By Alex Revised | Updated: 2024-10-27 | Approx. 6 min read

Mastering the Art of Concluding Meetings: Techniques, Concepts & Key Phrases

Meetings are a fundamental aspect of operating any enterprise, and the significance of diligent preparation is widely acknowledged. However, a frequently overlooked yet crucial step by many meeting facilitators is the planning of an effective meeting conclusion. While all meetings inevitably conclude, the manner in which you end a meeting significantly influences its overall efficacy. A well-managed conclusion can ensure that all attendees depart with a positive sense of accomplishment and clarity regarding subsequent actions.

Thus, in this article, we will explore various methods for politely concluding a meeting and provide common expressions you can employ.

Strategies for a Courteous and Constructive Meeting Conclusion

The conclusion of a meeting represents your final chance to confirm that all attendees have grasped the discussed topics, the resultant action items, and the individuals accountable for each. Whether you're chairing a team sync-up, a board discussion, or any other form of assembly, these suggestions will assist you in adjourning meetings on a positive note.

1. Allocate Time for Closing in Your AgendaA meeting agenda serves as a roadmap, detailing all subjects the team will address. By incorporating the meeting's conclusion into the agenda, you minimize the risk of omitting this critical phase or exceeding the allotted time. Concluding a meeting needn't be lengthy; dedicating merely 5-10 minutes should be adequate.
2. Ensure All Voices Are HeardBefore bringing the meeting to a close, it's wise to ask, "Does anyone wish to contribute anything further, or are there any outstanding questions before we adjourn?" Offering attendees a chance to share insights or seek clarification ensures everyone has had an opportunity to speak and achieve understanding if necessary.
3. Summarize Key Discussions and DecisionsMeetings typically span 30-60 minutes, a timeframe in which a substantial amount of information can be exchanged. Concluding with a summary of the principal topics, including discussion highlights and resolutions, is an excellent method to reiterate and refresh participants' memory of what transpired. This is where tools like DeepVo.ai can be invaluable. Its high-accuracy speech-to-text feature ensures every word is captured, and the AI summary can generate concise meeting takeaways in seconds. You can even use its mind map feature to visually structure these points for better recall. Furthermore, if you've outlined desired outcomes in the meeting agenda, this is an ideal moment to review them and confirm each objective was met.

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4. Clarify Action Items and DeadlinesFollowing the meeting summary, it is crucial to agree upon the subsequent steps to foster progress between sessions. This is also an opportune time to remind everyone about the schedule and location of the next meeting.Ensure each task is delegated to a specific individual with corresponding due dates, so participants clearly understand their responsibilities and timelines. Remember, all action items should be documented in the meeting notes, not only to hold individuals accountable but also to maintain a record of pending tasks. An accurate transcript, like one from DeepVo.ai's voice-to-text service, can be very helpful here.
5. Express Gratitude to AttendeesPrimarily, extend thanks to everyone for their time and focus as you conclude the meeting. This gesture demonstrates appreciation and communicates that you value and respect them and their contributions. Subsequently, you can take a moment to specifically acknowledge those who offered significant input to the discussion. A survey indicated that 37% of employees view recognition as the foremost motivator for exceptional performance, yet 65% reported receiving no acknowledgment for good work in the past year. This underscores the importance of recognizing or commending your employees whenever feasible.
6. Adhere to the Scheduled End TimeLastly, consistently conclude the meeting punctually. Meetings demand a time investment that diverts us from individual work assignments. Exceeding the schedule encroaches upon their other work responsibilities, potentially causing them to be late for subsequent meetings or postponing their meal breaks. By finishing on time, you convey respect for participants' schedules.

Related reading: Effective Ways to Initiate a Meeting

Five Enjoyable Methods to Wrap Up a Team Meeting

Meetings can occasionally become monotonous. To maintain participant engagement and ensure they leave feeling invigorated, think about injecting a bit of enjoyment into your meeting's conclusion (if time permits). This is particularly beneficial for boosting team morale during virtual gatherings.

1. Acknowledge AccomplishmentsLife presents numerous occasions for celebration, including professional achievements. If you're aware that a participant has recently earned a promotion, garnered a glowing customer commendation, or excelled on a project, make sure to offer congratulations. Additionally, you can extend congratulations for personal milestones, such as an engagement or the arrival of a new baby.
2. Share a Joke or RiddleJokes are an exceptionally fun way to connect with participants and leave them with a smile. Alternatively, you could pose a riddle for them to solve before the next meeting. To enhance engagement further, consider rotating the responsibility of bringing a joke or riddle each time.
3. Pose a Concluding QuestionAsking a "get-to-know-you" question can promote team cohesion and help participants learn more about one another, especially in hybrid or remote team settings. You can pose the question in advance by including it in the meeting agenda, allowing everyone some time to formulate a response, thereby saving time. Here are some questions you might contemplate:
   • What is one new thing you discovered this week?
   • What was a personal highlight or win for you from the previous week?
   • What is the most valuable piece of professional advice you've received?
4. Incorporate a GameTeam-building games are an excellent means of uniting everyone and fostering stronger employee bonds. You can easily integrate a brief game while concluding a meeting to genuinely engage and strengthen your team, such as trivia or "Two Truths and a Lie."
5. Conclude with a Mindfulness PracticeIf you favor a brief, more tranquil activity, you might consider a mindfulness exercise like a guided meditation, a breathing exercise, or having each participant share one thing for which they are grateful. By taking a moment to de-stress, participants will depart the meeting feeling serene and content.

What Expressions Can You Use to Conclude a Meeting?

When it's time to formally adjourn the meeting, you might find yourself pondering the precise words to use. Here is a selection of phrases from which you can choose.

To Summarize:

• "I believe that covers everything for today."
• "It appears we've addressed all items on our agenda."
• "If there's nothing further to add, we can conclude here."
• "Looks like we're done. How about we reclaim 15 minutes for our workday and finish early?"
• "Thank you all for your contributions today; I'll see you on Friday for our next session."

Regarding Actions:

• "Remember to have your tasks completed by the end of this week."
• "Please anticipate an email with the meeting notes by close of business today." (Perhaps featuring a DeepVo.ai AI summary!)
• "In conclusion, we've decided to proceed with option two."
• "Please ensure your reports are submitted to me by the end of tomorrow."
• "Should anyone have questions about today's discussion, feel free to message me."

Expressing Thanks:

• "That will be all for now, thank you for your time."
• "A special thank you to [Name] for their assistance with today's meeting."
• "I want to thank everyone for a very productive meeting."

Ensure the Meeting Doesn't Extend Unnecessarily

Concluding each meeting with thoughtfulness and careful planning is vital to its overall success and can simultaneously help strengthen team cohesion. By adhering to the aforementioned tips for an effective meeting closure, your team will depart each session with a precise understanding of the topics discussed, their individual action items, and the subsequent steps to undertake before reconvening, perhaps with the help of clear notes and summaries generated by tools like DeepVo.ai.

Alex Revised

Alex is a content strategist and communications specialist with extensive experience crafting materials for tech and corporate entities. Alex enjoys exploring best practices in business operations, technology integration, and productivity.