The Action Item List: A Simple Tool That Will Transform Your Association’s Productivity

In the world of community association management, there’s a vast gulf between making decisions and implementing them. After 26 years in the industry, I’ve discovered that this gap is where many well-intentioned boards fail their communities. The solution? A systematically maintained action item list that bridges the space between boardroom decisions and real-world results.

The Implementation Gap

Picture this scenario: Your board holds a productive meeting where you approve a new landscaping contract, decide to send violation letters to three homeowners, and agree to get bids for pool resurfacing. Everyone leaves feeling accomplished. Fast forward a month, and at the next meeting, you realize half these items weren’t completed. Sound familiar?

This “implementation gap” isn’t just frustrating—it’s costly. Delayed projects often become more expensive. Enforcement inconsistency creates legal vulnerability. And perhaps most damaging, the community loses faith in board effectiveness when they don’t see results.

The Action Item List Solution

An action item list is exactly what it sounds like: a detailed tracking document that captures every task requiring follow-up after a meeting. But its simplicity is deceptive. When used properly, it becomes the single most powerful tool for accountability in your association management arsenal.

Essential Components

An effective action item list should include:

1. Task Description – Specific, clear description of what needs to be done
2. Assignee – The person responsible for completion (not always the person doing the work)
3. Date Assigned – When the task was created
4. Due Date – Target completion date
5. Status – Current state of progress
6. Priority Level – Importance/urgency indicator
7. Notes – Space for progress updates or obstacles encountered

Creating Your System

The format isn’t as important as the consistency. Whether you use a spreadsheet, project management software, or a paper tracking system, what matters is that it’s:

• Accessible to all board members and management
• Updated regularly (at least weekly)
• Reviewed at the beginning of each board meeting
• Maintained historically (don’t delete completed items)

The 48-Hour Rule

The most critical period for your action item list is the 48 hours immediately following a board meeting. Within this window:

1. Draft the action list from meeting notes/minutes
2. Assign all tasks with clear owners
3. Distribute to all board members and management
4. Begin implementation of time-sensitive items

This immediate follow-up prevents the post-meeting amnesia that often occurs when everyone returns to their busy lives.

Accountability Without Blame

The beauty of a well-maintained action item list is that it creates accountability without becoming a tool for blame. When tasks are clearly assigned and visible to all, progress (or lack thereof) becomes objective rather than personal.

For board members reluctant to adopt this level of transparency, emphasize that the list helps distribute workload fairly and ensures no one person becomes overwhelmed with responsibilities.

Respecting Your Partners

One aspect of action item tracking that’s often overlooked is the impact on your service partners and vendors. When you approve a contract or project but delay communicating that approval for weeks, you’re potentially damaging important relationships.

Your action list should prioritize vendor communications—particularly when they’ve invested time in creating proposals or bids. As the list states clearly: “DO NOT ABUSE YOUR SERVICE PARTNERS/VENDORS BY PROCRASTINATING!”

Measuring Success

After implementing a rigorous action item system, communities typically see:

• 85% higher completion rate of board-approved tasks
• 30% reduction in repeated agenda items
• Significant improvement in vendor relationships
• Increased board member satisfaction as they see tangible results from their volunteer hours

Beyond Task Management

The most successful associations find that their action item list becomes more than just a task management tool—it evolves into a strategic roadmap. By reviewing completion patterns over time, boards gain insights into their operational strengths and weaknesses. This data helps inform better decision-making about resource allocation, committee structure, and management relationships.

In community management, greatness isn’t measured by decisions made but by decisions implemented. The humble action item list—when consistently maintained and respected—is your most powerful tool for bridging that critical gap between boardroom discussions and community improvements.

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