How to Document Past Reviews and Presentations?
Building on the communication strategies discussed so far, this concept focuses on documenting past reviews and presentations.
In preceding modules, we've explored how to communicate
present updates through trackers,
reflect on past activities in reviews, and
outline future campaigns and experiments.
Now, we'll detail the process of preserving past reviews and presentations for ongoing reference and insight.
What & How: Maintaining a Repository:
Create and maintain a dedicated repository for storing PDF versions of past monthly and quarterly review presentations.
Additionally, document and distribute the minutes of these meetings via email to all attendees. This approach ensures that all relevant materials are accessible for future reference and organizational learning.
This repository, apart from storing information, also makes it easily retrievable for all team members, ensuring an environment of transparency and shared understanding.
Contextual Commentary Through Summaries:
Documents like executive summaries, section summaries, and slide headlines in presentations serve as critical commentary on how information was perceived and interpreted at the time.
These elements offer insights into the organization's perspective and rationale during past reviews, providing a snapshot of historical decision-making processes.
This detailed commentary helps new and existing team members understand the evolution of strategies and the basis for past actions.
Importance of Meeting Minutes:
Meeting minutes play a crucial role as they provide a clear trail of why certain decisions were made based on the information presented.
These minutes are vital for understanding the context of past decisions, which is essential for governance and compliance, as well as for future reviews and audits.
By documenting these discussions, organizations can maintain a clear record of decision-making processes, enhancing accountability and facilitating future reviews.
Takeaway:
Documenting past reviews and presentations in a structured repository with detailed minutes and contextual summaries provides a comprehensive resource for understanding and learning from past decisions.
This documentation supports organizational transparency, aids in compliance, and enriches the knowledge base, enabling informed future decisions.