{"id":34884,"date":"2020-11-13T00:00:00","date_gmt":"2020-11-13T00:00:00","guid":{"rendered":"https:\/\/newrcblog.wpengine.com\/tools-of-the-road-warrior\/"},"modified":"2025-03-13T06:22:47","modified_gmt":"2025-03-13T13:22:47","slug":"meeting-action-items","status":"publish","type":"post","link":"\/us\/en\/blog\/meeting-action-items\/","title":{"rendered":"The key to turning meeting action items into real action"},"content":{"rendered":"<p>Have you ever left a meeting confused about everyone\u2019s action items\u2014yours included?<\/p>\n<p>Okay, that was a rhetorical question. We know you have.<\/p>\n<p>It\u2019s okay\u2014we have, too. Just like every other professional in every other industry.<\/p>\n<p>At <a href=\"https:\/\/www.ringcentral.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">RingCentral<\/a>, we\u2019ve seen and heard it all when it comes to meetings. After all, we work with thousands of <a href=\"https:\/\/www.ringcentral.com\/solutions\/small-business.html\" target=\"_blank\" rel=\"noopener noreferrer\">small and medium-sized businesses<\/a> around the world to improve their workforce communications, customer service, and meeting productivity with our innovative communications platforms and technology.<\/p>\n<p>And guess what one of the biggest pain points is for our clients? Yep. Tracking, managing, and completing meeting action items.<\/p>\n<p>In some cases, a company\u2019s meeting follow-up strategy is coming up short. In others, it\u2019s a lack of action item tracking that\u2019s blurring responsibilities and deadlines. Whatever is causing your action item ails, have no fear\u2014we\u2019ve got some ways to help you turn your meeting action items into real action that drives your business forward. Some of them require an investment in planning, attention, and focus, while others require an investment in meeting and communications technology.<\/p>\n<p>Either way, rest assured that by the end of this article, you\u2019ll have specific and actionable ways to start transforming how your company handles meeting action items and next steps.<\/p>\n<p>Ready to dive in? Here\u2019s what comes next:<\/p>\n<ul>\n<li><a href=\"#effective\">Effective action item management starts with a great meeting agenda<\/a><\/li>\n<li><a href=\"#best\">The best way to track action items during and after meetings<\/a><\/li>\n<li><a href=\"#template\">A smart and simple template for follow-up actions after a meeting\u00a0<\/a><\/li>\n<li><a href=\"#common\">Common meeting action items (and how to make sure they get done)<\/a><\/li>\n<\/ul>\n<hr \/>\n<p class=\"p1\">Use these free meeting agenda templates to have more productive meetings. \ud83d\udc47<\/p>\n<p class=\"p1\">\n<div class=\"download-form-widget standart-download-form\" data-url=\"https:\/\/netstorage.ringcentral.com\/documents\/meeting_agenda_templates.pdf\" data-id=\"69ee491eed5c5\" id=\"69ee491eed5c5\">\n\t\t<button tabindex=\"on\"  on=\"tap:69ee491eed5c5.toggleClass(class='open')\" class=\"open-modal-download-action download-form-button\" type=\"submit\">\ud83c\udf1f Ready to have more productive meetings?<\/button><\/p>\n<div class=\"download-form-modal\">\n<div class=\"download-form-modal-body\">\n<div class=\"download-form-modal-content\">\n<div class=\"download-form-modal-title\">\ud83d\udc40 Download your free customizable meeting agenda templates <\/div>\n<form class=\"download-form SMB\" method=\"post\">\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Full Name\" aria-required=\"true\" aria-invalid=\"false\" type=\"text\" name=\"fullname\" placeholder=\"Full Name\" data-dl-events-hover=\"true\" data-dl-element=\"text\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<input class=\"download-form-input\" aria-label=\"Email (please enter a work email address)\" aria-required=\"true\" aria-invalid=\"false\" type=\"email\" autocomplete=\"on\" name=\"email\" placeholder=\"Email (please enter a work email address)\" data-dl-events-hover=\"true\" data-dl-element=\"email\" data-dl-additional-info=\"download form\">\n\t\t\t\t\t\t<\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"popup_form\" value=\"1\">\n\t\t\t\t\t\t<\/div>\n<div><input