# Useful / From meeting notes to a checked action list

Team clinic · Edition 1 · Rehearsal resource · All organisations, people and notes below are fictional.

## Your task

Produce a short action list another person can understand without attending the meeting. Separate confirmed actions from ideas. Never invent a person, deadline or approval. Use AI only if an approved tool is available; the same exercise works in a document or on paper.

Useful columns: action, owner, deadline, status/dependency and source reference. Write **not assigned**, **not set** or **needs confirmation** when the notes do not supply a fact. Do not send messages, book rooms or connect accounts.

## A — Guided practice: Harbour Workshop

These are the complete source notes, recorded on 12 May 2026:

- A1. The team is considering a customer demonstration on 4 June. That date is provisional; no invitation has been sent.
- A2. Leila will ask the venue for a written quote by 15 May. Nobody has approved a booking or deposit.
- A3. Noah will prepare an invitation draft by 18 May. It is not to be sent yet.
- A4. The room holds 18 people. Twelve customers expressed interest; none has confirmed attendance.
- A5. Catering might be useful. No owner, budget or deadline has been agreed.
- A6. Priya will review the quote and decide whether to proceed after it arrives. No decision deadline is set.
- A7. A colleague said, “We should send the invitations on Friday.” This was an idea, not an agreed action; “Friday” was not given a calendar date.
- A8. Invitations can only be sent after Priya approves the event and the date is confirmed. An owner and deadline for sending are not assigned.

### Build your first brief

Task: _______________________________________________

Context and source notes: ______________________________

Output shape: ________________________________________

Boundaries and missing-information rule: ________________

### Keep your checked result

| Action or decision | Owner | Deadline | Status / dependency | Source |
| --- | --- | --- | --- | --- |
| | | | | |
| | | | | |
| | | | | |
| | | | | |
| | | | | |

### Review with a partner

- Point to a source for every named owner and deadline.
- Is the event date still provisional? Has anyone been turned into a confirmed attendee?
- Is the quote request clearly separate from approving or booking the venue?
- Are unassigned work and ideas visible without pretending they are commitments?
- What exact change would make this result safer to use?

Correction made and source checked: _____________________

## B — Independent transfer: Willow Repairs

Start a fresh document or conversation. Write your own brief from these new notes; do not copy the Harbour action list. You may use the checking questions, but ask the facilitator to record any help received.

Complete source notes, recorded on 7 July 2026:

- B1. The team is preparing a new repairs enquiry page. Launch is not approved.
- B2. Maya will draft the page text by 10 July.
- B3. At the start of the meeting, Omar was asked to review that draft by 13 July. Later in the same meeting the team moved his review deadline to 15 July. Use the later agreed deadline; keep a note of the change.
- B4. Jin will check a sample enquiry form after the page text has been reviewed. No deadline for the check is agreed.
- B5. A sample enquiry contains fictional details only. Passing the sample check is not proof that a live form delivers email.
- B6. The group suggested adding live online payments. No owner, provider or approval has been agreed; this is outside the current page task.
- B7. The manager still needs to decide who handles incoming enquiries before launch. Neither a named decision owner nor a deadline is recorded.
- B8. Someone said, “We could go live next week.” No launch date or launch owner was agreed. Launch needs the review, form check and enquiry-handling decision first.

Produce a checked action list using the same five columns. Add a short change note explaining the revised review deadline. Add up to three questions that would unblock the next step. Do not operate a real form or payment service.

| Action or decision | Owner | Deadline | Status / dependency | Source |
| --- | --- | --- | --- | --- |
| | | | | |
| | | | | |
| | | | | |
| | | | | |
| | | | | |

Change note: __________________________________________

Questions to resolve: __________________________________

How I checked it: ______________________________________

Help I used, if any: ____________________________________

## C — Keep a reusable workflow

Task and when to use it: ________________________________

Inputs and permission needed: ___________________________

Simplest suitable method: paper / document template / approved AI tool / other

My instructions or steps: _______________________________

Facts I must check against the source: ___________________

If notes conflict or something is missing: ________________

Who makes the final decision before acting: _______________

What I will not automate or send from this workflow: _______

Next independent attempt and review date: _________________

One real example still needs permission and review. An action list is a draft for checking, not permission to make bookings, contact people or commit money.