In our work, we may not avoid the times that we can be given a piece of document to remind us of the things that we have to do.…continue reading
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What Is a Meeting Memo?
A meeting memo informs attendees about your meeting’s “who,” “why,” “when,” and “where.” Whether the meeting is for a single department or the entire firm, sending a message gives guests a preview of what’s to come. Meeting memos keep your meeting on track and guarantee that all critical tasks are completed. Our meeting memo tutorial will walk you through how to write one and provide an example that you can acclimate to your own needs. According to statistics, 44% of survey respondents claimed that unexpected or unannounced meetings imply they don’t have enough time to focus on their work.
Benefits of Meetings
Nowadays, an organization’s success is contingent upon the cooperation of its members. Without collaboration, achieving company objectives is complex. Without meetings, most employees will have no idea what is going on. The majority of managers communicate with their subordinates only when there is an issue in the organization. It is critical to hold frequent team meetings to accomplish company objectives in this instance. A regular team meeting can be precious to any business. The following are some significant benefits of team meetings that you should be aware of:
Types of Meetings
Each meeting we attend serves a critical purpose when appropriately conducted. Let us become acquainted with several significant types to comprehend better how to do them correctly. Consider each in greater detail:
Tips For More Efficient Meetings
Meetings are the third-largest time sink in the workplace. Meetings account for up to 50% of working time, whether group or one-on-one. Almost everyone estimates that at least 50% of this time is squandered. This suggests that meetings account for up to 25% of total work time. Meetings, on the other hand, are not inherently wicked. Meetings are an essential corporate tool for exchanging information, resolving issues, and tracking progress. However, they must be managed and utilized correctly. Here are six strategies for increasing meeting efficiency and effectiveness:
1. Is the meeting necessary?
Many meetings turn out to be pointless in the long run. There are other ways to do the same thing. It can be done by sending out a memo about it, and you can set up a conference call to talk to each other. You can talk to people one-on-one. You can even put it off until another meeting or another time. If a meeting appointment isn’t needed, don’t hold it as often as possible. Is it essential for me to attend this meeting? If you don’t have to go, don’t bother. You should tell someone if he doesn’t have to go to the forum.
2. Create a schedule.
If you’ve established that the meeting is required, define its objective and create a plan. A great time management technique is for you to create a one-paragraph description of the meeting’s purpose. Begin with the following sentence: “We are convening this meeting to accomplish this precise objective.” Then, jot down the meeting’s aim. This is an incredible discipline. Create a plan or list all the topics that must be discussed at the meeting. Each item should have the person’s name who is expected to address it. Distribute the plan, if feasible, at least twenty-four hours in advance so that everyone is aware of the task lists assigned to them. You want everyone to understand the meeting’s purpose and topics of discussion. This is true for one-on-one meetings with your boss, subordinates, customers, suppliers, etc.
3. Begin and end on time.
Establish a schedule for the meeting’s start and end times. The worst types of meetings are those that start at a predetermined time but do not conclude at a predetermined time. Another rule is as follows: Avoid waiting for a latecomer. Assume the latecomer will not arrive and begin at the scheduled time. It is unjust to penalize those who come on time by making them wait for someone who arrives late, if at all. Numerous businesses have a policy of locking the meeting room from the inside at the appointed start time. Latecomers are not admitted. You can be confident they will not arrive late the following time.
4. Prioritize critical stuff.
When creating the plan, remember the 80/20 rule. Arrange the program to discuss the top 20% of items first. In this manner, if you run out of time, you will have covered the topics that account for 80% of the meeting’s value.
5. Assign specific accountability for each conclusion.
When you’ve finished discussing each item on your meeting agenda, summarize the conversation and bring it to a close. Before moving on to the next thing, obtain agreement and completion on the previous one. Before you start, restate what has been discussed and agreed upon for each item. If a resolution has been reached, allocate responsibility for the agreed-upon actions and establish timelines. Discussion and agreement are only conversations without an assignment of responsibility and a deadline for accomplishment. Make it clear who will do what and when.
