Prepare and Send a Concise and Actionable Meeting Summary

This process outlines creating and distributing a meeting summary that captures critical information and drives follow-up actions.

1. Timely Delivery

• Send promptly. Aim to distribute the meeting summary the same day or the next day while the information is still fresh in everyone's minds.

2. Structure for Clarity

• Use a clear format. Organize the summary with distinct sections:

  • Meeting Overview: Briefly state the meeting's purpose, date, and attendees.

  • Key Discussion Points: Summarize the main topics discussed and any critical decisions reached.

  • Action Items: List action items with assigned owners, deadlines, and relevant context or dependencies.

  • Open Issues/Opportunities: Note any unresolved issues or potential opportunities that require further attention.

3. Distribution and Record-Keeping

• Send to relevant participants. Include all meeting attendees and anyone who needs to know the outcomes.

• BCC Salesforce. Include Salesforce in the BCC field to automatically log the email in your CRM system.

• Capture action items in JIRA. Create tasks or issues in JIRA to track action items, assign owners, and set deadlines. This ensures accountability and facilitates progress tracking.

4. Salesforce Integration

• Create a Salesforce Note. Add a note to the relevant Account or Opportunity record in Salesforce.

• Copy email content. Paste the meeting summary from the email into the Salesforce note to maintain a centralized record of customer interactions.

• Link to Account/Opportunity. Ensure the note is properly linked to the correct Account or Opportunity record for easy access and context.

• (Optional) Use reports for visibility. Create Salesforce reports to view account activity associated with contacts and gain insights into customer engagement.

Tips for Effective Summaries:

• Keep it concise. Focus on the most critical information.

• Use bullet points. Make the summary easy to scan and digest.

• Use active voice. Clearly state who is responsible for each action item.

• Proofread carefully. Ensure accuracy and clarity before sending.

Following these steps, you can create informative and actionable meeting summaries that promote follow-through, keep stakeholders informed, and strengthen customer relationships.