Does your calendar look like mine? When it comes to scheduling tasks, you have to be super-mindful, or it’s really easy to forget something because you’re so quickly transitioning from one client or project to the next.
An idea without action is a wasted opportunity. Here are two simple things you can do to ensure the action items get recorded and done.
- Write down each list of action items during and/or immediately following the call or meeting.
- Make sure every item contains the WHAT, WHO, and WHEN.
At the end of every call or meeting you should have a list of action items. You MUST have this done before you start the next call or meeting, and every one of these action items should include what, who, and when.
WHAT
Make these as specific as possible. Start them with action verbs. So, instead of:
blog posts
You have:
Write blog posts for Thursday and Friday.
WHO
Who is ultimately accountable for this to-do getting crossed of the list? This doesn’t necessarily mean this person is doing the work, but they are answering for it.
Tim to write blog posts for Thursday and Friday.
WHEN
Until you add a due date, it’s not a project, it’s a dream. Projects have due dates.
Tim to write blog posts for Thursday and Friday by COB on 5/13.
Once you’ve got your list of action items, celebrate! They’re out of your head forever!
In my case, I then deliver that list to our Chief Plate Spinner who gets them into our workflow. If you are your own Chief Plate Spinner, get those suckers onto your to-do list, then get back to work… and don’t forget to eat lunch.
Tim: “Okay, Lynn, schedule for today looks good.”
Lynn: “You should be all set. Just let me know if you need anything.”
Tim: “Wait… one question…”
Lynn: “Yes?”
Tim: “When do I eat lunch?”
(pause) Lynn: “Hmm…”
Tim,
This is so true! Sure a list is great, or putting something on the calendar makes you look busy…. but when you make your schedule action oriented it makes all the difference. I can look at an item on my list over and over again – with no movement. I love this idea – thanks for sharing, got to run – I have to get my Who, What and When in order! Have a great day!
You = Awesome
When I had a large staff, and we all carried appointment books, we instituted a simple rule: Until someone wrote the project into their book they could not be held responsible for completing the assignment.
Great rule!
Perfect timing. Just today before I left Ray’s office, I asked Amanda if she could think of any way I could better track promises made to clients so we don’t miss any deliverables. She suggested we go through the call notes from Client Calls every two days or so AND write assignments on our big white board next to the client’s name until the request was fulfilled.