In order to reach business or organizational goals, we need to take action. Knowing what tasks need to be completed to reach the finish line and how to track these action items effectively, might determine your future success.
Without further ado, let’s dive into the 7 fundamental tips that will help you to track action items efficiently.
Before you start tracking action items, the first step is to ensure that task owners understand their assignments. It is easier to establish clarity when the tasks you assign are specific and measurable. This means clearly defining what needs to be done to complete the task and outlining success criteria, who is responsible and due dates.
Effective teams thrive on clear assignments and deliverables But without proper tracking, action items from meetings and projects can fall through the cracks
Follow this guide to master action item tracking. We’ll explore processes and tools to capture assignments, monitor progress, and meet deadlines. Say goodbye to forgotton tasks and missed objectives.
What Are Action Items?
Action items, or actions items, refer to concrete tasks assigned to specific people For example
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Jane will design the new webpage wireframes for review by Friday.
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Alex will research pricing for database vendors and report his recommendations.
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Sanjay will order more testing equipment to restock inventory.
Any tangible to-do arising from meetings, projects, initiatives and collaborations can be defined as an action item. They provide clarity around who is doing what by when.
Without proper tracking, actions items easily get lost in the shuffle. But consistently noting, monitoring, and following up on them is key to execution.
Why Track Action Items?
Staying on top of action items keeps teams running smoothly. Benefits of diligent tracking include:
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No missed assignments – Nothing falls through the cracks.
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Alignment – Everyone understands their responsibilities.
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Accountability – Tasks get completed on time as expected.
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Progress monitoring – Managers have visibility into workstatus.
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Prioritization – Important actions are addressed first.
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Improved meeting results – Actual work occurs post-meeting.
Best Practices for Action Item Tracking
To effectively track action items, implement these practices:
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Designate one note taker – A single person should document action items during meetings and share with the team afterwards. Rotating this role causes confusion.
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Specify task details – Capture every component the assignee needs to complete the action: what needs done, by when, and desired outcomes.
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Assign unambiguously – Make sure there is one and only one owner for each item. No group assignments.
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Log immediately – Note actions items as they come up in real-time to prevent forgetting.
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Highlight most important – Flag or call out priority and time-sensitive actions for greater visibility.
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Share tracking log – Circulate the latest action item tracker regularly for reference.
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Review ongoing status – Check-in with assignees during standups on in-progress action items.
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Followup before meetings – Request status updates from owners in advance to surface roadblocks.
Documenting Action Items
Careful documentation is crucial for keeping action items organized. Here are some approaches:
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Meeting minutes – List action items and owners under a separate heading in the minutes.
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Shared spreadsheet – Maintain a master spreadsheet with columns for assignee, task, deadline, status, etc.
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Task management software – Use a tool like Asana or Trello to create action items as tasks with start/due dates.
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Typed document – Keep a running Word or Google Doc with tables capturing details on current actions.
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Dedicated tracker – Use an action items specific tool like Strides, Monday.com, ActionItem, etc.
Whichever documentation method you choose, the key is consistency. Use the same template and system each time rather than reinventing approaches.
Tracking Action Item Progress
Simply recording action items isn’t enough – you need to monitor their status over time. Try these tactics:
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Standup updates – During standup meetings, have assignees report on in-progress action items.
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Status charts – Use colors to indicate status (green = completed, yellow = in progress, red = issues, etc.)
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Automated reminders – Task management tools can remind or nag assignees about approaching due dates.
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Status flags – Add indicators like “On Track” or “Blocked” to action items to note current state.
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Progress bars – For longer term items, show progress bars or percentages marked complete.
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Category tags – Tag tasks to filter the view and highlight different priorities, projects, upcoming deadlines, etc.
The goal is maximum visibility into what’s complete, on track, delayed, or at risk of being late. Course correct as needed before action items go off the rails.
