Project Management Tips and Techniques
Action Items
Tom Mochal

An action item is work that requires follow-up execution. By their nature, action items normally cannot be planned for in advance. They arise on an ad-hoc basis during meetings or as a by-product of working on something else. An action item is assigned because there is not enough knowledge, expertise or time to resolve the item at the time.

In many cases, action items are administrative in nature, but in other cases they can require substantial work to complete. Action items need to be assigned, worked on later and completed. (If they are not going to be completed, they should not be called action items. Instead, simply note that the item will not be followed up on.) Examples of action items include forwarding specific information to someone, arranging a meeting and providing a quick estimate on a piece of work. 

Sometimes as action item is established to investigate an area where there may be a potential problem. Because of this, action items are sometimes mixed in with issues. However, this is not right. An action item should not be confused with an issue. An issue is a problem, which will have a detrimental impact on the project if left unresolved. An action item may lead to the discovery of an issue or a risk (a potential issue in the future), but the action item itself is not an issue.

There are two common approaches used to manage action items. The best approach is to document the action items as activities on the project workplan. A resource and end date is assigned as well, and the activity is then managed and tracked as any normal activity. In general, this is the better approach to follow, because it keeps the work items in one place and allows the project manager to enforce the discipline of knowing “if it's not on the workplan, it will not be worked on”. 

However, another popular approach is to track and manage action items on a separate Action Item Log. This can make sense to some project managers because typically action items are small enough that you may not want to track them on your real workplan. If you use this approach, action items can be identified, documented, assigned and resolved using the following process:

1. Action items may be identified by anyone on the project team. They often arise out of interactions between and among project team members, particularly at meetings. 

2. The project manager or a designated person enters the action item in the Action Item Log. This records its existence to ensure that it receives attention and is carried out. 

3. The project manager assigns the action item to a team member, who assumes responsibility for the action item and takes the necessary steps to complete it. The project manager may be assigned action items as well. A quick estimate of effort should be agreed to and added to the log.

4. A date for the completion of each action item should be entered in the log.

5. If completing an action item involves more work than anticipated, it should be brought to the attention of the project manager. 

6. The Action Item Log should be reviewed at regular intervals during project team meetings to ensure that action items have been completed successfully. 

Action items are normally time sensitive. If an action item has not been completed in a reasonable timeframe, it should be closed and eliminated.

The project manager (or designated person) must follow-up to ensure that action items are closed. In general, if they are not assigned to a specific person, have no target date or are not followed-up, there is a good likelihood that the action item will not be completed. If they are not going to be completed, there is no use in documenting and tracking them at all.

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