At a renewal meeting, the terms of a contract or agreement are reviewed and potentially renegotiated for another term. Participants may discuss any changes or updates needed and ultimately decide whether to continue the relationship.

Taking notes during a renewal meeting is important to ensure all details and decisions are accurately recorded for future reference. These notes may be used to create a new contract or agreement or to track the progress of the relationship over time.

Good renewal meeting notes should be clear, concise, and organized, capturing key discussion points, action items, decisions made, and next steps. They should also include relevant context and background information to provide a comprehensive record of the meeting.

1. Understand the purpose of the renewal meeting and what key information needs to be captured.

2. Familiarize yourself with the agenda and topics that will be discussed during the meeting.

3. Have a clear understanding of the renewal process and any specific requirements or deadlines that need to be met.

4. Be prepared to actively listen and take detailed notes on important decisions, action items, and next steps.

5. Use a structured format for your notes, including headings, bullet points, and action items to ensure clarity and organization.

Renewal meeting notes: Key items

• Action items: Tasks that need to be completed by specific individuals before the next meeting. It is important to track these to ensure progress is being made.

• Deadlines: Note any deadlines for tasks or projects discussed in the meeting. This helps keep everyone accountable and ensures that work is completed on time.

• Decisions made: Clearly document any decisions made during the meeting to prevent misunderstandings and ensure alignment.

• Follow-up items: Items that may require further discussion or action in the future. Keeping track of these ensures they are not forgotten.

• Key discussion points: Summarize the main topics discussed to provide context for action items and decisions made.

• Next steps: Outline what needs to be done moving forward to keep projects on track.

• Open issues: Note unresolved issues or questions that need to be addressed before the next meeting.

• Responsibilities: Clearly outline who is responsible for each action item or decision to ensure accountability.

Common mistakes in taking renewal meeting notes (and how to avoid them)

• Not capturing all important details: Incomplete or inaccurate notes can lead to confusion and missed opportunities.

• Lack of organization: Disorganized notes make it difficult to reference or follow up on important action items.

• Not assigning action items: Failing to assign tasks to specific individuals or teams can result in forgotten responsibilities.

• Not summarizing key points: Without a clear summary, recalling important information later can be challenging.

• Not following up: Forgetting to follow up on action items can lead to delays or missed renewal opportunities.

Avoid these mistakes:

• Automatically recording all important details during the meeting to ensure nothing is missed.

• Structuring and sharing notes with all meeting participants for easy reference.

• Assigning action items to specific individuals or teams based on meeting discussions.

• Summarizing key points and decisions to ensure clarity.

• Setting reminders and notifications to follow up on action items in a timely manner.

How to Ensure Follow-Ups for a Renewal Meeting Actually Happen

After a renewal meeting, follow-ups may include:

• Sending a thank-you email to express appreciation for the discussion.

• Scheduling a follow-up meeting to finalize details.

• Sending a revised proposal based on the meeting discussions.

Here are some examples of what you can use Circleback to automate:

• Automatically send meeting notes and action items to all stakeholders involved.

• Use Zapier to create automated follow-up emails based on meeting data.

• Update HubSpot deals with any new information discussed.

• Send meeting notes and insights to a private Slack channel for renewal follow-ups.

• Automatically update Salesforce opportunities and contacts with action items and next steps.