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:
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.