Productivity Boosters

Crafting the Ideal Meeting Recap + Complimentary Templates

by Alex Writer - 28.05.2024

Reading time: 10min

Meetings often consume significant time and can feel overwhelming, particularly once they conclude, as recalling every crucial piece of information, key takeaway, and specific detail discussed becomes a real challenge. This underscores the necessity of meeting recaps; they serve the team by offering a distinct record of vital information and resolutions reached during the session.

In this guide, we'll demonstrate how to compose an impeccable meeting recap, complete with formatting and structuring advice drawn from practical examples. You'll discover methods to enhance productivity and foster better communication within your team. Moreover, we have a pleasant surprise for you – a method to potentially eliminate manual note-taking forever! Let's dive in!

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What is a Meeting Recap?

A meeting recap is a succinct document that summarizes the significant discussions, decisions, and actionable tasks from a meeting. It assists attendees in monitoring their project advancement and serves as a reminder of their assigned duties. A meeting recap is generally informal and frequently lists due dates, project milestones, and progress updates. It is designed to be concise and easily digestible, offering participants an accurate reflection of what was covered.

What are Meeting Minutes?

Meeting minutes constitute a comprehensive log of the discussions and decisions made during a formal meeting. They typically include:

• Date, Time, and Location of the meeting
• The meeting's agenda
• A roster of attendees
• The objectives of the meeting
• Points of discussion
• Decisions reached
• Action items assigned
• Timetables and deadlines

Meeting minutes are a formal, often legal, record of the meeting’s proceedings and results, and might also incorporate the approval of minutes from previous meetings.

Meeting Minutes vs. Meeting Recap

Meeting minutes are an exhaustive and formal documentation of a meeting, whereas a meeting recap is a brief document intended to remind participants of what was discussed. Minutes carry more formality than a recap and function as an official account of the meeting. Conversely, a meeting recap is mainly for individual and team benefit, focusing on crucial information like decisions and action items. And if you lack the time to draft either, AI tools like DeepVo.ai can generate a meeting recap or even a more detailed note structure for you from an audio recording, complete with an AI summary and a mind map.

How To Craft The Perfect Meeting Recap?

Now that we've distinguished between a meeting recap and meeting minutes, let's explore the process of creating an effective meeting recap.

1. Preparation

For a productive meeting and subsequent recap, gather all pertinent materials beforehand, such as previous meeting summaries, referenced documents, and your note-taking tools. Carefully review these to refresh your memory. A preparation checklist can also enhance your meeting's content and overall efficiency.

Pro Tip: You can utilize AI tools. For instance, if past meetings were recorded, DeepVo.ai could help by transcribing and summarizing those recordings, allowing you to quickly catch up without manually sifting through old notes.

2. Take Thorough Notes

Always capture detailed notes during meetings to record all essential points. If there isn't a designated note-taker, consider rotating this responsibility among team members. Focus on providing the team with clear agenda items and underscore key decisions, assignments, and significant discussions; research suggests 67% of people find a clear agenda crucial for meeting success. This practice ensures a concise and accurate meeting record, aiding follow-up and accountability.

3. Record the Meeting

Recording your meetings allows for the creation of high-quality transcripts, comprehensive meeting recaps, and detailed notes. These resources will enable you to write your meeting recaps more effectively, ensuring no important decisions made during the meeting are overlooked.

Pro Tip: Record conversations with a tool like DeepVo.ai to generate high-accuracy voice-to-text transcripts (supporting 100+ languages), AI summaries, and even intelligent mind maps for both online and in-person meetings. This provides an excellent base for your written recaps. Simply upload your audio or record directly.

4. Emphasize Key Decisions and Assigned Tasks

To ensure that important decisions made during a meeting are properly executed, meticulously note all key decisions and action items. Remember also to record assigned tasks and their deadlines given to specific individuals, especially during weekly check-ins.

5. Include a Reminder of the Next Meeting's Date

In my recaps, I usually incorporate the date and time of the subsequent meeting to help everyone remain organized and prepared. I distribute these summaries within 24 hours post-meeting and follow up when we are about two-thirds of the way to our next deadline. This keeps us on schedule. Additionally, it’s advisable to send out meeting invites as a reminder if you haven't already.

