How To Do Online Meeting Follow-Up [+12 Follow-Up Meeting Email Templates] | 2024

Having a professional follow-up after your online meeting can make a big difference in your professional relationships and success and writing a meeting follow-up email is the way to go.

When follow-up a meeting, you want to achieve these 3 main goals:

1. Thank the participants for their time and contributions.
2. Provide a brief summary of what was discussed during the meeting to clarify any key decisions or actions that need to be taken.
3. Outline any follow-up tasks and setting a date for the next engagement.

Make sure everyone knows their responsibilities and any deadlines. By sending a clear and well-structured follow-up email , you demonstrate your professionalism and keep your projects on track.

Key Takeaways

• Always thank participants and summarize key points.
• Highlight follow-up tasks and set deadlines.
• Ensure clarity and responsibility in your emails.

Why Do You Want To Follow-up After a Meeting?

There are many reasons why you may want to follow-up after a meeting, here are some of the most common reasons why:

1. Strengthen Relationships

Sending a follow-up email shows you are professional and courteous.

Saying “thank you” for meeting helps keep the lines of communication open. It can also show the other person that you appreciated their time and insights.

2. Clarify and Remind

A follow-up email can clarify the purpose of the meeting.

You can mention key points discussed and next steps. This helps ensure everyone is on the same page and avoids misunderstandings.

3. Keep the Conversation Going

Following up keeps the dialogue alive.

Whether it’s for a job, sale, or networking opportunity, staying in touch can lead to future opportunities. It also keeps you fresh in their mind.

4. Provide Additional Information

You can use the email to share useful information. This could be an article related to your discussion or a case study that might interest them. This shows you are resourceful and considerate.

5. Set Up Future Meetings

A follow-up email is a good place to suggest future meetings.

You can propose dates or ask for their availability. This shows you are proactive and eager to continue the discussion.

6. Express Enjoyment

Mention if you enjoyed the meeting.

Saying it was a pleasure meeting them can make the email more personal and warm. It helps build a positive relationship.

7. Reinforce Your Intentions

Restate your goals or why you want to stay in touch.

Whether you are interested in a partnership, collaboration, or simply learning more, reinforcing your intentions can make your email more effective.

How to Follow-up in an Online Meeting?

To follow-up an online meeting, there are many ways to do so, you can choose one of these options:

• Have a follow-up call over the phone
• Send a follow-up message through messaging App
• Craft a follow-up email for all stakeholders

Of the different ways, sending a follow-up email is the most popular way as it is straightforward and easy to track.

Step 1: Crafting Your Message

Crafting an effective follow-up message after an online meeting is crucial. It involves structuring your message for impact, composing engaging and concise content, and selecting the perfect message subject.

Structuring Your Message for Impact

Your follow-up message (often in email) should be clear and organized to make a strong impression. Start with a polite greeting and reference the meeting. Summarize key points discussed and action items agreed upon.

• Greeting: Start with a friendly and professional tone. Example: “Hi [Name],”
• Meeting Reference: Mention the meeting to remind the recipient. Example: “I enjoyed our meeting on [date].”
• Summary of Key Points: Recap important points from the meeting. Example: “We covered [topic], [topic], and agreed on [action items].”

End with a thank you and a call to action, guiding the recipient on the next steps.

Composing Engaging and Concise Content

Keep your follow-up message brief yet informative. Highlight essential details without overwhelming the recipient. Use bullet points to make it easy to read.

• Keep it Short: Aim for 2-3 sentences per point.
• Be Specific: Mention exact details to avoid confusion. Example: “Please review the attached document by [deadline].”
• Engage the Reader: Make the content appealing and relevant. Example: “I look forward to your feedback on [specific topic].”

Using action-oriented language helps in making your message more engaging and ensures a clear, actionable message.

Selecting the Perfect Subject Line

The subject line is the first thing your recipient sees. Make it clear and specific to capture their attention immediately.

• Be Direct: Clearly state the purpose of your email. Example: “Follow-up on Our [Date] Meeting”
• Keep it Short: Aim for a subject line with 5-7 words.
• Include Key Details: Mention important information. Example: “Action Required: Review of [Document/Topic]”

Step 2: Recap On The Online Meeting

A follow-up message after a meeting is crucial. It helps to remind everyone of what was discussed and any important decisions made. This section will guide you on how to recap the meeting effectively.

Why Recap the Meeting?

• Ensures clarity and confirms understanding.
• Helps everyone remember key points.
• Keeps everyone on the same page.

