Managing Action Items

Action items help you track tasks and commitments across Topicflow. Here’s how to create, manage, and complete them effectively.

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Creating action items

You can create action items in several places: In a meeting

1. Open a meeting (one-on-one or team meeting)
2. In the meeting notes or agenda, click “Add action item”
3. Enter a description and assign it to someone
4. Optionally set a due date
5. The action item is now linked to that meeting

From a goal

1. Open a goal
2. Click “Add action item” in the goal view
3. Create the task — it will stay connected to the goal
4. Action items help break down larger objectives into actionable steps

From a review

1. While writing or reading a review, click “Add action item”
2. Create a development task or follow-up based on feedback
3. These action items can serve as growth commitments

Standalone

1. Go to your action items dashboard
2. Click “New action item”
3. Add details and assign it to yourself or someone else

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Assigning and due dates

Action items can be assigned to:

• Yourself
• A direct report (if you’re a manager)
• Your manager
• A peer or collaborator

Due dates are optional but help with prioritization. Overdue action items are highlighted so nothing falls through the cracks.

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Completing action items

To mark an action item as complete:

1. Find the action item (in a meeting, goal, or your dashboard)
2. Check the box or click “Mark complete”
3. The action item moves to your completed list

Completed action items remain visible in their original context (the meeting, goal, or review where they were created) so you have a record of what was accomplished.

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Viewing all your action items

Your action items dashboard shows:

• Open action items assigned to you
• Overdue items that need attention
• Completed items for reference
• Action items you’ve assigned to others

Filter by:

• Status (open, completed, overdue)
• Source (meeting, goal, review, standalone)
• Assignee
• Due date

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Action items in recurring meetings

When you create action items during a one-on-one, they automatically surface in the next meeting’s agenda. This makes it easy to:

• Review what was committed to
• Discuss progress or blockers
• Close completed items
• Create new follow-ups

This cycle of commitment and follow-through happens naturally without manual tracking.

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Archiving and deleting

Archiving: If an action item is no longer relevant, you can archive it. Archived items are hidden from active views but remain in the system for reference. Deleting: Only delete action items if they were created by mistake. Once deleted, they’re removed from all connected contexts.

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Best practices

Be specific: “Review Q1 metrics and identify top 3 focus areas” is better than “Look at metrics” Assign ownership: Every action item should have a clear owner, even if it’s collaborative work Set realistic due dates: Use due dates for time-sensitive tasks, but don’t over-schedule Review regularly: Use one-on-ones to review open action items and update status Connect to goals: When an action item supports a goal, link it explicitly to maintain context

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What’s next