6. Take notes and distribute minutes.
The key to maximizing the success of meetings is to take precise notes and provide meeting minutes within twenty-four hours, wherever possible. The person who maintains correct meeting minutes that can be retrieved a week or a month later can avert many potential misunderstandings. Preparation of agendas in advance, followed by the preparation of meeting minutes quickly after that, ensures that everyone understands their agreed-upon obligations and deadlines.
How To Write a Meeting Memo
A meeting memo informs attendees of what to expect during the meeting and how to prepare for it. With these methods and a clear example, you can create a concise yet thorough note. You do not want your meeting attendees to leave with bewilderment or a lack of understanding. Using a meeting memo to organize choices and document what occurs during a meeting provides a source of truth and a location for attendees and stakeholders to seek answers and maintain clarity. Not to mention that having meeting memos available is less disruptive than using other modes of communication such as SMS or even scheduling more meetings! Our meeting memo guide will walk you through the process of creating one. Let us begin!
1. Understand why you’re holding the meeting.
Before drafting your memo, ensure that you grasp the meeting’s agenda and objectives. This will guarantee that your memo remains concise and direct. Briefly outline the meeting’s principal purpose and a list of subjects you wish to address and any tasks you want to achieve during the session.
2. Determination of how to distribute the memo and subject line
You can send your memo via email or distribute hard copies to guests. Include a subject line in an email memo to ensure that it does not get lost or forgotten in your recipients’ inboxes. Additionally, your subject line should briefly describe the goal of your meeting. Avoid using ambiguous subject lines such as “Friday’s meeting” or “3:30 p.m. in the conference room.” Rather than that, use a more precise yet detailed term, such as “Friday’s meeting on workforce engagement.” This subject line provides context for your readers before they open your email.
3. Compose the email body for your memo.
With a subsequent brief statement, extend a broad greeting to your recipients. As a beginning point for this sentence, consider: “Please check the attached letter for details on Monday’s meeting on increasing workplace engagement.” (Note how you’ve stated the purpose of the meeting, not just that it’s taking place!) You can then offer any additional information regarding the meeting omitted from the memo.
4. Maintain readily available hard copies and use proper language and style
If you’ve chosen to distribute physical copies rather than emails, keep them in a location where recipients may easily access them, such as an office mailbox. Posting the memo on a bulletin can serve as a reminder to recipients and educate those unaware of the meeting. Remember to stick to professional writing standards when composing your note, just as you would with other business communication. Lines should be left-justified and single-spaced for proper formatting. Rather than indenting, insert a line between each paragraph to indicate the beginning of a new one. After each sentence, a space should be placed after the punctuation.
5. Make your memo simple to comprehend
While you should avoid using informal language in your memo, you should avoid using too complicated terms and difficult-to-understand sentence structures. Consider the tone with which you compose business emails and incorporate it into your message. Remain objective to communicate the meeting’s objectives and facts. Your language should be as direct and precise as possible, requiring little to no interpretation on the part of recipients.
Are memos still effective?
They are still used in specific organizations, but many (including many startups) have not seen a printed note since their inception. One of the primary reasons memos remain relevant in the workplace is that they garner attention. They’re more official and professional, and they support various formatting styles.
What is the first part of a memo?
A memo’s objective is typically stated in the introductory paragraph and includes the memo’s purpose, the context and problem, and the precise assignment or task. Before indulging the reader with information and context, provide a concise summary of the memo’s subject.
Is an email memo sent?
Letters, memos, proposals, and other written contact are all official, whether printed or sent over e-mail.
A meeting note can adequately inform your staff what to expect at an upcoming meeting. Additionally, it portrays you as organized and assists in keeping planning at the forefront of your business. And to ensure that you maintain the same level of organization throughout your meeting, Fellow provides a variety of meeting tools that assist you in transforming the ideas included in your memo into meaningful debates and action.