Actions that are unclear don't get done! A meeting action should never leave room for interpretation.
The Problem with Vague Actions
Consider:
“Follow up with client.”
What does that mean?
- Email?
- Phone call?
- What topic?
- What outcome?
Vague actions lead to inconsistent execution, demotivated teams and frustrated leaders.
What “Specific” Looks Like
A specific action answers:
- What exactly needs to be done?
- What is the expected output?
Rewrite the example:
“Email client to confirm approval of revised pricing proposal.”
Now there’s no confusion. If there's anything else you need from the client, add it to the action description. Don't leave it to chance or guesswork.
Real Meeting Example
Instead of:
“Update project plan”
Use:
“Update project plan with new delivery dates and circulate to team for awareness and comment.”
Why Specificity Matters
Specific actions:
- Receive attention: if someone understands what is required, they're more likely to do it.
- Reduce errors: if the action is clear the actioner is more likely to get it right.
- Save time by eliminating rework: if there are fewer errors then actions don't need to be actioned twice.
- Increase confidence: it's easy to deliver an action that is clear and understandable.
Quick Test
If someone else read the action, would they do exactly what you intended? Or did they need to be at the meeting to understand the context?
If the action cannot be clearly understood by a non-attendee three weeks from now—rewrite it.
Tip
Avoid:
- General language (“consider”, “progress”, “handle”)
- Missing details
Aim for:
- Clear verbs
- Defined outputs
- Precision
Clarity in meeting actions leads to clarity in execution.
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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