type=\"hidden\" name=\"Asset_ID__c\" value=\"ODAM-01493\" class=\"download-form-input\"><\/div>\n<div>\n\t\t\t\t\t\t\t<input type=\"hidden\" name=\"Lead_Entry_Source__c\" value=\"RC Blog\" class=\"download-form-input\"\/>\n\t\t\t\t\t\t<\/div>\n<div class=\"download-form-part\">\n\t\t\t\t\t\t\t<button class=\"download-form-submit\" type=\"submit\" data-dl-element=\"button\" data-no-auto-dl=\"true\" data-dl-additional-info=\"download form\" data-dl-name=\"Get them now\">Get them now<\/button>\n\t\t\t\t\t\t<\/div>\n<\/p><\/form>\n<p> \t\t\t\t\t<button on=\"tap:69ee491eed5c5.toggleClass(class='open')\" role=\"button\" tabindex=\"0\"  class=\"download-form-modal-close\"><\/button>\n\t\t\t\t<\/div>\n<div class=\"download-form-modal-thank\">Here's to more organized and productive meetings!<\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p>\n<hr \/>\n<h2><b><a id=\"effective\"><\/a><br \/>\nEffective action item management starts with a great meeting agenda<\/b><\/h2>\n<p>Before you can expect meeting action item tracking and follow up to improve at your company, you need to address meetings themselves.<\/p>\n<p>And that starts with the <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/sales-meeting-agenda\/\" target=\"_blank\" rel=\"noopener noreferrer\">agenda<\/a>.<\/p>\n<p>Prior to a meeting, having a clear and actionable agenda\u2014in writing\u2014sets the right tone for all attendees. More specifically, an agenda helps attendees prepare for the meeting and gives them an idea of what they should expect to speak about during the scheduled time. It\u2019s kind of like action items in reverse, in the sense that a meeting agenda should outline just about everything everyone needs to do\u2014except in this case it\u2019s <i>during<\/i> the meeting, not after.<\/p>\n<h3><b>Here are three things a great meeting agenda does:<\/b><\/h3>\n<ul>\n<li>\n<h4><b>It gives context and explains \u201cwhy\u201d<\/b><\/h4>\n<\/li>\n<\/ul>\n<p>By providing some background about a meeting for attendees, specifically around <i>why <\/i>you\u2019re meeting in the first place, you ground everyone on the same topic and give them a reason to care.<\/p>\n<ul>\n<li>\n<h4><b>It explains how attendees will use the meeting time<\/b><\/h4>\n<\/li>\n<\/ul>\n<p>The best meetings are both quick and productive, and that\u2019s because they\u2019re set up by agendas that detail how the time will be spent, what will be discussed, and who will be doing what.<\/p>\n<ul>\n<li>\n<h4><b>It describes the end goal of the meeting<\/b><\/h4>\n<\/li>\n<\/ul>\n<p>Every meeting should accomplish something, yet so many of them don\u2019t. The problem? The agenda doesn\u2019t state a goal. By giving your attendees a well-defined objective in the agenda <i>before <\/i>the meeting, you can make it everyone\u2019s responsibility to be productive. Plus, having a clearly defined goal in your agenda provides a \u201cNorth Star\u201d to direct your team during your time together.<\/p>\n<h2><b><a href=\"https:\/\/ringcentral.valuestoryapp.com\/meeting-value-calculator\" target=\"_blank\" rel=\"noopener noreferrer\"><img decoding=\"async\" class=\"aligncenter size-full wp-image-48150\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2021\/03\/meetingvaluecalculator.png\" alt=\"meeting value calculator\" width=\"2000\" height=\"880\" \/><\/a><\/b><\/h2>\n<h2><b><a id=\"best\"><\/a><br \/>\nThe best way to track action items during and after meetings<\/b><\/h2>\n<p>Make no mistake about it\u2014tracking action items starts well before the end of a meeting.<\/p>\n<p>Meetings move fast and a lot gets said during them, so it\u2019s imperative that each one has a designated notetaker who can keep track of things\u2014not only what\u2019s being said, but also who\u2019s being assigned what and when the work is due.<\/p>\n<p>These days, however, this can be harder than it sounds.<\/p>\n<p>The problem is, most people take notes in one app on their laptop and manage tasks in another. This causes confusion for the notetaker, plus it\u2019s a hassle to constantly toggle between this app and that app\u2014especially during the frenzy of a meeting. Oh, and then you\u2019re supposed to turn those mumble-jumble notes into action items after the fact?