Do you always follow up meetings in writing?

[Quirkyme]

Afternoon

Wondering if others always follow up meetings in writing? Particularly meetings with management where you raised concerns?

If so, do you summarise what you raised only, and what they said too? Or I guess not all that they said but main responses , relevant things in their response you want to note?

Do you ask them to confirm that your record of the meeting is correct or is it more just "here's my recollection - do let me know if there's anything I haven't captured incorrectly / or you'd like to add?"

OR do you just keep a record of such meetings for yourself to refer back too if needed?

Im a manager. I send an email after every meeting with any of my staff to bullet point topics discussed, actions needed & the person responsible for the action/date to be complete if appropriate.
I do the same to my own manager if she doesn't provide minutes/any written record but she usually does.

And yep, I write that I request they confirm receipt, check for accuracy, and contact me by xxx date if any changes are requires

Depends on if I want to be able to rely on everyone remembering what was agreed.

Important meetings with a manager where I am expecting some action from other attendees or have received authority or permission in some way - yes.

Meetings with a report where I’ve asked them to do something new or unusual or if they have previously “forgotten” something they’ve been asked to do - yes.

Routine, run of the mill updates - no.

I usually just write actions. If I am complaining then that would usually have been in writing so that the points can be dealt with. If your complaints and their responses weren't in writing then it's reasonable for you to summarise them with some actions and a note asking them to let you know if they feel you missed or misrepresented any points.

Depends, if it's with someone who is typically good at remembering and actioning the discussion then no. If it's with someone who isn't then I usually summarise the key points, agreed actions and due dates. Something like this.

Hi xxxx

Just to confirm our discussion earlier today.

I raised a concern about xx project being behind track.
We agreed xx would start to support this from [date] to add extra resource. This is an interim measure while efficiencies are found.
Actions:

• you will arrange training for xx on [date]
• I will raise a ticket for access to new systems and for a BA to review the process for efficiencies
• you will set up a meeting with me in 2 weeks to review progress and update on status.

Kind regards

Xx

Hell yes. I don’t enjoy doing it but the amount of times something has been agreed verbally and then someone has backtracked was ridiculous so I always provide a written bullet point summary afterwards for important discussions.
Honestly, it has been worth it’s weight in absolute gold many many times over and is worthy the extra administrative effort. And if the recipient has a problem with it then I genuinely don’t care as they may well have been planning on shafting me and I’ve foiled them (speaking from bitter experience!)

@Clickncollect

Hell yes. I don’t enjoy doing it but the amount of times something has been agreed verbally and then someone has backtracked was ridiculous so I always provide a written bullet point summary afterwards for important discussions. Honestly, it has been worth it’s weight in absolute gold many many times over and is worthy the extra administrative effort. And if the recipient has a problem with it then I genuinely don’t care as they may well have been planning on shafting me and I’ve foiled them (speaking from bitter experience!)

Yeah you're right. I'm going to do it , I had a meeting with manager end of last week raising serious concerns so going to follow-up in writing as soon as.

@Quirkyme Yes, I think that’s sensible. Cover that back! And it’s also a written reminder to me of what’s been agreed while it’s fresh in my mind.

Always, always cover your arse in writing as people suggest above.