gantt-model charts and other progress reports into this section. It all depends on how much detail you want to include in a follow-up report for the immediate project team.

 

Info~Tech has also prepared a Project Milestones Report Template for distribution to the wider project shareholder audience. Be sure to check out that resource, as well.



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