<\/p>\n<p>Forget about it.<\/p>\n<p>These are all reasons why we&#8217;ve developed an easy-to-use note-taking feature and\u00a0action item tracker\u2014all within the context of your team conversations within the <a href=\"https:\/\/www.ringcentral.com\/apps\/rc-app\" target=\"_blank\" rel=\"noopener noreferrer\">RingCentral app<\/a> itself:<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-45110\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2009\/04\/opening-a-new-note-in-ringcentral-app-1024x565.png\" alt=\"opening a new note in ringcentral app\" width=\"1024\" height=\"565\" \/><\/p>\n<p>Notes allows you to create, edit, and review meeting notes within certain conversations on the app&#8230;<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-45111\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2009\/04\/writing-a-note-in-ringcentral-app-1024x591.png\" alt=\"writing a note in ringcentral app\" width=\"1024\" height=\"591\" \/><\/p>\n<p>While Tasks allows you to manage projects and action items within specific conversations, too:<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-large wp-image-44657\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/03\/insurance-task-in-ringcentral-app-1024x684.png\" alt=\"insurance task in ringcentral app\" width=\"1024\" height=\"684\" \/><\/p>\n<p>These two features allow you to track action items in real time and in a shared environment, so all your other meeting attendees have visibility into the same notes and tasks. This gives everyone a shared sense of responsibility and helps each team member stay aligned on follow-up items.<\/p>\n<p>Not to mention RingCentral Notes and Tasks are in the same app as the rest of your RingCentral suite, so you can access them without having to worry about clicking around, opening new windows, and becoming overloaded by a bunch of different browser tabs.<\/p>\n<p>So, when it comes to tracking action items during and after meetings, there\u2019s really nothing quite like Notes and Tasks within the RingCentral app.<\/p>\n<h2><b><a id=\"template\"><\/a><br \/>\nA smart and simple meeting notes template with action items<\/b><\/h2>\n<p>When it comes to follow-up items, there are a few smart, simple actions you can take to make sure a project stays on track and all tasks get completed. Here\u2019s a quick look at just how simple it can be.<\/p>\n<table>\n<tbody>\n<tr>\n<td><b>Step<\/b><\/td>\n<td><b>Action Item<\/b><\/td>\n<\/tr>\n<tr>\n<td>Step 1<\/td>\n<td>Review all notes\u2014you <i>and <\/i>your coworkers\u2019<\/td>\n<\/tr>\n<tr>\n<td>Step 2<\/td>\n<td>Send out a recap note outlining meeting details and action items<\/td>\n<\/tr>\n<tr>\n<td>Step 3<\/td>\n<td>Schedule due date reminders for you and coworkers on an app<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<p>&nbsp;<\/p>\n<p>But let\u2019s dive in a bit deeper.<\/p>\n<p>Now, most of these probably seem like common sense\u2014and they are\u2014but far too many companies complicate meeting follow-up. This leads\u2014not to exceptional productivity, but to confusion and chaos (and missed deadlines).<\/p>\n<h3><b>1. Review all notes\u2014yours <i>and <\/i>your coworkers\u2019<\/b><\/h3>\n<p>This is as straightforward as it gets. Reviewing all notes after a meeting helps you cover things you may have missed before while also giving you a chance to really understand what has to be done\u2014by who and by when.<\/p>\n<h3><b>2. Send out a recap note outlining meeting details and action items<\/b><\/h3>\n<p>As a way to cover your bases and make sure every meeting attendee remains accountable, try to make a habit of sending out a recap email. This should detail what was discussed, what agreements were made, and what the next steps are.