How you follow up after a web meeting can really determine its success. Even if you think things went well, sometimes a meeting cannot be deemed successful if there are no points or actions to take away.
Different hosts follow up in different ways. But whatever your style, there are still a core set of steps that each host should abide by for follow-up to be as effective as possible. These should be used in a structured and consistent manner if you are to get the most out of your web meetings.
Each of the four points we’ve outlined below is based around the meeting you have just had. That meeting generated a wealth of information, information which cannot and should not go to waste. Use it to help you define your follow-up and the direction it should take.
Send actionable points
You have just discussed key topics, often including significant projects with deadlines and activities still outstanding. These are crucial to any project no matter how big or small. You may have discussed actionable points within the meeting and verbally assigned tasks. But this leaves too much up to the discretion of the attendees themselves. This is where you, as host, need to step in and assign each point formally in writing. Share these with your web meeting attendees in one unified email.
Unfortunately, you are still not quite done with those actionable points. Without some kind of deadline or target, they’re unlikely to be completed in a timely fashion. Your web meeting attendees will simply go ahead and finish these tasks based around their other priorities. But setting deadlines and inserting key ‘landmark’ sections into each point will guide and drive your team. Each deadline should benefit you, too. Monitoring, rather than micromanaging, places you in a prime position to better understand both project developments and your team themselves.
Provide the meeting replay
This is something we are often told rarely happens, but it should be a matter of course. It’s quick and easy for hosts to share the meeting recording in a variety of formats. For example, with Drum, you can share the meeting replay within your Drum dashboard or download the replay as an MP4. However you choose to share it, it is an increasingly important part of the post-meeting process. The replay delivers an instant recap of the meeting exactly as it happened, reminding attendees of any key points they may have forgotten or failed to note down.
Set the next meeting date
This goes hand in hand with the tasks you assigned based on the previous meeting. Setting a date for your next meeting, whether it be set in stone or not, gives attendees a clear timeline to work with. And, setting a date and time for the next meeting places further significance on those actionable points. This also means that meeting attendees can instantly book the time out, thereby removing the hurdles of trying to find a time that suits everyone at a later stage. Availability can be a big stumbling block to joining meetings and it is usually, but not always, avoided with web meetings, so the sooner you can lock people’s time in, the better.
With these actions in mind, you can begin to make your Drum meetings increasingly more effective. Integrating a web meeting or web conferencing solution into your daily tasks provides an extensive range of benefits. Build on these core points and measure the increased benefits of your web meeting.