Glossary of Meeting Terms

Meetings are an essential part of any organization or project. They help to communicate, collaborate, and coordinate with others, as well as to achieve goals, solve problems, and make decisions. 

 

However, meetings can also be confusing, frustrating, and ineffective if they are not well planned, managed, or understood.

 

One of the ways to improve your meeting experience and effectiveness is to learn the glossary of meeting terms. 

 

This post explores some of the most common meeting terminologies, including: 

 

• Action item.
• All-hands meeting.
• Meeting transcriptions.
• Meeting notes.
• Catch-up meeting.
• Icebreaker. 
• Meeting agenda.
• Meeting cadence.
• Minutes of a meeting.
• Objectives and key results.
• Retrospective meeting.
• Skip-level meeting.
• Stand-up meeting.
• One-on-one meeting.

Meeting Term Glossary

Knowing the glossary of meeting terms empowers you to articulate ideas clearly, understand complex discussions, and participate confidently. It enables you to cut through jargon, eliminate misunderstandings, and make the most out of every meeting opportunity. 

 

By knowing the glossary of meeting terms, you can:

 

• Prepare better for your meetings by understanding the purpose, format, and expectations of each meeting;
• Participate more actively and confidently in your meetings by using the appropriate language and terminology;
• Follow up more effectively after your meetings by knowing the action items, next steps, and outcomes of each meeting.

 

So, dive into our glossary and equip yourself with the knowledge to transform your meetings into efficient, productive, and smoothly run sessions. Be sure to check our blog for more information regarding each meeting terminology.

 

Action Item

An action item is a specific task or activity assigned to a person or a team to complete within a given deadline. Action items are usually derived from the meeting agenda, the meeting minutes, or the meeting discussion. 

 

Action items help to ensure that the meeting outcomes are followed up and implemented and keep meetings outcome-driven, ensuring that discussions lead to tangible results. 

 

When writing down action items, it is important to consider the following:

 

• Be more specific in your allocations leaving no room for ambiguity regarding the assignee and the expectations;
• Make it clear who is responsible for accomplishing the task. Ensure to highlight any primary or secondary assignees;
• Add the due dates or deadlines for each task;
• Use actionable language when drafting the action items, such as “review, develop, or complete.”

All-hands meeting

An all-hands meeting is a company-wide meeting that involves all the employees and usually the senior management. The purpose of an all-hands meeting is to share important information, celebrate achievements, align goals, and foster a sense of community. 

 

Conducting all-hands meetings effectively reaps numerous rewards for organizations, such as:

 

• Promoting unity: These meetings unite employees under a common organizational purpose, fostering a strong sense of belonging.
• Fostering team alignment: Employees gain clarity on company objectives, ensuring that their daily work aligns with broader goals.
• Boosting engagement: Increased transparency and engagement opportunities boost employee morale, motivation, and job satisfaction.

 

All-hands meetings are typically held on a regular basis, such as monthly or quarterly. For example, an all-hands meeting might include: “A presentation of the company’s financial results and a recognition of the top performers.”

 

The agenda of an all-hands meeting is diverse and comprehensive, reflecting the multifaceted nature of modern organizations, and can highlight aspects including: 

 

• Leadership updates from top executives on the organization’s performance, strategic initiatives, and future goals.
• Celebrating successes, recognizing outstanding contributions, and highlighting significant milestones to create a sense of accomplishment and motivation.
• Providing insights into the company’s financial health and performance to foster financial literacy and transparency.
• Sharing product launches, updates, and roadmaps to keep employees aligned with the organization’s offerings.

Meeting Transcriptions

Meeting transcriptions are the word-by-word textual version of the spoken conversation. A transcription highlights everything that was said during the meeting, with some being verbatim transcription — meaning they capture every single utterance made, including nuances. 

 

Meeting transcriptions are crucial for various reasons, depending on the industry, with some finding them useful for:

 

• Accurate documentation;
• Enhanced recall;
• Efficient information sharing;
• Legal and compliance purposes;
• Improved accountability.

 

There are different ways of generating meeting transcriptions, including the manual method of having to listen through the entire transcription before writing down exactly what you hear. 