<\/p>\n<p>Another neat thing about the RingCentral app is that you can create a group chat with the attendees from your meeting! This way, you can easily get everyone in one conversation to discuss follow-ups and results from the meeting:<\/p>\n<p><img decoding=\"async\" class=\"alignnone wp-image-44439 size-full\" src=\"\/us\/en\/blog\/wp-content\/uploads\/2020\/08\/Tip-11-848x472-1.gif\" alt=\"creating a new team from meeting attendees in ringcentral app\" width=\"848\" height=\"472\" \/><\/p>\n<h3><b>3. Schedule due date reminders for you and coworkers on an app\u00a0<\/b><\/h3>\n<p>Whether it\u2019s on your calendar or the RingCentral app, you should always set due date reminders after a meeting. Why? Because business moves fast, and if you don\u2019t have reminders in place, you and your team could miss vital deadlines.<\/p>\n<hr \/>\n<p class=\"p1\"><span class=\"s1\">\ud83d\udd79\ufe0f<\/span> Get a hands-on look at how RingCentral works by booking a product tour:<\/p>\n<p class=\"p1\"><button data-href=\"#leadform-popup\" class=\"js-open-popup-activator btn primary\" >Choose a time<\/button><\/p>\n<p class=\"p1\"><span class=\"s1\">\ud83d\udcb0<\/span> You can also <a href=\"http:\/\/www.ringcentral.com\/roi-calculator\" target=\"_blank\" rel=\"noopener noreferrer\"><span class=\"s2\"><b>use this calculator<\/b><\/span><\/a><b> <\/b>to see roughly how much your business could save by using RingCentral to support your team&#8217;s communication with each other\u2014and clients.<\/p>\n<hr \/>\n<h2><b><a id=\"common\"><\/a><br \/>\nCommon meeting action items (and how to make sure they get done)<\/b><\/h2>\n<p>Action items aren\u2019t going anywhere, and some are more common than others. Yet for many of the reasons we\u2019ve already discussed, they still don\u2019t get done all the time.<\/p>\n<p>Not anymore.<\/p>\n<p>Here are some common meeting action items and how to make sure they actually get done in your company.<\/p>\n<ul>\n<li><b>Action item:<\/b> Review project plan.<br \/>\n<b>How to make sure it gets done:<\/b> Schedule a brief stand-up call on the due date with the team member who is responsible for reviewing it.<\/li>\n<li><b>Action item:<\/b> Follow up with the client.<br \/>\n<b>How to make sure it gets done:<\/b> Ask the person who\u2019s sending the follow-up email to the client to cc (or bcc) you on it. This way, if it gets done, you know it\u2014and if it doesn\u2019t, you can nudge your coworker to remind them.<\/li>\n<li><b>Action item: <\/b>Upload documents to a <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/project-management-tools\/\" target=\"_blank\" rel=\"noopener noreferrer\">project management tool<\/a> and\/or a file sharing app.<br \/>\n<b>How to make sure it gets done:<\/b> Ask the assigned team member to let you know when the documents have been uploaded so you can confirm they\u2019re in the right place.<\/li>\n<li><b>Action item: <\/b>Get approvals.<br \/>\n<b>How to make sure it gets done:<\/b> Check in with your point person prior to the deadline to make sure the assigned team member successfully got approvals.<\/li>\n<li><b>Action item: <\/b>Schedule follow-up meeting and\/or presentation<br \/>\n<b>How to make sure it gets done:<\/b> This is perhaps the easiest one to track, as it just requires keeping an eye on your email for a calendar invite to come through. If one doesn\u2019t, you\u2019re going to want to gently remind your coworker that they need to set up that meeting before it\u2019s too late.<\/li>\n<\/ul>\n<h2><b>Turning meeting action items into real action starts now<\/b><\/h2>\n<p>When it comes to how to <a href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/workflow-automation\/\" target=\"_blank\" rel=\"noopener noreferrer\">track action items<\/a> and how to complete them, you need to first focus on your attention, then on your effort, and then on your tools and technology. Only then will you be able to truly reap the rewards of effective meeting planning and execution.<\/p>\n<p>However, when you do reap those rewards, you\u2019ll probably be kicking yourself for waiting this long to get your meeting and follow-up strategies in shape. That\u2019s because, at the end of the day, zeroing in on action item tracking and follow-up can be the main difference between having a productive and profitable business versus an ineffective and indebted one.<\/p>\n<p>With that being said\u2014it\u2019s never too late for a business to become productive and profitable.