How to use follow-up to increase the productivity of a meeting
Communication is one of the key components of any activity. It is especially important when implementing projects, where the efficiency of interaction directly affects the process of creating a product. However, during oral discussions, a number of significant points can get lost in the flow of information. Therefore, it is necessary to capture them in a follow-up format.
A follow-up (FU) is a document created after a meeting and sent to its participants. An employee selected by the project manager is responsible for preparing the document. The document summarizes the meeting’s results. Special attention is paid to the list of tasks, deadlines, and responsible executors.
Where is it used?
Follow-ups are common in various spheres:
- Marketing: The document is for internal communication, such as when agreeing on a promotional strategy.
- Business. It serves as a tool for maintaining communication with clients. Follow-up can also remind clients of the company and its offerings.
- Recruiting: This document provides a format for summarizing interviews and clarifying candidate status.
- Journaling: It helps compare information and gain additional insights.
It is important to understand that the FU is not a mandatory attribute of every meeting. It all depends on the topic of discussion, its complexity, and the scope of work. A letter is usually formed when it is necessary to summarize theses or receive instructions for further actions.
Follow-ups facilitate internal discussions with the team. The document is also useful when communicating with potential clients. It shows attention to detail and gratitude for their time, and emphasizes the advantages of the offer. This approach increases the chances of closing a deal.
Additionally, the follow-up is a useful tool when discussing an upcoming project. It articulates important details, including payment arrangements and product launch specifics. Often, an email accompanies an invoice or contract.
In email marketing, the follow-up email acts as a trigger for a series of emails that facilitate continued communication.
Structure and peculiarities of formation
The format for writing a follow-up depends on its purpose. However, in most cases, it consists of three parts.
- Introductory part. It includes a greeting and a note of gratitude for participating in the meeting. Although this section does not convey a great deal of information, it plays a crucial role in creating a positive impression.
- Summary. This section forms the main part, and its content depends on the number of issues discussed. If there are several, it is advisable to create a summary of the key ideas. This will give participants a unified view of the communication results. Additionally, the block contains a description of tasks with clear wording, deadlines, and responsible executors.
- Final part. It informs participants about the time of the next meeting or other important events. It may also contain references to materials mentioned during the discussion.
One important requirement for using the follow-up format is promptness. The email should be sent within 24 hours of the meeting.
