How to Prepare a Pre-Meeting Recap?

Create effective meeting recaps using the 5W’s and 1H methods to keep teams aligned and ensure actionable outcomes.

min read

A meeting recap is a short summary of what was discussed and decided in a meeting. It's important because it helps everyone remember the main points and know what to do next. A good recap includes the meeting's main topics, any decisions made, and tasks assigned to people. It's useful not just for those who attended but also for team members who couldn't make it. By keeping everyone on the same page, recaps help turn meeting talks into real actions, making sure important things don't get forgotten or misunderstood.

What to include in a pre-meeting recap?

Who: Attendees and Roles
- Who attended the last meeting?
- Are the same people joining this time?
- Were there any key absent members who'll be present now?
What: Previous Decisions and Tasks
- What decisions were made last time?
- What tasks were assigned?
- What topics need follow-up?
When: Timelines and Deadlines
- When were assigned tasks due?
- Are there any upcoming deadlines mentioned?
- When is the next milestone or important date?
Where: Information Resources
- Where can I find documents or links shared in the last meeting?
- Where are the resources needed for follow-up tasks?
Why: Meeting Goals Progress
- Why did we meet last time? Was the purpose fulfilled?
- Why are certain items carried forward to this meeting?
How: Action Items Status
- How have the assigned tasks progressed?
- How will unfinished business be addressed in this meeting?

Pre-meeting recaps enhance team productivity significantly. Send a concise summary a day before important meetings, outlining key points, previous decisions, and the upcoming agenda. Include action items and any necessary preparation. Encourage participants to review briefly before the meeting starts. Use the recap to guide discussions and update it with new decisions afterwards. This approach transforms meetings into focused sessions that drive progress. Regular use leads to more efficient discussions and better alignment on team goals.

A better way with Video Calling App

We understand that meetings aren’t just a time block. There are a plethora of pre-, in, and post-meeting tasks involved in driving an effective meeting. And how significant the groundwork is that starts with meeting agendas.

That’s why we are building the Video Calling App - it helps product and engineering teams capture meeting context, automate tasks, and focus on high-impact work.

VCA’s AI-powered smart-agenda acts as a meeting precursor, helping you draft well-structured agendas by factoring in various elements. It pulls in meeting recaps, shared docs/pre-reads, messages from Slack's "remind me" feature, parking lot items, and more. This way, you've got a comprehensive agenda that sets you up for a productive meeting right from the start.

We are still in the early stages and rolling out access every day. If that sounds interesting, join the waitlist or fill out this form, and we’ll be in touch super soon.