So, you summarize the meeting, and using DocuMeet, the summary gets distributed automatically straight away to all invitees and everyone gets notified of their commitment. You’ve done your bit, right ?
By next meeting, all the tasks and action items will have been completed.
That’s how it’s supposed to work, For the most part, everyone agrees on that.
BUT… we all know it doesn’t.
So, you get to the next meeting, and it hasn’t been done. To avoid embarrassment, you agree it is ‘In Progress’ rather than ‘Not Started’, but you suspect the action responsible person has barely thought about it since the previous meeting.
This is where we needs to double and triple check when an action item is relevant and ask yourself the following questions:
1. Are you sure this is the right thing to do ?
2. Will this close this issue out ?
3. Have you got the time to do this ?
4. Do you need any help to do this ?
5. Can you get it completed by the due date ?
It is then important to chase on the action items between meetings (which DocuMeet does for you automatically), and to remind people one just before the due date or before the next meeting.
If an action item still hasn’t been closed out by the third meeting, we need to ask “What is the point of agreeing action items if we are not going to do them?” or “Should we give this action to someone else?”.
One thing we try to avoid is let the action item get cancelled with the ‘Cancelled’ or ‘On Hold’ statuses. If you do that too often, then you are saying it’s okay to agree to anything in the meeting and then just ignore it later.
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