Meetings and follow-ups

Use a meeting to keep the agenda, participants, and conversation context close to the work it creates. The meeting explains what was discussed; tasks make the next steps visible after the call ends. This guide follows a Relio website kickoff. Start with a meeting in your workspace and access to its client or project record. If the event should come from your schedule, connect Google Calendar first.

Prepare before the call

Open the meeting and check its Start & End, Organizer, Location, and Participants. A correct title is not enough if people have the wrong time or meeting link. Add or review the agenda and connect relevant records where available. Write the agenda around decisions to make. For the kickoff:

Goal: agree on the first version of the homepage brief.

Confirm the audience and primary call to action.
Agree on the page sections for the first release.
Identify the assets we still need from Relio.
Choose who reviews the brief and when.

Each agenda item should help someone prepare. “Website discussion” gives the participants less direction than “Agree on the page sections for the first release.”

Separate decisions, questions, and actions

During the meeting, keep these three types of outcome distinct:

Outcome	Example	What to do with it
Decision	Use the product demo as the primary call to action	Record it in the meeting context so the team understands the direction.
Open question	Can the client provide new photography this week?	Record who will resolve it and when it needs an answer.
Action	Send the revised homepage brief to the client	Create a task with assignees and the relevant context.

Avoid treating every sentence in the notes as a task. A task should describe a result someone can complete. A decision remains useful context even when no new action is needed.

Turn an action into a task

For Send the revised homepage brief, add the decisions the writer needs, choose the assignees, and set the agreed deadline. Link the meeting or related project so the person doing the work can return to the discussion. If one action contains several handoffs—draft, internal review, and client approval—decide whether separate tasks would make ownership clearer. Use Organize tasks for the full creation walkthrough.

Close the loop after the meeting

Before sending the follow-up, compare it with the meeting’s outcomes:

Does it state the decisions without introducing new commitments?
Does each open action identify who is acting next?
Are deadlines the ones the participants actually agreed to?
Can the team open the tasks and find the related project?

You can ask Ask Kato to draft the summary using specific meeting context. Review names, dates, and commitments before sharing. A draft summary is not evidence that tasks were created or that a message was sent.

At the next check-in

Open the previous actions and update their status before adding new work. If the brief is still waiting for review, use the existing task and record what is blocking it. Create a new task only when there is a distinct new outcome.

Troubleshooting

Situation	Next check
A scheduled event is missing	Check the connected account, selected calendars, and date range using the calendar guide.
The meeting has notes but nobody knows what to do	Extract the concrete actions and create tasks with an explicit next person.
A follow-up task has no context	Add the relevant meeting or project link and the decision that caused the task.
The generated summary misses a decision	Add the missing context or correct the draft; compare it with the source before sharing.

Try the full workflow

Turn a meeting into a plan walks through preparing an agenda, capturing outcomes, and checking the tasks that result.

​Prepare before the call

​Separate decisions, questions, and actions

​Turn an action into a task

​Close the loop after the meeting

​At the next check-in

​Troubleshooting

​Try the full workflow