How to take notes for a post mortem
November 1, 2024
During a post-mortem, a team gathers to review a project or event, discussing what went well, what went wrong, and how to improve in the future. Notes are taken to document key points, action items, and decisions made during the meeting.
These notes are typically shared with all team members involved in the project, as well as stakeholders, to ensure transparency and accountability. They may also be used as a reference for future post-mortems or to track progress on action items.
Good post-mortem notes are detailed, objective, and include all relevant information about the incident, including the timeline of events, root causes, and action items for prevention in the future.
Detailed information about the deceased individual, including their name, age, gender, and any relevant medical history or pre-existing conditions.
The circumstances surrounding the death, including the date, time, and location of the incident, as well as any witnesses or individuals involved.
A thorough description of the external examination findings, including any injuries, wounds, or marks on the body.
Detailed notes on the internal examination findings, including the condition of the organs, any abnormalities or diseases present, and the cause of death.
Any additional information or observations that may be relevant to the investigation, such as toxicology results, forensic evidence, or other pertinent details.
Post-mortem notes: Key items
Date and time of death: This information is crucial for accurately documenting the timeline of events leading up to the individual's death.
Cause of death: Understanding the cause of death is essential for determining any potential contributing factors or underlying health issues.
Medical history: Documenting the individual's medical history can provide valuable insights into their overall health and potential risk factors.
Circumstances surrounding death: Recording the circumstances of the individual's death can help identify potential hazards or risks that may have contributed to the incident.
Witness statements: Gathering witness statements provides additional perspectives on the events leading up to the individual's death and helps corroborate information.
Actions taken: Documenting any actions taken by medical personnel or first responders helps evaluate the effectiveness of emergency response procedures.
Evidence collection: Preserving physical evidence related to the individual's death is crucial for a thorough investigation and identifying any foul play.
Next of kin notification: Informing the individual's next of kin is a necessary step to ensure loved ones are aware of the individual's passing.
Legal considerations: Documenting any legal steps, such as notifying law enforcement or the coroner's office, ensures all necessary protocols are followed.
Common mistakes in taking post-mortem notes (and how to avoid them)
Not documenting all relevant information: Failing to record all key details can lead to incomplete or inaccurate records.
Using vague or ambiguous language: Clear, precise language is essential for ensuring findings and conclusions are easily understood.
Failing to follow a standardized format: Without a structured approach, important details may be overlooked or recorded in a disorganized manner.
Not including a clear summary or conclusion: Every post-mortem should include a summary outlining findings and conclusions.
Neglecting to document the chain of custody: Proper documentation of evidence handling ensures the integrity of findings, especially in legal contexts.
Avoid these mistakes:
Automatically record all relevant information discussed during the meeting to ensure no key details are missed.
Use AI-powered technology to generate detailed and clear notes, avoiding vague or ambiguous language.
Follow a standardized format for meeting notes, keeping information organized and easy to interpret.
Automatically assign action items based on the discussion, summarizing tasks clearly.
Integrate with various apps like HubSpot, Slack, and Salesforce to easily share notes and update relevant platforms.
How do we make sure that follow ups for my post mortem actually happen?
After a post-mortem, follow-ups may include implementing changes based on findings, conducting additional investigations, and sharing results with relevant stakeholders. These steps help ensure that lessons learned are applied effectively and prevent similar issues in the future.
Here are some examples of what you can use Circleback to automate:
Automatically send meeting notes and action items to all team members involved in the project for review and follow-up.
Integrate with Zapier to create a Zap that updates a Trello board with action items from the post-mortem meeting.
Send meeting data to HTTP endpoints to update a project management tool like Asana with key insights and next steps.
Update HubSpot deals and contacts with any new information or updates discussed during the post-mortem meeting.
Automatically update Salesforce opportunities and contacts with any action items or tasks assigned during the meeting.