How IT Project Managers can Stay Organized with the Action Item Document

As an IT Project Manager, you’re constantly juggling moving parts: shifting priorities, distributed teams, multiple stakeholders, and competing deadlines. One of the most common challenges project managers face is keeping track of everything that needs to get done.

I can’t count how many times I’ve seen a critical task slip through the cracks because no one wrote it down or followed up. That single missed action item could mean a delayed deliverable, an unhappy stakeholder, or even a failed project milestone.

The good news? There’s a simple, reliable solution that project managers can use to stay in control: the Action Item Document.

In this post, I’ll break down what an Action Item Document is, why it’s essential for IT project managers, how to create one, best practices for keeping it effective, and common mistakes to avoid. I’ll also share some of my personal experiences with action items—both successes and failures—so you can see why this document should be a standard tool in your project management toolkit.

See the Action Item Document in action in the video below...

What is an Action Item Document?

At its core, the Action Item Document is a centralized list of tasks that need to be completed outside of the main project plan. Think of it as the “to-do list” that holds your team accountable for follow-up actions.

Unlike a full project schedule or a JIRA backlog, the Action Item Document is much more tactical. It captures the smaller, often overlooked activities that keep a project moving forward. For example:

• Following up with Finance on budget approval

• Confirming vendor resource availability

• Scheduling a requirements walkthrough

• Collecting missing documentation

These tasks may not always appear in your Gantt chart or sprint backlog, but they’re the glue that holds your project execution together.

Keywords to note: project tracking, task management, project documentation, IT project management tools.

Why Do Project Managers Need an Action Item Document?

The Action Item Document may sound simple, but in my experience, it’s one of the most powerful organizational tools available to project managers. Here’s why:

1. Visibility – Everyone knows what’s outstanding, who owns it, and when it’s due. No surprises.

2. Accountability – Each action item has a named owner, not just “the team.” This avoids confusion.

3. Prioritization – You can sort tasks by urgency or risk, ensuring the most critical items get done first.

4. Prevention of Slippage – Items discussed in meetings don’t get forgotten. They’re tracked until closed.

In IT projects, where teams are often distributed across time zones and dependencies are complex, action items act like checkpoints that prevent issues from spiraling into delays. Without this discipline, it’s far too easy for someone to assume “I thought you were handling that.”

Key Components of an Action Item Document

So what exactly goes into an effective Action Item Document? While formats vary, a well-structured version usually includes:

• Action Item Number/ID – For quick reference.

• Task Description – Clear explanation of what needs to be done.

• Owner/Assignee – A specific person, not a group.

• Due Date – When it must be completed.

• Status – Open, In Progress, Closed, Deferred.

• Priority/Risk – Optional, but helpful for large projects.

• Notes/Comments – Space to capture details, updates, or blockers.

How to Create and Maintain an Action Item Document

Creating an Action Item Document doesn’t have to be complicated. Here’s a step-by-step approach:

1. Choose a Tool – Excel, Google Sheets, or even a project management platform like Smartsheet or SharePoint. Keep it simple and accessible.

2. Establish Ownership – Decide whether the PM or a designated coordinator will maintain the document.

3. Capture Items Immediately – During meetings, workshops, or hallway conversations, log every action item before it gets forgotten.

4. Review Frequently – At every project status meeting, review open items and update progress.

5. Close Items Promptly – Don’t let old items linger. If it’s done, mark it closed.

The key to success is consistency. A poorly maintained Action Item Document is almost worse than not having one at all—it creates false confidence.

Best Practices for Using the Action Item Document

Over the years, I’ve developed a few best practices that keep this tool effective:

• Review in Every Meeting – Dedicate a few minutes to go over open items so nothing falls off the radar.

• Assign Individuals, Not Groups – “IT Team” is vague. Assign it to “John Doe, QA Lead.”

• Keep it Concise – Avoid clutter. Stick to what matters: task, owner, due date, and status.

• Prioritize Action Items – Not everything is equally urgent. Sort by criticality if needed.

• Tie Back to Project Goals – Ensure that each item contributes to moving the project forward.

Common Mistakes to Avoid with the Action Item Document

While the Action Item Document is straightforward, I’ve seen PMs make mistakes that reduce its effectiveness:

• Letting it Get Stale – If it’s not updated regularly, people stop trusting it.

• Not Closing Out Items – Leaving “done” tasks open creates noise.

• Overcomplicating the Layout – Too many columns make it unusable.

• Treating it as Optional – This document should be a non-negotiable part of project governance.

Remember, this is a working document, not a bureaucratic exercise. Keep it useful, not ornamental.

Personal Insight: A Lesson Learned the Hard Way

Early in my career, I managed a project where multiple vendors were engaged in delivering different components of a system. During one of our weekly calls, a vendor mentioned that they needed a test environment to validate their code. We all nodded, said “yes, let’s follow up,” and moved on.

The problem? No one wrote it down. Two weeks later, when the vendor was ready to test, the environment wasn’t available. That single oversight delayed our project by three weeks, frustrated stakeholders, and put me in the hot seat.

After that experience, I swore never to rely on memory or casual notes again. Every task, no matter how small, went into the Action Item Document. Since then, I’ve used this approach on multimillion-dollar programs and global IT initiatives, and it’s never failed me.

Conclusion

The Action Item Document may not be flashy, but it’s one of the most effective tools IT Project Managers can use to stay organized, accountable, and on track.

By consistently tracking, reviewing, and closing action items, you’ll reduce project risk, improve communication, and ensure that nothing falls through the cracks.

If you’re not already using one, start today with a simple spreadsheet. Your future self—and your project stakeholders—will thank you.