 

However, there are more advanced, better ways to do so, such as using AI transcription tools like Krisp. Krisp captures everything said during the meeting verbatim, meaning no information goes undocumented. 

 

Krisp also features an active noise cancelation feature, which makes it easier to capture more accurate transcriptions. It blocks out background noise, making your conversations crispier. As the conversations become clearer, the transcription becomes cleaner, saving you unnecessary long hours of post-meeting editing. 

 

 

Meeting Notes

Meeting notes are the shortened written record of a meeting. They are mainly used to capture the key details of the meeting, highlighting various aspects, including the meeting takeaways, key discussions, decisions made, and action items assigned. 

 

Meeting notes can either be used for personal records or to be shared among other shareholders who were either present or not present at the meeting. Besides being a source of historical reference and for record-keeping, meeting notes are crucial in ensuring transparency and accountability. 

 

To take effective meeting notes, you should:

 

• Review the agenda and objectives before the meeting to know the key points to watch out for;
• Choose a reliable note-taking method. Although you can use the traditional pen-and-paper method, you can streamline your work and increase productivity by using an AI note-taker like Krisp;
• Focus on formatting your notes with bullet points, numbering, and headings for easier and faster readability;
• Assign clear action items, highlighting who’s responsible for what, when, and how.

 

Catch-up meeting

A catch-up meeting is an informal and short meeting between two or more people who work together or collaborate on a project. The goal of a catch-up meeting is to update each other on the progress, challenges, feedback, and next steps. 

Catch-up meetings can be scheduled or spontaneous, depending on the needs and preferences of the participants. The frequency and format of these meetings may vary depending on the team size, nature, and goals. 

 

Some teams may have catch-up meetings daily, weekly, or monthly. Some teams may have in-person meetings, over the phone, or online. The key is to find the optimal balance that suits the team’s needs and preferences.

 

The importance of catch-up meetings lies in their role in enhancing team communication and coordination, as they help to:

 

• Align everyone on the same goals, priorities, and expectations;
• Identify and resolve any problems or risks that may affect the project or task;
• Provide and receive feedback and support from each other;
• Build trust and rapport among team members;
• Boost team morale and motivation.

 

Furthermore, to ensure that catch-up meetings remain productive and effective:

 

1. Set clear objectives;
2. Stick to the agenda;
3. Encourage participation from all team members;
4. Document action items to enhance follow-ups and promote accountability. 

Icebreaker

An icebreaker is a fun and engaging activity that is designed to help the meeting participants get to know each other, break the tension, and create a positive atmosphere. 

 

Another name for a meeting icebreaker could be an “engagement activity” or simply an “activity” designed to break the ice and foster interaction among participants.

 

They can also be used to:

 

• Increase engagement and participation in the meeting;
• Strengthen relationships and trust within the team;
• Enhance communication and collaboration skills;
• Boost team morale and motivation.

 

Icebreakers are usually done at the beginning of a meeting, especially when the people at a meeting are new to each other or have not met for a long time. They break the initial awkwardness and set a positive tone before the meeting is called to order.

 

There are various types of icebreakers, depending on the purpose, format, and size of the meeting. Some common types are:

 

• Personal icebreakers: These icebreakers help the participants get to know each other better, share their interests, hobbies, or experiences, and build rapport and trust. 
• Fun icebreakers: These icebreakers help the participants have fun, relax, and energize themselves before the meeting. They can also stimulate creativity and humor. For example, “Two Truths and a Lie” is a fun icebreaker to kickstart a meeting.

 

To select and facilitate effective icebreakers for your meetings, it is important to:

 

• Choose an icebreaker that matches the purpose, format, and size of your meeting;
• Consider the audience, culture, and context of your meeting;
• Keep the icebreaker short, simple, and relevant.

 

Meeting Agenda

A meeting agenda is a document that outlines the topics, objectives, and expected outcomes of a meeting. Another word for agenda is meeting schedule, as it shows the ‘schedule’ that needs to be followed during the meeting. 

It is helpful in preparation for the meeting, guiding the discussion, and keeping the meeting on track and on time. An effective meeting agenda can be used as a formal list of things to do in a meeting, preventing meetings from becoming unfocused and time-consuming. 

