The document discusses a tool called the "to-do form" which is used for systematically recording action plans and tasks from meetings. The to-do form focuses on future actions and responsibilities rather than just describing past discussions. It is completed during meetings so tasks can be assigned and documented for all participants. After meetings, participants use their copy of the to-do form to track task completion until all items are closed. This process increases transparency, accountability, and the likelihood that meeting outcomes are implemented. The tool can also be adapted for other planning purposes beyond meeting minutes.

1. Tool A1To-do form
The to-do form is a very simple tool serving a variety of purposes.
Originally a systematic form of recording the to-do decisions of a
meeting, it may also be used for planning meetings, projects or
other activities. Tool A2, the <contract with myself>, is just a simple
example of how minor modifications of the basic form may lend it-
self to adaptations for multiple purposes.
To do (minutes) Project Participants:
Date:
WHAT (issue, measure, aim) HOW (organisation, implementation, steps) WHO till WHEN Done
To-do minutes
The most current form of using this simple device is for record keep-
ing. In many contexts, writing minutes of meetings is an unpleasant
task for those who have not looked out of the window quickly
enough when it comes to who will take over the job. In processes of
organisation development where the tool comes from, the to-do
form is the normal way of keeping record of decisions taken.
There are two main differences between traditional minutes and to-
do minutes:
• Usual minutes describe the process of a past meeting while to-do
minutes focus on future action based on decisions taken in the
meeting.
• Traditional minutes are written after the meeting while to-do
minutes are written during the meeting. Usually, to-do minutes
can be handed out to all participants at the end of the meeting.
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2. 2/2
Said in other words, the traditional minutes are for the memory
while to-do minutes are current working documents.
The record keeper of to-do minutes, by laptop or by hand, notes the
issue dealt with (the what), what was said about the how of its im-
plementation, who is responsible of doing or supervising it, (till)
when it is to be done. If not all sections are filled, the record keeper
will remind the chairperson and the participants of this missing in-
formation. And after having recorded all aspects, he or she will re-
peat what has been noted. If everybody nods OK the decision is
taken as an agreement. At the end of the meeting, all participants
receive a print version or photocopy of the to-do minutes. This copy
will stay on the desk till the task is carried out and ticked as done
(last column) by the responsible person.
The next meeting will start with checking whether the tasks taken
over in the previous one have been tackled or done. For tasks which
remained undone the responsible person has to give an explanation.
Necessary modifications are recorded. Tasks remained open are part
of this checking till they are done.
This way of recording and working not only serves to reduce record
keeping to the necessary minimum, usually it leads to more consis-
tent meetings focused on clear and specific action and, what is just
as important, raises notably transparency and the probability of sub-
sequent action according to the decision. The reliability of the co-
operation is improved, and it is an important improvement of the
working conditions and organisational culture if people say what
they do and do what they say. For this reason, in some organisations
the who column is made the first one.
Reliability - quality
of co-operation:
Say what you do.
Do what you say.
Other uses
Other uses of the tool follow the same logic of systematic recording
of action planning, be it an event, a project, simply the next meet-
ing or any other activity.
The tool can be downloaded from the project’s Moodle platform
accessible via www.smeactor.eu.
Download from
Moodle platform via
www.smeactor.eu