How to keep action items in front of staff and management

Question from Michael Franz, Washington Small Business Development Center - Seattle, WA Nov 2006:

What have you and Russ learned about how to keep the tasks in front of people, so that they are thought about? Should management institutionalize the monitoring into their normal reporting processes and meetings? I suggested using the action item report, but that might not be as “constant” a reminder that these tasks need constant attention.

Answer from Corey Hansen:

I print out a report before each meeting and then review updates. With the reminder emails twice a month they are more likely to follow through. The other issue is they need to check with their people to see that progress is being made. I recommend they do it as part of their management and staff meetings. In many cases we are teaching them how to make assignments, follow up and review. They are good at it for themselves but often don’t know how to do it well with others.

Even with little follow-up they often make significant progress in 12 months because they now have a clearer vision of what should be done. That is why the action plan needs to be redone at least annually or when there are significant changes. The challenge is to accelerate progress without becoming a drill sergeant. I have also been surprised at how at monthly follow-up meetings I need to keep reminding them of the strategic implications of their decisions. Some can do it on their own but most need an advisor to keep them moving ahead faster. The HPE action plan provides the structure but is no substitute for your expertise as an advisor.We are always looking for a better way to do this so your recommendations are always appreciated.

Corey Hansen, corey@hpebook.com