Build your case
Meeting preparation & action tracker.
A meeting is useful when everyone leaves knowing what was decided, who will do what and by when — not when the parent leaves with another hour of conversation to decode.
Before the meeting
PurposeWhy is the meeting happening?
DecisionWhat needs to be decided, reviewed or clarified?
AttendeesWho is coming, and who has authority to make the decision?
EvidenceWhat are the 3–5 documents everyone actually needs?
AdjustmentsAny written agenda, breaks, remote attendance or communication adjustments needed?
OutcomeWhat would a useful meeting achieve?
My three priorities
Questions to take in
| Question | Why it matters | Who should answer? | Evidence / reference |
|---|---|---|---|
During the meeting
Slow down decisions.
If something important is agreed verbally, repeat it back: “Can I check I have this right — the decision is X, Y will do it, and the target date is Z?”
| Point discussed | Decision / answer | Evidence / reason given | Still unresolved? |
|---|---|---|---|
Action tracker
| Action | Owner | Due date | How confirmed? | Status |
|---|---|---|---|---|
After the meeting
- Write a short record while it is fresh.
- Send a factual confirmation of important decisions/actions if official minutes will be delayed.
- Flag material inaccuracies in minutes promptly.
- Put every deadline/action into your case tracker.
- Do not let “we will look into it” become an indefinite outcome — record who is looking, what they are considering and when you expect an update.
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