6. Attach Ancillary Documents

Remember to link or attach any relevant supporting documents to the meeting recap. These might include:

• Emails
• Client communications
• Contracts
• Project briefs
• Related articles or blog posts

Including these allows attendees to recall details and access important information more readily.

7. Structure and Proofread Your Recap

To produce a meeting recap that is clear and free of errors, it's crucial to proofread it meticulously before distributing it to the team. You might consider using an AI writing assistant for initial drafting. An AI-powered tool like DeepVo.ai can generate an AI summary from your transcript, which you can then refine. These tools can automatically condense information and make your summary even more focused. Employ subheadings and highlight key action items to improve visual appeal, and adhere to any established templates. Check for spelling, grammar, and punctuation mistakes, and eliminate any potential ambiguities.

8. Distribute Your Meeting Recap to All Participants

I prefer to have someone else review a document before it's sent to everyone. Once it has been validated by a second pair of eyes, you can dispatch it to all attendees, including those who were absent but require the information.

Pro Tip: With platforms like DeepVo.ai, sharing meeting outcomes (like summaries or mind maps) can be as simple as sharing a link or exporting the content. Ensure your chosen tool offers secure, view-only sharing if needed.

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Examples and Templates for a Meeting Recap

This section offers well-crafted meeting recap templates and examples that you can adapt for your own use. These templates can be copied and modified, saving you time and effort. By utilizing them, you can deliver clear and concise information to your team or clients.

Meeting Recap Template Email - Action Items

Subject: Action Items: Meeting Recap - [Meeting Title] - [Date]

Dear Team,

Following our productive session on [Date] regarding [Meeting Topic], I'm sharing a brief recap to ensure clarity and alignment.

Meeting Goal:
[Clearly state the primary objective of the meeting in one concise sentence.]

Key Discussions & Decisions:

• Topic 1: Briefly outline the key discussion points and outcomes from this segment.
• Topic 2: Briefly outline all key takeaways from this discussion.
• Topic 3: Briefly outline the main takeaways from this discussion.

Action Items:
To maintain momentum, please note the following action items:

• [Team Member Name]: Complete [Action Item 1] by [Due Date]. This will [describe the impact of completing this task].
• [Team Member Name]: Complete [Action Item 2] by [Due Date]. This will [describe the impact of completing this task].
• [Team Member Name]: Complete [Action Item 3] by [Due Date]. This will [describe the impact of completing this task].

Resources: (Optional)
For additional reference, you can access the meeting transcript/notes [link] and any shared documents [link].

Thank you for your valuable participation and insights during the meeting. Please don't hesitate to contact me if you have any questions or need further clarification on your assigned tasks.

Best regards,
[Your Name]

Meeting Recap Email Example - Action Items

Subject: Action Items: Meeting Recap - Q3 Marketing Strategy - May 27th

Dear Team,

Following our productive session on May 27th concerning the Q3 Marketing Strategy, I'm sharing this concise recap to ensure everyone is on the same page.

Meeting Goal:
To finalize the Q3 marketing campaign themes, budget allocation, and key performance indicators (KPIs).

Key Discussions & Decisions:

• Campaign Themes: We reviewed three proposed themes and selected "Innovate & Inspire" as the core Q3 campaign direction. The content team will develop messaging pillars around this.
• Budget Allocation: We agreed on the proposed budget distribution across digital advertising, content creation, and influencer collaborations. A detailed breakdown will be circulated by Finance.
• KPIs: We established primary KPIs, including a 15% increase in lead generation and a 10% growth in social media engagement.

Action Items:

• [Maria Chen]: Develop initial messaging pillars for the "Innovate & Inspire" campaign by June 5th. This will guide content creation efforts.
• [David Miller]: Liaise with Finance to circulate the detailed budget breakdown by June 3rd. This will allow teams to plan specific expenditures.
• [Priya Sharma]: Set up KPI tracking dashboards for lead generation and social engagement by June 10th. This will enable us to monitor progress effectively.