 

A meeting agenda should include:

 

• The meeting title, date, time, location, attendees, and roles;
• The meeting goals and objectives;
• The meeting items and time allocation;
• The action items and next steps.

 

Creating an agenda can enhance the meeting’s effectiveness by increasing clarity and focus, improving preparation and participation, and reducing time wastage and frustration. 

 

It’s also important to know how to utilize an effective agenda for the meeting to ensure that it becomes a success. Some of the key considerations include: 

 

• Have goal clarity and align each item with meeting objectives;
• Arrange items by importance and priority;
• Have realistic timing and allocate time sensibly;
• Stick to your agenda during your meeting;
• Follow up after your meeting.

 

It is always important to prepare a meeting agenda and share it with the participants before the meeting and review it at the start of the meeting. 

Meeting Cadence

A meeting cadence is the frequency and duration of recurring meetings that are held for a specific purpose or project, such as touch base meetings. Other words for meeting cadence are meeting frequency or meeting occurrence. A meeting cadence helps to:

 

• Create a structured work environment that supports efficiency and effectiveness;
• Align the team members on the same goals, priorities, and expectations;
• Hold the team members accountable for their tasks and deliverables;
• Keep the team members informed of the current status, progress, and challenges;
• Foster collaboration and feedback among the team members.

 

Moreover, a consistent meeting cadence promotes regular updates and team synchronization. These meetings should be agreed upon by the participants and adjusted as needed, as they can vary based on the nature of the work and team dynamics. Common cadences include:

 

• Daily stand-ups;
• Weekly check-ins;
• Bi-weekly or monthly status updates;
• Quarterly or annual strategic planning.

 

To ensure the success of meeting cadences, it is important to focus on purpose-driven meetings that respect the time of your team, minimizing disruptions and increasing productivity. 

 

Moreover, always follow an effective agenda to make them goal-driven. However, you should also be flexible enough to adjust the meeting cadences as required.

Minutes of a Meeting

Minutes of a meeting are a written record of what was discussed at the meeting. Meeting minutes, as they are also called, help to document the key points, actions, and outcomes of a meeting for future reference and accountability. 

Minutes ensure that meeting results are documented, helping with follow-ups and tracking progress.

 

So, what are meeting minutes supposed to look like?

Taking meeting minutes basically encompasses various aspects of a meeting, including:

 

• Meeting details, such as date, location, and purpose;
• Names of attendees;
• Agenda items;
• Key discussions, decisions, and highlights from the meeting;
• Action items;
• And the next course of action.

 

Each organization may have its own unique format to follow. You can also make your work easier by having a reliable meeting minutes template to follow.

 

These documents should be taken by a designated person during or after the meeting and distributed to the participants as soon as possible. You can also rely on a reputable meeting minutes app from providers like Krisp to get automated meeting minutes.

 

 

Objectives and Key Results (OKRs)

Objectives and Key Results (OKRs) are a framework that helps define, measure, and achieve ambitious and aligned goals. 

 

OKRs consist of two components: an objective that describes what you want to accomplish and key results that quantify how you will know if you have achieved it. OKRs are usually set at multiple levels: individual, team, department, and organization. 

 

Using OKRs in meetings ensures that discussions are tied to strategic goals. For example, a marketing team may discuss how their current activities align with the quarterly OKRs.

Retrospective Meeting

A retrospective meeting is a meeting that is held at the end of a project or a period of work to review what went well, what went wrong, and what can be improved. 

 

This meeting helps to identify the lessons learned, celebrate the successes, and address the challenges. It also encourages continuous improvement and team learning. A retro meeting or meetings should be facilitated by a neutral person and encourage honest and constructive feedback. You can host it as a virtual meeting or an in-person meeting.

Skip-level Meeting

A skip-level meeting is a meeting that is held between an employee and their manager’s manager without the presence of their direct manager (hence the term ‘skip’). These meetings help to build trust, communication, and visibility across different levels of the organization. 

