Meeting follow-up and notes
The meeting ends with the note still to write, the actions to send and the record to update, and three weeks on somebody has forgotten a promise made in it. This role drafts the note from your transcript or your own jottings, sends the actions and chases each one to its owner. A person approves whatever leaves the business.
The role in brief
Turns a transcript or rough notes into a record, sends the agreed actions, updates the client or project record and chases each action until done.
Your meeting tool's transcripts, your diary and where the record lives: a back office, a CRM or a project file.
Whoever led the meeting, such as the adviser, the project engineer or the account manager. They approve the note and anything sent outside the business.
Notes issued on time, actions closed by their due date, and meetings with no record.
The write-up falls to whoever led the meeting
It is usually the most senior person in the room, that evening. A financial adviser types the file note after a review. A project engineer leaves a design team meeting with actions and technical queries to log. At an agency the account executive records the client's decisions and next actions. In a full week the note is late or thin and the actions live in memory.
The note written from memory
A note typed three days later records what the writer remembers, not what was said. In a regulated firm that matters: FCA rules (SYSC 9) require orderly records of the services a firm provides, and the FCA expects advice firms to keep records that can evidence the service a client paid for.
Actions nobody owns
Everyone leaves agreeing that someone will send the drawing, the revised scope or the valuation. Without a list sent promptly, with a name and a date beside each line, the next meeting opens on the same items in front of a client who has noticed.
The record nobody updated
The decision was made in the room, but the CRM still shows last quarter's position and the project file has no minute of the change. Whoever picks up the client or the job next works from the old picture, and finds out with the client watching.
From the meeting to the last action closed
Writing, filing and chasing are the agent's. The person who led the meeting checks the note and decides what the client sees. Your note template, and who the agent may chase, are settled with you at the start.
Preparation
Reads the diary, finds the last note and the open actions for that client or project, and sends the person leading the meeting a short reminder of each.
Nothing.
Write-up
Drafts the note in your template from the transcript or the notes you give it: who attended, what was decided, what was promised, by whom and by when.
The meeting lead's approval of every note. Anything unclear in the source is marked as a question, not guessed.
Actions and record
Sends the approved actions to each owner inside the business, files the note against the client or project and proposes the changes the meeting made to the record.
Any note, letter or action list going to a client or another firm, and each change to the record.
Chasing
Reminds each owner before the due date and gives the meeting lead a list of what is still open ahead of the next meeting.
Chasing a client or another firm for what they promised, unless you have approved the wording.
Notes issued on time
The share of diary meetings whose approved note went out within the number of working days you set. Reviewed with you each month.
Actions closed by due date
Counted from the action lists, how many actions were marked done by their date, and who owns those that were not.
Meetings with no record
Meetings in the diary against a client or a project that still have no note on file after the time you set.
Financial advisers and wealth managers
The client review written up as a draft file note for the back office, with the follow-up letter drafted for the adviser to approve.
Architects
After each design team meeting, the minutes drafted for the project architect to approve and the action list chased before the next one.
Marketing, creative and digital agencies
Client contact notes after each call: decisions, approvals given and next actions, sent once the account manager has checked them.
Questions owners ask
Does the agent sit in on our meetings or record them?
No. It works from the transcript your meeting tool already produces, or from notes you type afterwards. Whether a meeting is recorded or transcribed, and telling the people in it, stays with you. In Microsoft Teams everyone in the meeting sees a notice when transcription starts.
Teams already writes up our meetings. Why would we need this?
With a Teams Premium or Copilot licence, intelligent recap writes AI notes and suggested follow-up tasks for transcribed meetings. From there, once the meeting lead has read and approved the note, and not before, the agent files the note against the client or project, proposes the changes to the record, sends each action to its owner and chases it.
Can it draft a file note for an FCA-regulated advice firm?
It can, in your template, from the adviser's notes or the transcript. It records what was said and agreed. It adds no recommendation and no view on suitability, and the adviser approves the note before it goes on the client file or to the client.
Will it chase our clients for what they promised?
Only if you want it to, and only in wording you have approved. Left as it is, the agent chases your own people and gives the meeting lead a list of what the client still owes, so the reminder comes from someone the client knows.