What to Include in the Recap:

1. Agenda Points Discussed: List everything that was discussed. This helps to jog everyone’s memory.
2. Action Items: Specify what tasks were assigned and who is responsible for each task.
3. Key Decisions: Highlight any important decisions made during the meeting.
4. Reference Documents: Attach or link to any documents that were referenced or distributed during the meeting.

Tips for Writing the Recap:

• Be concise and clear.
• Use bullet points for easy reading.
• Keep it professional but friendly.

Make sure your recap is straightforward. This helps ensure everyone knows what was discussed and what is expected moving forward.

Step 3: Summarize Key Decisions

You need to make sure that everyone is on the same page after a meeting. Summarizing key decisions in your follow-up message is crucial. This ensures that all attendees are clear about the main outcomes and what needs to happen next.

A clear summary helps avoid confusion and keeps everyone aligned with the meeting objectives.

Key Decisions Summary Checklist:

• Main Agreements: List out the agreements made during the meeting.
• Action Items: Highlight decisions on next steps.
• Responsible Parties: Assign tasks to specific individuals or teams.
• Deadlines: Set clear deadlines for each action item.

Step 4: Highlight Follow-up Task and Next Steps

Assigning tasks and clarifying the next steps after a meeting is crucial. It ensures everyone knows what they need to do and when it needs to be done. In this section, we’ll show you how to outline these follow-up tasks and steps clearly.

First, list the action items. Be specific about who is responsible for what.

• Action Item: Describe the task briefly.
• Assigned To: Name the person responsible.
• Deadline: Specify the due date.

Next, outline any necessary steps. This will help keep everyone on track.

• Task: Write down the next steps.
• Owner: Assign the step to a team member.
• Due Date: Mention when it should be completed.

Having this information in writing makes it easy for everyone to follow up later. It also helps those who missed the meeting stay informed.

Always be clear and concise. This way, no one is confused about their responsibilities or deadlines.

Step 5: Setting a Date For The Next Engagement

When writing a follow-up message, it’s essential to set a date for the next engagement. This keeps everyone on track and ensures that progress continues smoothly.

1. Choose a Date and Time

Pick a date and time that works for all attendees. Consult calendars and consider any upcoming deadlines or holidays.

2. Use Clear Language

Clearly state the proposed date and time in your email. For example:
“Our next meeting is scheduled for Monday, July 8th, at 10:00 AM.”

3. Confirm Availability

Ask for confirmation from all participants. It’s crucial that everyone can attend.

4. Provide an Agenda

Include a brief agenda or main topics for the next meeting. This sets clear expectations.
For example:

• Project updates
• Review of action items
• New goals

5. Send a Calendar Invite

Once the date is confirmed, send a calendar invite. This serves as a reminder and ensures the meeting appears on everyone’s schedule.

By setting a date for your next meeting, you keep the momentum going and ensure that everyone stays on the same page.

How to Enhance Communication with Technology?

Using technology can significantly enhance communication within remote teams. This includes summarizing meetings with AI, automating follow-ups, and using popular email services to streamline processes.

Using AI Tools for Meeting Summarization

AI meeting tools like Meetgeek can help by creating detailed summaries of your online meetings. These tools use advanced algorithms to identify key points and actionable items from the conversation.

• Reduces the time you spend on manual note-taking and ensures nothing is missed.
• Summaries can then be easily shared with team members who couldn’t attend.
• Simplifying the retrieval of important information improves overall productivity and keeps everyone in the loop.

Automating Follow-Up Processes

Streamline your workflow by automating your follow-up email. Tools like email automation software can send reminders and follow-up messages without manual intervention.

• Ensures timely communication, reducing the risk of forgetting important tasks.
• Automated follow-up processes can include scheduling emails to be sent at optimal times.
• Use templates for consistent messaging, and tracking responses for better follow-up.

By automating these processes, you ensure all stakeholders remain engaged and informed.

Use Popular Email Service to Streamline Your Process

Choosing a reliable email service provider can enhance team communication.

• Zoho Mail, for example, offers seamless integration with other tools and robust security features.
• Proton Mail provides enhanced security with end-to-end encryption, ensuring your communications remain private.
• Hostinger Mail offers affordable and reliable email hosting solutions with enhanced security features.

Using these services helps in managing large volumes of emails efficiently. They also offer features like customizable templates and automated filters, which can save time and improve the clarity of your communications. Integrating these tools into your workflow can thus boost your team’s productivity and security.

Select an email service that meets your specific needs, this ensures smooth and efficient communication within your remote team.

Follow-up Message Templates At Work (Templates)

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Follow-up Message Templates For Job Applications (Templates)

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Use these templates to stay professional and show your enthusiasm for the roles you are pursuing. Each template is designed to keep you memorable and on top of the hiring team’s mind.

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