Meetingsby Steve Roche
Managing the output
Most meetings create output of some kind. This could be minutes, lists on flip charts, drawings, action plans and so on.
You are responsible for making sure that the right output gets to the right people in the right format. To do this you need to get answers to these questions...
- What is it?
- Who needs it?
- What format do they need it in?
- How will they use it?
- When do they need it by?
A special case is the list of actions assigned to people at a meeting. If this can be hand written, photocopied and handed out at the end of the meeting before people disperse, it really helps people focus on what they have agreed to do. Generally, the sooner the output gets to people, the better.
If the meeting generated flip charts as the result of an exercise, especially if the whole group was involved in what got captured on the flip chart, it is far more powerful to pin these up in the working environment than transcribe them onto an email that is sent around. The flip chart is a direct reminder of the session in a way that a transcription could never be.