Resources:
You can access the detailed meeting notes [link] and the presentation slides [link] for your reference.

Thank you for your active participation and contributions. Please reach out if you have any questions or require more information on your tasks.

Best regards,
Sarah Green

Meeting Recap Template Example - Brainstorming

Subject: Action Needed: Brainstorming Session Recap - [Project Name]

Dear Team,

Following our dynamic brainstorming session on [Date] to generate innovative ideas for [Project Name], I’m pleased to share a summary to propel us forward.

Brainstorming Goal:
[Briefly state the main objective of the brainstorming session (e.g., To identify novel marketing approaches for the upcoming launch of [Product Name])].

Key Outcomes & Opportunities:
[Highlight the most promising concepts that arose from the discussion:]

• Concept 1: [A one-sentence description of the concept and its potential benefits.]
• Concept 2: [A one-sentence description of the concept and its potential benefits.]
• Concept 3: [A one-sentence description of the concept and its potential benefits.]

Next Steps:
To leverage these opportunities, let's:

• Arrange a follow-up meeting on [Date] to delve deeper into these concepts and assess their viability.
• [Encourage ongoing ideation by inviting team members to share additional thoughts or variations on these ideas via [Chosen communication platform - e.g., dedicated Slack channel or email thread]].

Thank you for your valuable input during the session. Your creative contributions are vital for the success of [Project Name]. Please don't hesitate to get in touch if you have questions, wish to provide feedback, or need further details.

Best regards,
[Your Name]

Meeting Recap Email Example - Brainstorming

Subject: Action Needed: Brainstorming Session Recap - New Mobile App Features

Dear Team,

Following our productive brainstorming session on May 26th to explore creative feature enhancements for our mobile app, I'm excited to share this recap to guide our next steps.

Brainstorming Goal:
To identify innovative features that will improve user engagement and differentiate our app in the market.

Key Outcomes & Opportunities:

• Personalized User Dashboards: We discussed creating customizable dashboards allowing users to prioritize information relevant to them. This could significantly enhance user experience and daily utility.
• Gamified Loyalty Program: The idea of integrating a gamified loyalty program with badges and rewards for frequent use was well-received. This could boost user retention and encourage active participation.
• AI-Powered Smart Suggestions: We explored leveraging AI to provide users with proactive suggestions and content recommendations based on their activity. This could make the app feel more intuitive and helpful.

Next Steps:
To capitalize on these promising ideas, let's:

• Schedule a follow-up meeting for June 4th to analyze each concept in more detail, including technical feasibility and potential user impact.
• Please continue to share any further thoughts or refinements on these concepts via our dedicated #AppIdeas Slack channel. Let's keep the innovative ideas coming!

Thank you for your fantastic contributions during the session. Your commitment to improving our app is crucial for its continued success. Don't hesitate to reach out with any questions or if you need more information.

Best regards,
Kevin Lee

How to Summarize Your Meetings Using DeepVo.ai

Once you're set up with DeepVo.ai, you can effortlessly create stellar AI meeting summaries and structured mind maps. Here’s a general approach:

Step 1: Record or Upload Your Meeting Audio
For online meetings, ensure your audio input is clear. For in-person meetings, use a quality microphone. After the meeting, upload the audio file to DeepVo.ai.

Step 2: Get Automated High-Accuracy Transcription
DeepVo.ai will process the audio and provide a highly accurate voice-to-text transcription, boasting up to 99.5% accuracy and support for over 100 languages. This transcript forms the basis for your summary.

Step 3: Generate AI Summary & Intelligent Mind Map
With a single click, DeepVo.ai’s AI can generate a concise summary of the key discussion points, decisions, and action items in as little as 10 seconds. You can often use custom templates to tailor the summary to your specific needs. Simultaneously, an intelligent mind map can be created, offering a visual, structured representation of the meeting's content.

Step 4: Review, Customize, and Share
Review the AI-generated summary and mind map. You can typically edit and refine the summary. The mind map can be particularly useful for quickly grasping complex discussions and can often be exported as an image for easy sharing.

