In business processes, there is a regular need for action after certain processes have occurred. For example, to remind you about an unfinished order or registration with an offer to place it. Or send reports on meetings that took place the day before, and record the final summary. Such important marketing tasks can be effectively performed by the Follow Up service. He will serve as a secretary, logging important meetings online.
What is a follow-up email?
After meetings (videoconferences, conference calls), often negotiated plans remain uncertain because the results have not been prepared.
It happens that way. The advertising department considered the product promotion strategy at the meeting. There were sketches of ideas for an advertising campaign. But clarifying tasks have not been received from the head. The project remained unrealized.
With the follow-up service, problems will be solved – participants will be able to communicate after the meeting and take stock.
Follow-up emails are a common form of summarizing results. They contain the results on all points, a plan with tasks. Partners and clients are notified. An example is a letter from a supplier to a consumer thanking them for the concluded supply agreement. With payment details, and an invitation for further cooperation.
Notifications help to bring clients to the conclusion of transactions when they have doubts.
Why do I need a follow-up?
- Fixing the result. This is important when you have to come back to the results in a week or a month. Meeting reports via the service will help you to restore all the details at all times.
- Staff motivation. If the results are not visible, people will consider the meeting in vain. There will be no demotivation when fixing specific results, demonstrating their meaning and benefits for the company to employees.
- Organization of further work. Having a plan based on the results is a step towards implementation.
As a result of such mailing, colleagues will have a reminder of the agenda, a plan, and their tasks in it.
We need someone responsible to take stock of the meeting
To have a resume, you need someone responsible for its execution. It can be realized:
- A moderator who controls the timing and discussions. After summarizing the results at the meeting itself, he formulates a summary and sends it to the people present.
- The organizer (initiator of the meeting) – in the case when there was no moderator at the meeting.
- A pre-delegated employee with protocol skills.
By appointing a responsible person, you can have a clear plan based on the results, and implement it.
When the results are summed up
Summing up the results is formed with the preparation of the meeting, for which it is necessary:
- set a goal;
- develop an agenda;
- plan the result.
The result should reflect the main task and goal. Then it will be easy to sum up the results.
The results should be recorded during the meeting. They will summarize the results, with the formulation of conclusions, future tasks, and a plan.
When the decision of the issue is shifted to another date, this should be noted in the protocol with the mark of the responsible person. Such records will be a ready-made draft of the results. These preliminary results should be announced to the meeting so that everyone can take note of it for themselves.
In a call after the meeting, find out everyone’s opinion and clarify objections.
Summarizing the results of different types of meetings
Stimulating events are necessary for responsible and complex meetings.:
- Brainstorming is to sketch out a lot of ideas, with a selection of the best ones. They should become options to solve the problem. For such an assault, a resume is prepared for a week or a month, due to the need for detailed analysis. At the same time, decisions should be transparent.
- Retrospectives – summarizing the results of a project or stage of work. They will be a reason to correct mistakes and improve the process. The results are being prepared for implementation, formalized in a separate document, folder, and website. They should be available for review by employees.
- Strategic session. Formulation of the goals of the organization, department for the future, and ways to achieve them. Roadmaps are drawn up for each employee for individual planning, indicating the resources.
- Organizational and team sessions. Ideas are being developed to broadcast the product to the audience, conflict resolution is underway, and business processes are being synchronized. A resume is being generated.
All strategies are aimed at effective team development.
How are the results of the meetings arranged?
The structure of the follow-up message includes blocks:
- greetings;
- information about the meeting that ended;
- a list with conclusions, decisions, and agreements on the outcome;
- a plan of future activities and specific tasks, terms of implementation, and responsible personnel.
- contacts for current communications.
All the content is designed with prepared templates.
Example of writing a follow-up letter
The final summary briefly and clearly reflects the content of the entire meeting on each item. But it should not be sent in the main letter. Just a link to the text and the recording of the meeting. The letter should be structured, with bulleted lists, using formatting. With an indication of the topic, date and essence.
Approximate content of the meeting results:
- The header contains an indication of the addressee and the fact that this is a copy of the letter.
- Specifying the subject of the letter (example): Summarizing the results of the meeting in order to increase efficiency in the work of the sales department.
- Welcome address to colleagues.
- Following the meeting, a decision was made: conclusions on activities, improvement plans, scheduled meetings and events, and responsible employees are described.
- Next is a table of tasks generated based on the results. This list sets out the tasks themselves, responsible people, and deadlines.
- Next, after the table, the contacts of the coordinator who will answer all questions are indicated – phone number, e-mail.
- After the end of the text, the initiator of the letter is indicated with an indentation – Last name and first name, position, and the name of the company where correspondence is conducted and meetings are held.
It is important that you summarize the results of each meeting and send out a resume. Meetings will effectively complete the topics under consideration, and employees will understand that they have not been dealing with these issues in vain. They will get used to such management processes in the company, and they will refer to the resumes sent as sources of plans for further work.
The follow-up service recommends rules for writing effective emails.:
- think through images of the results before the meeting;
- record all conclusions during the meeting;
- to pronounce the result based on the results of the event;
- warn those present when the feedback will be received.;
- structure the letter, including the most important things, and links to the full materials.
Following the rules will allow you to properly configure the interaction of the team and departments.
The important role of the FollowUP service.tech in shaping the interaction of your business
Our platform is an intelligent secretary that helps you create notes, and logs each of your online meetings in detail, with their assessments based on a detailed analysis.
The assistant’s functions are integrated with the calendar, and it is present at all scheduled meetings. After their completion, the protocol is prepared in 15 minutes.
An automated secretary performs a detailed transcription of the entire conversation. Recognizes and highlights a list of tasks with deadlines and responsible persons, and agreements reached.
The secretary automatically generates summary reports on meetings with short summaries, and sends them to the mailing list to everyone who attended.
With our secretary, your business will become coordinated and efficiently managed.
