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How do you prepare for executive meetings and ensure you have all the relevant information?

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Executive meetings are crucial for aligning goals, communicating updates, and resolving issues. But they are also challenging to manage, especially if you are responsible for preparing the agenda, taking notes, and following up on action items. In this article, you will learn some tips and best practices for facilitating feedback and follow-up after executive meetings in the context of executive calendar management.

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Ezra Kwon

C-Suite Senior EA

1 Set clear expectations

Before the meeting, you should set clear expectations with the attendees about the purpose, format, and outcomes of the meeting. You can do this by sending a concise and relevant agenda in advance, highlighting the key topics, questions, and decisions that will be discussed. You should also indicate how much time will be allocated for each item, and who will be responsible for leading or presenting them. This will help everyone prepare and participate effectively.

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Jeferson Almeida

Secretário Executivo SRTE 0052464/SP | Assessoria Executiva | Gest?o de Agenda | Facilities | Family Office | RH | Organiza??o de Eventos e Viagens | Customer Experience
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As an executive assistant, my preparation for executive meetings involves reviewing the agenda in advance, conducting research on participants and topics, ensuring all relevant documents are ready, creating an executive summary, updating information from previous meetings, contacting participants if needed, testing and preparing technology, anticipating and preparing for potential questions, and prioritizing punctuality.

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2 Take comprehensive notes

During the meeting, you should take comprehensive notes that capture the main points, insights, and action items from the discussion. You should use a consistent and organized format that makes it easy to review and share later. For example, you can use a template that includes the date, time, attendees, agenda, summary, and next steps. You should also use bullet points, headings, and highlights to emphasize important information. You can also use tools like Google Docs or Evernote to collaborate and sync your notes with others.

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3 Send a follow-up email

After the meeting, you should send a follow-up email to the attendees and other relevant stakeholders within 24 hours. The email should summarize the key takeaways, decisions, and action items from the meeting, and assign owners and deadlines for each task. You should also ask for feedback and suggestions on how to improve the meeting process and outcomes. You should end the email with a thank you note and a reminder of the next meeting date and time.

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4 Track and update progress

Between meetings, you should track and update the progress of the action items and deliverables that were agreed upon in the meeting. You should use a project management tool like Asana or Trello to create and assign tasks, set deadlines, and monitor status. You should also communicate regularly with the task owners and stakeholders, and provide support and guidance as needed. You should also report any issues, delays, or changes that might affect the meeting goals or agenda.

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Ezra Kwon

C-Suite Senior EA
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Tracking action items following a meeting is a very underrated part of being a Project Manager. Some things I found helpful are: - Take detailed notes and be sure to assign action items and deliverables to specific individuals. The "dictate" feature in Office 365 is an awesome tool to capture the majority of your notes! - Assign deadlines for each deliverable. - Use a spreadsheet or project management software to stay organized. - Follow up on a regular basis and keep the Executive's in the loop.

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5 Prepare for the next meeting

Before the next meeting, you should prepare for it by reviewing the previous meeting notes, feedback, and progress reports. You should also update the agenda with new or revised topics, questions, and decisions that need to be addressed. You should also solicit input and feedback from the attendees and stakeholders on what they want to discuss or achieve in the next meeting. You should also send the updated agenda and any relevant materials or documents in advance.

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Ezra Kwon

C-Suite Senior EA
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One thing I've found helpful in keeping your Executive's prepped for each meeting is to have a quick 1-on-1 with them before the meeting. If you are comfortable, you can suggest what the next steps should be in your mind and get your boss up to speed on the project.

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6 Evaluate and improve

After every few meetings, you should evaluate and improve your meeting facilitation skills and practices. You should ask for feedback from the attendees and stakeholders on how satisfied they are with the meeting format, content, and outcomes. You should also measure the impact and value of the meeting on the executive goals and objectives. You should also identify and implement any changes or improvements that can enhance the meeting efficiency and effectiveness.

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Executive Calendar Management

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How do you prepare for executive meetings and ensure you have all the relevant information?

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1 Set clear expectations

2 Take comprehensive notes

3 Send a follow-up email

4 Track and update progress

5 Prepare for the next meeting

6 Evaluate and improve

Executive Calendar Management

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