Action Items: Definition, Examples, and How to Manage Them

Action items are an essential component of any project management process. They are specific tasks or activities that need to be completed in order to achieve the project's objectives. Action items help to break down larger goals into smaller, actionable steps, making it easier to assign responsibilities and track progress. In this blog post, we will explore what action items are, provide examples of common action items, discuss how to manage them effectively, and introduce Viindoo Project, a powerful project management software that can streamline your action item management process.

What are action items?

Action items, also known as tasks or to-dos, are individual actions that need to be taken to accomplish a specific goal. They are typically derived from a larger project plan or meeting discussion where responsibilities and deadlines are assigned. Action items are usually documented in an action item list or form, which serves as a central repository for all outstanding tasks.

What are action items?

What is an action item form list?

An action item form list is a structured document that captures essential information about each action item. It includes details such as the task description, responsible party, due date, priority level, and status. This form helps ensure that all necessary information is captured and communicated effectively, minimizing confusion and facilitating accountability.

To give you a better understanding, here's an example of an action item form list:

Task Description Responsible Party Due Date Priority Status
Conduct market research for new product Marketing Team 2023-11-15 High In Progress
Develop wireframes for website redesign Design Team 2023-10-30 Medium Not Started
Review and approve budget proposal Finance Manager 2023-10-25 High Completed
Test new software functionality QA Team 2023-11-05 Low Not Started

This table provides a snapshot of the action items, showing who is responsible for each task, when it is due, its priority level, and the current status.

Examples of an action item

Action items can vary greatly depending on the nature of the project. Here are a few examples of common action items across different industries:

  1. Software Development Project:
    • Develop user registration module
    • Fix bug in payment processing system
    • Conduct load testing on the server infrastructure
  2. Marketing Campaign:
    • Create social media content calendar
    • Design promotional materials
    • Execute email marketing campaign
  3. Construction Project:
    • Obtain building permits
    • Hire subcontractors for plumbing and electrical work
    • Schedule inspections at key project milestones

As you can see, action items can encompass a wide range of tasks, from technical development work to administrative duties.

Examples of an action item

List of Action items - Display on Viindoo Project

Common item list on projects

In any project, there are certain types of action items that commonly appear on action item lists. Let's explore some of these common categories:

Task-based Action Items

Task-based action items are the most common type and refer to specific tasks that need to be completed by a certain deadline. These action items are usually assigned to individuals or teams responsible for their execution. Some examples include:

  • Create a project timeline
  • Conduct customer surveys
  • Write code documentation

Decision-based Action Items

Decision-based action items arise from discussions or meetings where important decisions need to be made. These action items capture the decision to be made, the responsible party, and the expected completion date. Examples include:

  • Select a vendor for a specific project component
  • Determine the pricing strategy for a new product
  • Choose a color scheme for the website redesign

Information-based Action Items

Information-based action items involve gathering or sharing information necessary for the project progress. These items may require research, data collection, or the compilation of reports. Some examples include:

  • Conduct market research on customer preferences
  • Prepare a competitive analysis report
  • Share project updates with stakeholders

By categorizing action items into these common types, project managers can better organize and prioritize tasks, ensuring efficient project execution.

Common item list on projects - Display on kanban board

Common item list on projects - Display on kanban board

How to create item list and manage action items with Viindoo Project

Managing action items effectively is crucial for project success. One tool that can greatly facilitate this process is Viindoo Project, an intuitive project management software that offers powerful features for organizing, tracking, and collaborating on action items. Let's explore how to create an item list and manage action items using Viindoo Project.

Creating an Item List

To create an item list in Viindoo Project, follow these steps:

  • Step 1: Log in to your Viindoo Project account and navigate to the project.
  • Step 2: Click on the "Task" tab to access the action item management module.
  • Step 3: Click on the "Create" button to open the action item form.
  • Step 4: Fill in the necessary details such as the task description, responsible party, due date, priority level, and status.
  • Step 5: Save the action item, and it will be added to the item list.

Viindoo Project allows you to customize the fields in the action item form to fit your specific project requirements, ensuring that all relevant information is captured.

Create action items and customizer fields in Viindoo Project

Create action items and customizer fields in Viindoo Project

Managing Action Items

Once your item list is populated with action items, Viindoo Project provides various tools and features to help you efficiently manage and track their progress. Here are some key features:

  • Task Assignment: Easily assign action items to team members and set clear responsibilities.
  • Deadline Tracking: Viindoo Project automatically sends notifications for upcoming and overdue action items, keeping everyone accountable.
  • Status Updates: Team members can update the status of their assigned action items, providing real-time visibility into progress.
  • Collaboration: Viindoo Project enables seamless collaboration through comments and file attachments on each action item, ensuring effective communication.
  • Reporting and Analytics: Generate reports on action item completion rates, identify bottlenecks, and gain insights into project performance.

With these powerful features, Viindoo Project simplifies action item management and enhances collaboration across teams, ultimately improving overall project efficiency.

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A: Yes, depending on the complexity of the task or the project, action items can be assigned to multiple individuals or even entire teams. Viindoo Project allows you to assign action items to multiple users, ensuring transparency and collaboration.

A: Absolutely! Viindoo Project provides real-time updates on the status and progress of each action item. Team members can update their tasks as they make progress, allowing project managers to have a comprehensive view of the project's current state.

A: Yes, Viindoo Project allows you to assign priority levels to your action items, making it easier to identify and tackle urgent tasks first. You can sort action items by priority to focus on high-priority tasks and ensure critical deadlines are met.


Action items are vital components of successful project management. They help break down complex goals into manageable tasks, assign responsibilities, and track progress effectively. By utilizing a robust project management tool like Viindoo Project, you can streamline your action item management process, enhance collaboration, and improve overall project efficiency. Start leveraging the power of Viindoo Project today and take control of your action items for successful project execution.

Action Items: Definition, Examples, and How to Manage Them
Viindoo Technology Joint Stock Company, Athan Hoang October 24, 2023