1 Identify the reason

The first step is to find out why someone missed the meeting and whether it was planned or unplanned. If it was planned, you should have received a prior notice and a valid reason from the participant. If it was unplanned, you should reach out to them as soon as possible and ask for an explanation. Depending on the reason, you may need to show empathy, understanding, or feedback. For example, if someone missed the meeting due to a family emergency, you should express your concern and support. If someone missed the meeting due to a careless mistake, you should remind them of the importance of attendance and punctuality.

2 Share the summary

The next step is to share the summary of the meeting with the participants who missed it and ask them to review it. The summary should include the main points, decisions, actions, and deadlines that were discussed during the meeting. You can use various formats and tools to create and share the summary, such as email, document, presentation, or video. The summary should be concise, clear, and comprehensive, so that the participants can easily understand what happened and what they need to do next.

3 Assign the tasks

The third step is to assign the tasks that are relevant to the participants who missed the meeting and make sure they know their responsibilities and expectations. You can use a project management software or a task management app to assign the tasks and track the progress. You should also communicate the deadlines, priorities, and dependencies of the tasks, so that the participants can plan their work accordingly. You should also clarify the roles and responsibilities of other team members who are involved in the tasks, so that the participants can coordinate and collaborate with them.

4 Solicit the feedback

The fourth step is to solicit the feedback from the participants who missed the meeting and ask them if they have any questions, concerns, or suggestions. You can use a survey tool or a feedback form to collect the feedback and analyze the results. You should also encourage the participants to share their opinions and ideas during the meeting, so that they can contribute to the team's goals and vision. You should also acknowledge and appreciate the feedback and use it to improve your meeting planning and facilitation skills.

5 Monitor the performance

The fifth step is to monitor the performance of the participants who missed the meeting and check if they are completing their tasks on time and with quality. You can use a dashboard or a report to measure the performance and identify any issues or challenges. You should also provide regular and constructive feedback to the participants and help them overcome any difficulties or obstacles. You should also recognize and reward the participants who are performing well and meeting their expectations.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?