Find out a few interesting approaches to define a clear after board meeting strategy that helps to enhance meeting productivity and stimulate the progress of the whole project.
Follow up after the board meeting – is it necessary ?
By definition, a board room meeting is a scheduled conversation where employees discuss a specific topic or even a list of them, that must be identified by the meeting leader in a pre-arranged agenda.
Meetings have a different reputation in today’s work environment. However, sometimes direct negotiations are not only necessary, but also considered to be more productive and efficient.
But what should be done when the meeting is over and all the conclusions are made?
How to ensure that participants of the meeting are on the same page and have a clear strategy to achieve progress. These questions are not always easily answered, and despite some obvious solutions, many people still wonder what points should be taken when the board room meeting is over.
Below, we listed some of the most helpful steps that should be considered to avoid missing the essential information or neglecting the given tasks.
Follow up emails
Such an email should be sent not later than within 24 hours after the meeting with the board room is over. Quick follow-up emails help to maintain the data given during discussion and avoid getting it lost in the incoming messages. What is more, such a reminder can provide everyone with the information to improve the meeting’s progress.
After thanking board members, the follow-up email should include content from the meeting.
Underline action items
The follow-up email should sum up the meeting’s discussions, as well as the conclusions made from them. Try to recap the essential points and list the assigned tasks with the responsible employees. In such a way all the participants of the meeting can use the brief as a quick reference to establish the important assignments and when to accomplish them. It boosts everyone’s accountability and makes sure that needed work will be done in time.
Intermediate check of running tasks
At the end of the working day, as well as at the end of the meeting, it is important for the employee to set a task and to find out about the status of the task being performed:
- at what stage the employee is,
- what difficulties arise in the process of implementation,
- what are the options for solving these difficulties,
- why can not an employee complete the task,
- who or what can help him to get the job done.
It is important because the issues discussed during the meeting are often left “up in the air”. By making the intermediate check of running tasks, you give everyone responsibility for the implementation of them, which helps to follow the progress of the whole project.
Highlighting strong team members and their successful decisions
There is no need to hide or take for granted good results from team members. By showing the strengths and successes of one particular person you highlight the fact that they are important and valuable to the project and the team. Plus, good ideas and creative solutions can serve as the inspiration for new results and motivation towards achieving new goals.
Analyzing failures with the whole team
This approach suggests finding the reason why the result does not match the expectation. The team should discuss what can be done to make the result successful, what to look for next time, what risks to consider. Debriefing is a good practice for the entire team and should be done on a regular basis.
Setting up the Next Meeting
Once one board meeting ends, planning the next one starts. Find the most suitable time for everyone, set the date and platform for the next board meeting. All this needs to be done before the calendars start to fill. When the next meeting is announced, you can begin preparations for it.