What Is a Meeting Report?
Think of this type of report as a summary of all the things that were discussed during a particular meeting. Its purpose is to cover everything from what was discussed to what decisions were made. The information found in this particular type of report will come in handy when another meeting takes place as it can be used to provide a quick recap on what happened during the previous one. So if you decide to make one, be sure to include every important piece of information that you need to.
How to Write a Meeting Report?
1. Start With the Basics
A professional meeting report should be able to cover three important things: the reason the meeting took place, where it was being held, and the schedule in which it took place. When pointing out why the meeting was held, be sure to provide a clear explanation so that the reader can easily understand the goal that was being aimed for. For the location, be sure to put it in the complete address. And lastly, the date and time must be exact; This means that you will need to write down the month, day, and year for the date and the hour and minutes that the meeting started and ended.
2. Make a List of the Participants
Even a simple report must contain the name of every single individual that took part in the discussion. When writing them all down, be sure to put in their first and last names. Make sure that you get their names right to avoid issues concerning identity. Also, point out the names of those who were required to participate but were not able to attend.
3. Point Out What Was Covered
Next is that you will need to provide information on all the topics that were discussed during the meeting and with reference to the meeting minutes. When doing this, make sure that each one you list down has a proper description so that the reader can easily discern what it was that everyone managed to cover.
4. Share the Actions and Tasks
During the business meeting, it is very likely that those who were involved discussed what kind of actions must be taken as well as what tasks need to be done in order to solve a problem or take advantage of an opportunity. Make sure to create a list of every single one that was suggested as well as the names of those who made the suggestions.
5. List Down What Was Agreed On
Next is that you will need to point out what particular actions and tasks have been agreed upon by those involved in the meeting. When doing this, you must first point out exactly which ones were accepted. Then you will need to write down the complete names of the individuals who were assigned to do them. Lastly, you will want to put in the date in which these tasks and action plans are expected to be done.