A skip-level meeting can uncover valuable insights, boost employee engagement, and enhance leadership visibility. Usually, higher-level managers call a meeting to focus on the employee’s perspective, feedback, and development. These meetings can be held via online meeting platforms like Zoom or in person.

Stand-up Meeting

A stand-up meeting is a brief and daily meeting that is held among a team or a group of collaborators to share their progress, plans, and problems. It is crucial for team development as it can be used to:

 

• Foster team collaboration by encouraging communication, feedback, and support among team members;
• Promote transparency by keeping everyone informed of the current status, progress, and challenges of the project or task;
• Maintain project momentum by identifying and resolving any blockers or issues that may affect the project or task.

 

Stand-up meetings promote team synchronization, early issue detection, and efficient use of time. For example, a development team might have a daily stand-up to discuss progress and obstacles.

 

Successful stand-up meetings often follow a similar format or pattern, which mostly focuses on: 

 

• Setting clear objectives;
• Keeping the meetings short and focused;
• Having every participant engage in the discussions.

 

Traditionally, a stand-up meeting required participants to ‘stand up’ while making their remarks. However, it all depends on the place of the meeting, as during virtual meetings, you don’t need to stand.

One-on-one Meeting

A one-on-one meeting is a private and regular meeting that is held between a manager and an employee. It can also be two people meeting to discuss various aspects regarding their roles in an organization. These meetings are beneficial because:

 

• They strengthen the manager-employee bond, enhancing trust and collaboration;
• They provide a platform to discuss career aspirations, skills development, and performance;
• They offer a private setting to address personal concerns, challenges, and work-related issues.

 

Although one-on-one meetings don’t involve many participants, they should also follow a particular format to become successful and productive. For instance, it should always follow a preset agenda, promote open communication, and focus on the employee’s concerns or hopes.

Get started with Krisp

Every detail matters during important meetings, and that’s why having Krisp as your indispensable ally revolutionizes how you engage in online discussions. With Krisp, you’re equipped to transcend the limitations of distance and distractions, ensuring that every virtual meeting is a resounding success.

 

Krisp is your trusted and reliable companion during all virtual meetings. Regardless of the platform you use, you can rest assured that you can get accurate AI transcriptions without spending a fortune. 

 

Moreover, using Krisp, you get exclusive access to the AI meeting summary feature, which condenses your textual conversations and provides relevant meeting takeaways, decisions, and action items. 

 

The automatic note-taker from Krisp ensures that you don’t need to manually take notes during your meetings, as you can rest assured of getting accurate meeting notes after the meeting is automatically captured. 

 

Try Krisp For Free Today!

 

 

Frequently Asked Questions

What is a list of items to be discussed at a formal meeting called?

A list of items to be discussed at a formal meeting is typically called an “Agenda.” It outlines the topics, objectives, and order of discussion for the meeting, ensuring that it stays organized and on track.

How can I create a meeting glossary for my team or organization?

To create a meetings glossary for your team, it is important to start by identifying the commonly used meeting terms and acronyms in your organization and define each of them in clear and concise language. You will then have to organize it alphabetically or categorically to make it easier for your team to access.

Is a meeting glossary useful for remote or virtual meetings?

Yes, a meeting glossary is highly beneficial for virtual meetings. It helps standardize communication and ensures that participants, especially those from diverse backgrounds or locations, understand the terminology. 

 

It also reduces miscommunication and enhances clarity, which is crucial in virtual settings where non-verbal cues may be limited.

How can I encourage the use of a meeting glossary within my organization?

To encourage the use of a meeting glossary within your organization, you should communicate the benefits of the glossary, such as improved clarity and efficiency. Thereafter, strive to have it integrated into training programs or onboarding processes of the organization. 

 

Finally, regularly remind team members to refer to the glossary and contribute to its updates, lead by example, and consistently use the glossary in your own communication.

Is there a standard format for creating a meeting glossary?

There is no strict format for creating a meeting glossary, as it can vary based on the organization’s needs and preferences. 

 

However, a common format includes listing terms or acronyms alphabetically, providing clear definitions, and possibly categorizing them by relevance or department. The key is to make the glossary easily accessible and user-friendly for your team or organization.