ACTION LOG GUIDANCE NOTES Volunteer Support & Development Working group 2014

Meeting Action Log Objective: Benefits: Where to Use: To track actions arising from a meeting to ensure actions are being completed as promised To ensure that, overall, the participants are making good progress in completing actions Benefits: Visibility of progress in completing actions Improved action completion on time in full More efficient and focussed than meeting minutes Where to Use: At any meeting where actions are taken. It is for use in meetings and not designed to provide a constantly up-to-date action tracker VS&D Working group 2014 1

Meeting Action Log – Works Instructions The following steps are a guide to completing an Action Log: 1. Enter the name of the meeting. Example – RDU to ADU meeting 2. Attendees:Enter the Attendees and Non Attendees to the meeting 3. Number : enter a new number for each action do not use the same number twice 4. Description: Enter a description of the issue the action is aimed at addressing. 5. Action: Enter a brief and clear description of exactly what needs to be done 6. Date: Enter the date the action was raised 7. Who: Enter the person responsible for the action (can only be someone at the meeting). Note: Try and use an individual where possible or ALL if applicable. 8. Due: Enter the date for the action to be completed 9. Status: Enter one of the following to decide the status of an action; New – Indicates that the action was raised in the current meeting Open – Indicates that the action is in progress Closed– Indicates that the action is complete 10. Comments for Clarity: Any further detail, clarification or updates against the action VS&D Working group 2014 1

Meeting Action Log – Guidance Notes Make sure everyone in the meeting agrees and understands the action log ground rules to be used. The date will automatically update on the Action Log. (Formula in place) Review the previous actions, changing the status (new, open, closed), and adding comments accordingly During the rest of the meeting note new actions as they occur Give each action a realistic due date and strive to complete the action by that date. If new rows are needed insert new rows above the last row of the table so that the format is copied and you do not need to reset the print area At the end of the meeting hide ‘closed’ actions by using the Autofilter feature or by hiding individual rows Save the finished action log and send it out to all attendees and other interested parties VS&D Working group 2014 1