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Reviewing action items and closing the meeting

From: Leading Productive Meetings

Video: Reviewing action items and closing the meeting

The final step in the agenda is to review everyone's action items. Throughout the meeting, different people may have committed to accomplish certain things by a certain time. Usually at this point the leader will turn the time over to the note taker and ask them for a summary of the commitments. The note taker then summarizes each person's commitments using who, what, and when. In other words, who made the commitment, what they committed to do, and when they committed to accomplish it. It's that simple.

Reviewing action items and closing the meeting

The final step in the agenda is to review everyone's action items. Throughout the meeting, different people may have committed to accomplish certain things by a certain time. Usually at this point the leader will turn the time over to the note taker and ask them for a summary of the commitments. The note taker then summarizes each person's commitments using who, what, and when. In other words, who made the commitment, what they committed to do, and when they committed to accomplish it. It's that simple.

Go through each person on the agenda, look for the commitments they made, and say "Alex committed to deliver the files to Lisa by Tuesday afternoon." Who, what, when. As the note taker reads through the list, each attendee should pay close attention and make sure that they agreed to the commitments that are being reviewed. They also need to make sure that they've put those commitments they've made into one of their gathering points. A gathering point is a designated place where you write the action items down and then look at them later to decide when to follow through on them.

After reviewing everyone's action items, it's time for the leader to close the meeting. The leader does this by simply confirming the next time that the meeting is scheduled, the place where the meeting will be held, and also confirming any other additional meetings. For instance, if something needed to be discussed in greater depth outside of the regular meeting schedule, the leader will remind everyone of that special meeting and make sure they have it on the calendar. Just to emphasize, end on time, or even better, end early.

When you consistently end meetings at the scheduled time, people will become used to the idea that time matters and that how they use their time during the meeting is important. They'll be more respectful of the meeting because they know that their time is valued. In short, respect everyone else's time and they'll respect your time.

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Leading Productive Meetings

35 video lessons · 19239 viewers

Dave Crenshaw
Author

 
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  1. 1m 32s
    1. Welcome
      1m 3s
    2. Using the exercise files
      29s
  2. 11m 33s
    1. Understanding the principles of successful meetings
      3m 56s
    2. Using technology
      2m 12s
    3. Meeting virtually (audio and video conferencing)
      2m 55s
    4. Understanding the importance of time management
      30s
    5. Deciding between group and one-to-one meetings
      2m 0s
  3. 22m 21s
    1. Determining whether a meeting is necessary
      2m 50s
    2. Scheduling the meeting
      3m 0s
    3. Establishing ground rules
      2m 50s
    4. Determining who is in charge
      3m 21s
    5. Having an agenda
      2m 50s
    6. Preparing development
      4m 30s
    7. Coming prepared
      3m 0s
  4. 26m 5s
    1. Budgeting time
      2m 32s
    2. Taking minutes
      2m 34s
    3. Opening
      2m 32s
    4. Presenting the development
      3m 38s
    5. Following up on commitments
      2m 24s
    6. Giving everyone a voice
      3m 32s
    7. Giving and taking feedback
      3m 14s
    8. Keeping meetings productive and on topic
      2m 27s
    9. Reviewing action items and closing the meeting
      2m 2s
    10. Reviewing minutes
      1m 10s
  5. 15m 39s
    1. Understanding the importance of the one-to-one
      2m 29s
    2. Deciding who to meet with in a one-to-one
      2m 50s
    3. Establishing a one-to-one schedule
      2m 44s
    4. Determining the one-to-one agenda
      1m 56s
    5. Listening effectively ("What do you need from me?")
      1m 36s
    6. Delegating effectively ("This is what I need from you.")
      2m 19s
    7. Reviewing action items and closing
      1m 45s
  6. 4m 12s
    1. Completing action items
      1m 16s
    2. Following up on action items delegated to others
      2m 6s
    3. Reassessing the effectiveness of meetings
      50s
  7. 49s
    1. Final thoughts
      49s

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