Get action item updates before the next meeting
A meeting ends with decisions, owners and due dates. Give that action list to Dina: she asks owners for updates, sends reminders and prepares a summary with an Excel report for your next review.
For project managers and coordinators who follow up with each owner separately and update the action log after every meeting.
From agreed actions to the next review
Review the actions from your meeting
Upload a spreadsheet or written meeting notes in the app. Check the proposed tasks, match owners to invited participants and confirm due dates before applying the list.
Set a window for updates
Choose collection days, a response deadline, a reminder and the summary time. Start with email; participants confirm their address and select email in the app.
Review changes and decisions needed
Open the summary and Excel report before the next meeting. See reported results, changed dates, requests for a decision and owners who have not replied.
Updates to ask for on each action
- What is the current status of each of your action items?
- Are you on track for the agreed due date? If not, what date do you propose?
- What is blocking completion, and what decision do you need?
For ‘Get the test plan approved’, I sent the draft to the client. Approval is still pending. I need the project manager to identify the approver.
Sending a document and getting it approved are different outcomes. The update needs to address the result in the action item; Dina may ask a follow-up question when that is unclear.
What the manager sees before the meeting
| Action item | Owner | Current due date | Reported status | Comment |
|---|---|---|---|---|
| Get the test plan approved | Anna | September 17 | In progress | Draft sent; project manager needs to identify the approver |
| Send the cost estimate | Igor | September 16 | Reported complete | Estimate sent to the client |
| Confirm the delivery date | Viktor | September 18 | No response | No update received in this collection |
Illustrative example with fictional people and tasks. It is not a customer result.
Anna reports that the test plan has been sent but is still awaiting approval; an approver needs to be identified. Igor reports that the estimate has been sent. Viktor has not replied, so the current delivery date is unconfirmed.
Read the summary and Excel report in the app. Review original replies when you need to check an entry, and choose email delivery for report recipients.
Channels and delivery
Start with email: participants confirm their address and select email in the app. Telegram and MAX are also available, and participants can reply in the web dashboard. Choose respondents and report recipients separately.
A WhatsApp pilot is planned. WhatsApp is not currently an available response channel.
Questions about this workflow
Can I start with meeting notes instead of a spreadsheet?
Yes. You can upload DOCX, a PDF with a text layer, TXT or Markdown, as well as XLSX and UTF-8 CSV. Review the extracted action items before applying them. Meeting recordings and scans without a text layer are not currently supported.
What if the notes only say ‘by Friday’?
Confirm a specific date when reviewing the action list. Dina may ask for clarification if a later reply leaves the date or outcome unclear. An ambiguous phrase should not be treated as an agreed commitment.
Can the next meeting's notes update existing actions?
Review proposed additions and changes when importing another document. Keep action item IDs to help update existing tasks. You check the import before applying it.
Will every participant and client receive the full conversation?
Report recipients are configured separately from respondents. Review both the recipient list and the report content before sending. Share only the information agreed with the client.
Does no reply count as confirmation that an action is complete?
No. Missing replies are shown separately. A previous status does not become a fresh confirmation, and reported completion remains the owner's statement.