Following Up on Action Items
Don’t let assigned actions go silent. Regularly following up with owners accomplishes several things:
- Ensures work is on track
- Surfaces any blockers needing help
- Holds people accountable
- Allows reassigning if needed
- Keeps items top of mind
Cadences for follow ups include:
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Daily for urgent tasks – Check daily or every few days on mission critical actions.
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Weekly batch follow ups – Set time each week for checking in on all open items.
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Pre-meeting for next steps – Get status updates in advance of recurring team meetings.
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Email reminders on key milestones – Email assignees reminding of impending due dates.
Don’t micromanage, but do provide any support needed to keep actions moving. Follow up frequently enough to catch delays before they derail projects.
Tracking Tools and Templates
Specialized tools and templates can streamline documenting and monitoring action items:
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Asana – Web and mobile task manager with robust features for managing action items.
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Trello – Flexible project boards to capture and organize action items as cards.
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Strides – Simple dedicated web app for action items and meeting follow ups.
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Monday.com – Customizable work management platform great for action tracking.
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MS Excel/Google Sheets – Share spreadsheet templates to maintain collaborative trackers.
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Meeting minutes templates – Embed sections for capturing action items in meeting templates.
Leverage technology to reduce the busywork of meticulous notes and constant follow ups. But ensure tools don’t become just more noise.
Common Action Item Pitfalls
When tracking tasks, beware of these common missteps:
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Forgetting to document action items right when they are assigned. Out of sight, out of mind.
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Vague tasks without enough details – who, what, when. “Someone do something” won’t cut it.
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Grouping vs individual assignments. “The team will…” causes confusion over who takes point.
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Not sharing the tracker proactively with all stakeholders who need visibility.
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Failing to review status in an ongoing way. Don’t just log tasks then abandon them.
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Assuming “no update is good news” rather than verifying. Proactively seek status.
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Losing steam once the enthusiasm of the original meeting fades. Stay diligent over time.
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No confirmation when actions are completed. Did it really get done?
Avoid these pitfalls through thoughtful design of your tracking process supported by the right tools and discipline.
Takeaway Tips
With a solid system in place, it becomes much easier to stay on top action items. Remember:
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Designate a single note taker – One consistent person documents all action items.
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Write detailed assignments – Who will do what by when?
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Log immediately during meetings – Don’t trust you’ll remember later.
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Use persistent tracking tools – Shared spreadsheets, software, etc.
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Follow up and verify – Don’t just log it and forget it.
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Review ongoing status – Regular check-ins on what’s done and pending.
Smooth execution depends on translating decisions into actions. Don’t drop the ball. With preparation and persistence, your team can consistently knock action items off the list.
Adopt these tracking best practices now to start converting meetings into measurable results. Ditch scrambling and uncertainty. Execute on objectives with clarity, accountability, and momentum.
Record Action Items and Changes
Most action items arise during meetings and that is when they should be recorded. This way, you do not forget any details and can start tracking action items immediately after the meeting is over.
It is important to write action items right away because you might start getting updates or issues shortly after the meeting. For example, there might be some unanticipated obstacles that emerge, unexpected system errors that occur or perhaps, the task owner simply wants to share a new development.
Writing tasks down immediately makes the process of tracking action items more efficient. As a result, assignments are not forgotten, get completed quicker and delays can be prevented.
Include Key Information
When writing action items, it is essential not only to note the title of the task but also all key details. The more details you add, the easier it is for everyone involved to follow. This means you will not have to go back and forth with task owners to explain their assignments, saving everyone time and energy.
Typically, the description of action items contains information like the name of the task owner, priority level, references to any relevant documents, etc. In other words, any related details that are required to complete the assignment.
No matter what you are working on, there is always a deadline for when it has to be completed. Therefore, it is important that each task owner is aware of the due dates for their action items.
This serves two purposes. First, when task owners are aware of deadlines it facilitates planning and time management. Second, it becomes easier to know when to arrange status update meetings and delegate new tasks.