<\/p>\n<p>The only thing is\u2026 who would\u2019ve thought it all started with meeting agendas with action items?<\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Have you ever left a meeting confused about everyone\u2019s action items\u2014yours included? Okay, that was a rhetorical question. We know you have. It\u2019s okay\u2014we have, too. Just like every other professional in every other industry. At RingCentral, we\u2019ve seen and heard it all when it comes to meetings. After all, we work with thousands of &#8230;<\/p>\n","protected":false},"author":29,"featured_media":45020,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[17901],"tags":[10286,778],"class_list":["post-34884","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business-leadership","tag-meeting-tips","tag-meetings"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v19.3 (Yoast SEO v27.2) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>The key to turning meeting action items into real action | RingCentral Blog<\/title>\n<meta name=\"description\" content=\"So many meetings, yet so little accomplished. It&#039;s probably because your meeting action items aren\u2019t being tracked or followed up on\u2014that is, until now.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/meeting-action-items\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"The key to turning meeting action items into real action\" \/>\n<meta property=\"og:description\" content=\"So many meetings, yet so little accomplished. It&#039;s probably because your meeting action items aren\u2019t being tracked or followed up on\u2014that is, until now.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/meeting-action-items\/\" \/>\n<meta property=\"og:site_name\" content=\"RingCentral Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/ringcentral\" \/>\n<meta property=\"article:published_time\" content=\"2020-11-13T00:00:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2025-03-13T13:22:47+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.ringcentral.com\/us\/en\/blog\/wp-content\/uploads\/2020\/11\/old-practices.png\" \/>\n\t<meta property=\"og:image:width\" content=\"930\" \/>\n\t<meta property=\"og:image:height\" content=\"700\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"RingCentral Team\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@ringcentral\" \/>\n<meta name=\"twitter:site\" content=\"@ringcentral\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"RingCentral Team\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"9 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/meeting-action-items\/#article\",\"isPartOf\":{\"@id\":\"\/us\/en\/blog\/meeting-action-items\/\"},\"author\":{\"name\":\"RingCentral Team\",\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/#\/schema\/person\/65a168321317ffd562e0d77745f1b358\"},\"headline\":\"The key to turning meeting action items into real action\",\"datePublished\":\"2020-11-13T00:00:00+00:00\",\"dateModified\":\"2025-03-13T13:22:47+00:00\",\"mainEntityOfPage\":{\"@id\":\"\/us\/en\/blog\/meeting-action-items\/\"},\"wordCount\":1773,\"publisher\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/meeting-action-items\/#primaryimage\"},\"thumbnailUrl\":\"\/us\/en\/blog\/wp-content\/uploads\/2020\/11\/old-practices.png\",\"keywords\":[\"meeting tips\",\"meetings\"],\"articleSection\":[\"Business &amp; leadership\"],\"inLanguage\":\"en-US\"},{\"@type\":\"WebPage\",\"@id\":\"\/us\/en\/blog\/meeting-action-items\/\",\"url\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/meeting-action-items\/\",\"name\":\"The key to turning meeting action items into real action | RingCentral Blog\",\"isPartOf\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/meeting-action-items\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/newrcblog.wpengine.com\/us\/en\/blog\/meeting-action-items\/#primaryimage\"},\"thumbnailUrl\":\"\/us\/en\/blog\/wp-content\/uploads\/2020\/11\/old-practices.png\",\"datePublished\":\"2020-11-13T00:00:00+00:00\",\"dateModified\":\"2025-03-13T13:22:47+00:00\",\"description\":\"So many meetings, yet so little accomplished. 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