One big mistake in meetings is assigning actions that are too big.
Take this example:
“Organise the product launch.”
On the surface it sounds reasonable—but it’s not actionable. The person responsible will spend weeks “working on it” with little visible progress.
Why Big Actions Fail
Large actions hide progress. When you ask for an update you get, "I'm working on it!", or perhaps an embarrassed description of the work they have done that never quite feels good enough. This masks the effort that was expended and perpetuates the feeling that more should have been completed. This lack of clarity can overwhelm action owners, particularly if they're waiting for someone else to finish something before they can progress their task.
This lack of clarity and progress demotivates both the actioner and the team. This is particularly true if the action requires input from other people. Input that should be tracked as separate actions.
The Power of Chunking
Chunking means breaking a large outcome into smaller, manageable bite-sized "chunks".
Instead of one vague action, “Organise the product launch”, try:
- Confirm the launch date with leadership
- Identify and book the venue for the launch
- Engage designer for promotional material
- Identify who should be invited to the launch and send out invitations
- Implement and monitor marketing campaign for the launch (see Real Meeting Example for more detail)
Each of the above actions:
- Can be completed quickly
- Can be actioned by different people
- Has a clear outcome
- Moves the project forward
Some of the above actions could be broken down further, but should they? Consider the experience of the actioner. Highly experienced people who have completed similar tasks before can deliver on "higher level" actions. Less experienced actioners require the task to be broken down into smaller steps. Smaller steps provide guidance and clarity. They also allow you an opportunity to thank them for multiple wins which boosts their confidence which makes them more likely to continue delivering next week.
Real Meeting Example
In a weekly marketing meeting, instead of:
“Prepare campaign”
Use:
- Draft campaign concept document for the product launch
- Circulate the draft campaign concept document to the team and seek feedback
- Finalise campaign concept document
- Prepare a cost estimate for the marketing campaign
- Submit budget request and obtain approval to commence the marketing campaign
Now, each week shows real progress and builds momentum with the team, the value of which cannot be overstated.
A Simple Rule
Keep breaking actions down until:
- The actioner fully understands what is expected of them
- You cannot break them down further
- The next step is obvious
- Completion can happen within a short timeframe
Why It Works
Chunked actions create:
- Momentum
- Visibility
- Frequent wins
- Stronger team engagement
People feel productive when they complete actions—not when they “work on them.”
In your next meeting, challenge any action that feels too big. Break larger actions into smaller actions so you can progressively credit people with the work they've done.
If you learned something from this blog please like and share so others can benefit…and if you need a tool to assist, the CalculitX Project Action Tracker is designed with these principles in mind. Discover more here.
#productivity, #projectmanagement, #meetingmanagement, #meetingminutes, #actionitems.
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