Want to see how DeepVo.ai can transform your meeting workflow? Visit https://deepvo.ai/en to learn more and try it for free. Enjoy features like end-to-end encryption for your data security.

How to Write an Effective Meeting Recap (Key Takeaways)

Let's quickly review the essential elements:

• Document the date, time, location, meeting attendees, and their roles.
• List subjects discussed, decisions made, and action items.
• Use a clear, concise style to summarize discussions, main points, and outcomes. Tools like DeepVo.ai can assist with AI-powered summarization.
• Steer clear of jargon, ensuring summaries are understandable by everyone.
• Note tasks, deadlines, and any dependencies.
• Clarify post-meeting actions, responsibilities, and timelines.
• Adhere to facts and present different viewpoints impartially.
• Avoid including superfluous details.
• Incorporate relevant background information when pertinent.
• Employ bullet points, numbered lists, and text formatting for readability.
• Proofread for errors and ensure a logical flow.
• Seek feedback from another colleague if possible.
• Summarize and distribute notes ideally within 24 hours.

Pro Tip: Utilize AI assistants like DeepVo.ai that can handle transcription, generate AI summaries, and even create mind maps for you across various platforms, even from offline recordings. Get precise AI meeting recaps every time! You can often tailor these outputs to match your preferred style.

That's All For Now!

I trust this article has provided you with a solid understanding of how to compose a general meeting recap or what effective meeting minutes should entail, highlighting the most critical items to include for a comprehensive overview.

If you lack the time to manually write meeting recaps or prepare an agenda during meetings, consider exploring DeepVo.ai. DeepVo.ai is an AI meeting assistant that accurately transcribes your meetings, generates intelligent summaries, and creates structured mind maps. It works with audio from any meeting platform and even offline recordings. With DeepVo.ai, there's no need to sift through lengthy transcripts or manually jot down notes during meetings. You'll receive impeccable AI-generated meeting insights, all secured with end-to-end encryption and available to try for free!

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FAQs

How Can I Capture Action Items Effectively in a Meeting Recap?

When I'm in a meeting, I focus on making action items clear and specific. I note the responsible person (owner), a precise description of the task, and a deadline for each decision. I ensure everyone understands the action item and its purpose, and confirm that assignees have the capacity for the additional workload. I assign a single individual to each action item and integrate tasks into our project management system for tracking. If needed, I use meeting assistant software features (like those in DeepVo.ai, which can identify action items from the transcript) to streamline the process and obtain a comprehensive meeting summary.

How Can I Ensure My Meeting Recaps Are Clear and Easy for Everyone to Understand?

When I draft a meeting recap or minutes, I concentrate on the most vital details discussed. This allows me to identify key points, state the meeting's outcomes, and assign responsibilities in a clear, concise manner. I find that using bullet points and avoiding technical jargon greatly helps. If there are relevant materials, I always include links to them. By adhering to these tips, your meeting recaps can become strategic instruments that guide your team's actions and decisions. Using tools like DeepVo.ai to generate initial summaries and mind maps can also provide a well-structured and clear starting point.

Are There Any Tools Available to Help Me Write Meeting Recaps?

Absolutely! I use DeepVo.ai for many aspects of my meeting documentation process. It records (or you can upload audio) and transcribes the entire conversation with high accuracy (up to 99.5% across 100+ languages). DeepVo.ai also generates a concise AI summary of the entire meeting, highlighting the main topics discussed, key points, decisions, and action items, giving you a perfect AI-generated overview and even an intelligent mind map to visualize the content. Plus, it intelligently identifies essential points and specific action items within the summary. And the best part? DeepVo.ai makes it easy to review and share the meeting insights. It's free to try and offers end-to-end encryption for your peace of mind. Give DeepVo.ai a try and see!

Alex Writer
Content Strategist
Alex is a Content Strategist at ContentSolutions Co., known for helping businesses enhance their communication and productivity. With a background in corporate communications, Alex transitioned to focusing on digital productivity tools during the remote work boom. Alex now specializes in creating actionable content for SaaS companies, particularly those leveraging AI to improve workflows. When not exploring new tech, Alex enjoys hiking and photography.

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