Ways to Stay on Top of Meeting Tasks and Action Items

The effectiveness of any meeting depends on the ability to keep track of the tasks assigned and the progress of requested action items. Here are a few strategies to help you keep tabs on everything.

Use an Action Item Template

The best way to make sure the action items are taken care of and completed by the assigned due date is to use an action item template. At the end of the meeting, use an Excel sheet or an online template to note down who's in charge of completing specific tasks. After typing out a list of the attendees, use a table to indicate what action items they are responsible for and the deadline for completing these specific tasks. When filling out a template or form, it is essential to prioritize action items based on their level of urgency or significance. The most critical tasks should be listed at the top of the list, next to the assignee's name. Additionally, it is important to provide detailed descriptions of the action items to avoid confusion. Avoid using shorthand or point form, as it can make it difficult for others to understand what is required.

Make Sure the Action Items are Clearly Understood

Meeting organizers or hosts should also make sure that every attendee clearly understands the tasks or action items they are answerable for. It's easy for ideas and strategies to get lost during the discussions of a meeting so at the end of the exchange, it is necessary to go over what everyone's action items for the coming days and weeks are by explaining them in detail. For example, asking Susan to simply "make an inventory" is too vague of a statement as inventories can be done in several different ways and could involve various storage units. Asking Susan to "take inventory of the stocks in the ground floor storeroom" instead is likely to get the message across. It may be prudent to ask every attendee if they have understood the task at hand during a one-on-one conversation after the meeting. Specific action items with measurable and attainable results are what must be communicated.

Give Assignees the Support They Need

One of the main reasons that assignees are slow or reticent to complete action items is due to the lack of support they receive after the meeting. If certain documents or files are needed to perform a certain action item, make sure the assignee receives them before the end of the meeting or at least by the following day. Periodically asking assignees if they have what they need to bring the task to a successful end is also a great way to check in and help when you can.

Ensure that Assignees are Capable and Willing to Complete Action Items

Another way to follow up on the progress of action items and make sure everything is completed during the given time frame is to ask the assignees if they can meet the deadline. If a business traveler joins an online meeting from Pan Pacific Serviced Suites Nairobi or any of the other properties offering?furnished apartments in Nairobi, it is unreasonable to demand that he or she compile a progress report on the proceedings of the online exchange by the next day. Business travelers need to contend with other tasks and responsibilities that are part of the corporate trip overseas so asking such an individual to spend time compiling a report is unreasonable.