Who Does What By When

Do you ever leave a meeting feeling like you wasted your time? Maybe you had a great discussion, but at the end of the day, you don’t know what actually needs to be done. Avoid that by mastering the art of wrapping up your meetings. A great meeting isn’t only defined by what happens during it but also by what happens at the very end. If you want to have highly productive meetings, you have to know how to close them out. A great meeting has a great ending.

In this post, we’ll discuss the three questions you need to answer before concluding your meetings so that everyone walks away feeling energized and productive. If you end every meeting by answering these three questions, you will move forward faster.

Here is THE question that has three components:

Who does What by When?

Let’s break it down.

Who?

In too many meetings, we find ourselves in a frustrating game of volleyball. Like a well-placed serve, the ball comes flying into our court, and all eyes are on us, waiting for someone to take action. But here’s the problem: no one steps up because everyone assumes someone else will. The first question you should answer is, “Who?” Who is responsible for the action items that were discussed during the meeting? By the end of the meeting, you should have assigned tasks to specific people or teams. If your meeting doesn’t have clear action items or next steps for real people, it’s not a productive meeting. Assigning tasks to individuals will ensure everyone is accountable for completing the tasks. I know it sounds elementary, but call out the name of the person responsible for action items.

Does What?

The second question you need to answer is, “Does What?” Once you’ve determined who is responsible for a particular task, you should also determine what exactly needs to be done. Be specific and crystal clear so that there is no ambiguity. The person or team responsible for the task should know precisely what is expected of them and how to ensure a successful outcome. Clearly defining what needs to be done will help minimize misunderstandings and ensure everyone is on the same page. Be painstakingly specific about the details of the “what.”

By When?

The final question you need to answer is “By When?” Every task should have a deadline so everyone knows when it should be finished. This will keep everyone accountable and motivated to complete their assignments on time. The deadline should also be realistic and manageable so everyone has enough time to deliver a high-quality result. If you’re unsure about how long a particular task will take, you can always ask the person responsible for it for their input and negotiate the timeline. It doesn’t matter how small the task; be crystal clear about “when” the “what” is expected to be done. Deadlines anchor ideas and tasks so they don’t fall into the abyss. Trust this: if you don’t anchor down every action item with a deadline, it will float away from sight.

These three simple questions, Who Does What, and By When are powerful tools to help you wrap up your meetings with clarity and purpose. By assigning tasks to individuals or teams, clearly defining what needs to be done, and setting realistic deadlines, you’ll ensure everyone is accountable and on track to achieve the desired outcomes. With this framework, you can take your meetings to the next level and maximize productivity.