How do you assign and track action items during a meeting?

2 Assign during the meeting

During the meeting, you should assign action items as soon as they emerge from the discussion or decision making process. You should avoid vague or general action items that are not specific, measurable, achievable, relevant, and time-bound (SMART). Instead, you should use clear and concise language that describes what needs to be done, by whom, and by when. You should also confirm that the person assigned to the action item understands and accepts it, and that there are no conflicts or dependencies with other tasks or stakeholders. You can use verbal cues, such as "So, John, you will draft the proposal by Friday and send it to Mary for review, right?" or visual aids, such as a projector or a whiteboard, to display the action items and their owners and deadlines.

3 Review at the end

At the end of the meeting, you should review the action items and their owners and deadlines with the participants. You should also ask for feedback, questions, or clarifications on any action items that are unclear or incomplete. You should summarize the main points and outcomes of the meeting, and thank everyone for their contribution and commitment. You should also remind everyone of the next steps and the follow-up plan for the action items, such as when and how they will be updated, monitored, and reported.

4 Track after the meeting

After the meeting, you should distribute the meeting minutes and the action items list to the participants and any other relevant stakeholders as soon as possible. You should also store them in a central and accessible location, such as a shared folder, a document management system, or a project management tool. You should track the progress and status of the action items regularly, and provide feedback, support, or guidance as needed. You should also communicate any changes, delays, or issues that affect the action items to the relevant parties promptly and transparently. You should also acknowledge and celebrate the completion and achievement of the action items, and evaluate their impact and outcomes.

6 Follow best practices

For effective and consistent action item management, it's important to follow best practices that can help improve meeting quality and productivity. This includes limiting the number and duration of meetings, and ensuring that only necessary and relevant participants are invited. Additionally, you should set clear and realistic expectations and goals for each meeting, while also aligning them with the team or organizational vision and strategy. At the beginning of each meeting, review the previous meeting's action items and their status, as well as hold people accountable for their completion. During the meeting, encourage participation and collaboration among the participants, respect their opinions and feedback, avoid distractions and interruptions, stay focused on the agenda and action items. Finally, review and evaluate the meeting's effectiveness and outcomes to identify areas for improvement.

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?