How To Track Action Items in 4 Easy-To-Follow Steps

Properly tracking action items can significantly improve a team’s efficiency.

What are action items?
  1. The task’s name.
  2. The relevant dates involving the action item.
  3. A concise description of the action item.
  4. The potential risks involved in completing it.
  5. The team member in charge of the respective action item.

So, how can we as directors and secretaries prevent these occurrences? One method is to record a task list of action items in the meeting minutes and ensure that they are properly managed. As a result, your meetings will be much more productive and you won’t have to waste time talking about previous action items that weren’t completed.

How to ensure you don’t loose track of project action items

What are the main action item elements?

Some of the main elements of an action item include:

What are action items?

Action items are a list of duties that team members must carry out before achieving a more difficult goal. They are typically brief and straightforward, assigning each task to one or more team members.

Typically, team leaders and managers are in charge of coming up with action items, distributing them to one or more people, and monitoring their development. Action items are crucial to completing tasks as a team because they facilitate communication and guarantee that everyone is carrying out the necessary and effective work.

Making an action item list is the best way to keep track of all the items that need to be done during a project. This makes it possible for those in charge of monitoring the project’s completion to keep track of all smaller tasks, gauge the time and effort required to complete them, and review the list after the project is finished to find ways to improve the efficiency of subsequent projects. Typically, the top five details of an action item are:

How to track action items

The steps listed below can be used to keep track of your team’s action items:

1. Make sure everyone understands their assignments

It’s crucial to make sure that everyone involved knows exactly what they must do and by when before attempting to track action items. Specific and measurable actions are preferable, whenever possible. In an ideal world, a task owner would be fully aware of what is required to finish the task, the criteria for a job well done, and the deadline.

2. Create a system for recording action items

It’s crucial to accurately record the action items you assign to your team afterward. You can accomplish this using a spreadsheet program, special action item tracking software, or a piece of paper, depending on your preferences. The description of the task, its deadline, the person or group in charge of finishing it, and its current status are the most frequent pieces of information to record.

3. Immediately record any new developments

You can set most action items during a meeting. However, as soon as team members begin working on their individual action items, new problems and developments—such as equipment failures, misunderstandings, and other unforeseen difficulties—are likely to surface. Since various team members are likely to provide you with this kind of information, it will be easier for you to keep track of everything if you note any new developments as soon as they occur.

4. Follow up with all team members

It’s crucial to continuously monitor the progress of your team by checking in with each member to see how they’re doing and if there are any problems keeping them from finishing their work on schedule. This can assist you in learning about various new developments as they happen and taking the necessary corrective action. It also benefits the team members because they might need assistance at different stages of the task completion process.

Managing and tracking action items example

Take into account this illustration of a team leader assigning action items and monitoring their accomplishment:

Four people make up a marketing team: Julia, John, Marcus, and Angela. Their team leader discusses a new project that involves developing a marketing campaign for a new product during a team meeting.

Marcus needs to locate a reliable printing company for flyers and other similar promotional materials, while Julia is in charge of writing the campaign copy and John is in charge of producing the necessary visual elements, such as pictures and video. Angela is in charge of the campaign’s online component, which includes social media presence and a dedicated website.

The team leader establishes a method for monitoring each action item and documenting any new developments:


How do you manage action items?

Make Meetings Matter with Good Action Items
  1. Write action items using an action item template. …
  2. Ensure action items are clear. …
  3. Ensure action item assignees have what they need. …
  4. Confirm that designees are up to the task. …
  5. Highlight action items in your notes. …
  6. Assign a person and due date to every action item.

How do you follow up action items?

Tips for Successful Follow-up
  1. Summarize key take-aways and action items.
  2. Identify those individuals who will manage each activity.
  3. Set expectations for when each task should be completed, and make sure the participants agree that the deadlines are reasonable.

How do I track my agenda items?

To begin with, writing meeting minutes is the first step in keeping track of your action items. After taking thorough meeting notes, it’s crucial to condense them into a brief meeting summary.

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