- [templates](/content/templates "templates"/index.html) |
- [Project planning](/content/templates/use-case/project-planning "Project planning"/index.html) |
- [Action items template](/content/templates/action-items# "Action items template"/index.html)
Action Items Template
Use a repeatable format to assign every task an owner, deadline, and status, so your team stays aligned, follows through, and keeps work moving.
Sign up to create your own template.
INTEGRATED FEATURES
project-view iconProject views workload iconWorkload field-add iconCustom fields
Recommended apps
\ \ Google Workspace](/content/google-workspace/index.html) \ \ OneDrive](/content/apps/microsoft-one-drive/index.html) \ \ Loom](/content/apps/loom/index.html) \ \ Dropbox](/content/apps/dropbox/index.html)
Summary
An action items template is a tool you can use again and again to organize tasks by assigning owners, descriptions, and deadlines. It helps your team stay on track and keep projects moving. In this guide, you’ll learn what an action items template is, how it’s different from a to-do list, how to write and track action items, and some best practices for making sure tasks get done.
If tasks aren’t clearly defined, it’s easy to waste time moving from one unclear item to the next. An action items template provides a simple structure to clarify who is responsible, what needs to be done, and when it’s due. This helps your team stay focused and make steady progress. In this guide, you’ll find out what an action items template is, why it’s useful, how to write and track effective action items, and tips for making sure tasks get done.
What is an action items template?
An action items template is a reusable list of clearly defined tasks, each with an assigned owner, a description, and a deadline, that you can duplicate for recurring work. Action items differ from general tasks because they always include the who, what, and when needed to move a workflow forward. By saving these items in a template, your team skips the setup and starts executing right away.
For example, if your team runs the company blog, you can make an action items template for quarterly launches. This helps you track which posts need to be written, who is writing them, and when they should be published or finished.
Create an action items template
Action items list vs. to-do list
You might use a list to track both action items and to-dos, but there are some important differences between them.
Read: The only to-do list template you need for work and life
Action items list
Each item includes a description, owner, and deadline
All items connect to a larger project plan
Work progresses through defined stages, such as to-do, in progress, and done
Each item has a single assigned owner
Items tie directly to broader goals or initiatives
To-do list
Items can be vague or loosely defined
Tasks may not relate to each other
Lists tend to stay flat and unstructured
Ownership is often unclear or missing
Tasks may not connect to a larger goal
Why you need an action items template
Without a clear structure, tasks can be missed, it’s unclear who owns what, and follow-through can be spotty. An action items template helps by giving your team a simple, repeatable way to organize every task.
Here's why an action items template matters for your team:
Clarity and accountability: When every action item has a defined owner, description, and deadline, there's no ambiguity about who's responsible for what. Your team spends less time asking questions and more time completing work.
Time savings: Rather than creating a new task list each time, you can copy your template and get started immediately. This is especially helpful for projects that happen regularly, like monthly reports, quarterly planning, or product launches.
Consistency across teams: Using a shared template means everyone records action items the same way. This makes it easier to track progress, compare how teams work, and spot any slowdowns in your organization.
Better follow-through: When action items are clear and visible to everyone, tasks are less likely to be forgotten or pushed aside. A template gives your team the structure needed to turn plans into action.
When to use an action item list template
You can use an action item list template for any area where you need to complete a series of tasks. These templates are customizable; set them up visually with Kanban boards and Gantt charts, or create more traditional digital task lists. In Asana, you can switch between views within a single project and add dependencies to coordinate work across a large team.
Since these templates are so flexible, you can use them in many situations. Here are some examples:
Repeating projects: If you do the same set of tasks for projects that happen again and again, a template makes things easier. For example, you can set up a template for quarterly product updates that always includes the same steps.
Collaborating with others: If several team members need to manage and access their own action items lists, a template is helpful. Using project management software is best, since everyone can work from one central place.
Sending progress reports: When stakeholders need real-time updates, they can review your team's action item list template to see how you're working on the current project. If they have follow-up questions, they know exactly who to contact based on who's assigned to each item.
How to write effective action items
A well-written action item removes guesswork and gives your team exactly what they need to get started. Vague tasks like "follow up on the project" don't tell anyone what to do, who should do it, or when it's due. Strong action items are specific, assigned, and time-bound.
Each action item you write should include these components:
Start with an action verb: Begin each item with a clear verb like "draft," "review," "send," or "schedule." This makes the task easy to act on right away.
Be specific about the task: For example, instead of "update the website," write "update the homepage banner with the new campaign image." The clearer your description, the less time your team will spend asking questions.
Assign a single owner: Each action item should have one person in charge of finishing it. If more than one person is responsible, it can lead to confusion, so pick one team member to own the task and let them work with others if needed.
Set a realistic deadline : Attach a due date that gives the owner enough time to complete the task without dragging it out indefinitely. Deadlines keep work moving and help your team prioritize.
Include relevant context: Add links, reference documents, or short notes to help the person assigned complete the task without having to look for extra information. The aim is to make each action item complete on its own.
Vague: "Prepare the quarterly report."
Actionable: "Maria will compile Q2 sales data into the quarterly report template and share the draft with the leadership team by June 15."
How to create an action items list template
An effective action-item list template is progressive, starting with a "backlog" or "to-do" section, then moving to an "in progress" section, and so on through the project lifecycle, progressing from one stage to the next until the task is complete.
Read: Track tasks, owners, and deadlines with our action log template
Like other project management templates, you get the most benefit from a flexible platform for your action item tracker, where you can add details and make updates in real time. Consider using a visual format, such as a Kanban board, to make tracking action items even easier.
Here are some components to add when you create each action item:
The what: A detailed description of your task.
The who: Each action item should have an assignee so everyone knows who is responsible for each task.
The when: Attach standardized deadlines to recurring tasks. For example, you can keep a check-in task to remind you to review the project status for the last day of every month.
The urgency: Denote the priority level of specific tasks, so team members know what to work on first.
Meeting action items: capture and track follow-ups
A meeting action items template helps your team turn discussions into trackable tasks before anyone leaves the room. Without a system for capturing follow-ups in real time, commitments are forgotten and momentum stalls. With a consistent template, every decision gets an owner, a deadline, and a place to live.
Here's how to make the most of action items from your meetings:
Capture action items in real time: Don't wait until the meeting is over. Assign a note-taker or use your project management tool to log action items as they come up. Recording tasks immediately, with clear ownership and deadlines, reduces misunderstandings and keeps everyone aligned.
Use a consistent format: Apply the same action item template to every meeting so your team knows exactly where to find their tasks. Include the meeting date, the action item description, the owner, the due date, and the current status.
Share the list right after the meeting: Distribute the finalized action items to all attendees and relevant stakeholders on the same day. This reinforces accountability and gives everyone a clear reference point.
Link action items to larger projects: When possible, connect meeting follow-ups to broader initiatives in your project management tool. This helps your team see how individual tasks contribute to bigger goals and keeps related work organized in one place.
Best practices for action item follow-through
Creating a great action items template is only half the work. These best practices will help your team follow through and move every task from "assigned" to "done":
Review action items regularly: Schedule a weekly or biweekly check-in to review open action items with your team. Regular reviews help you spot blocked tasks early, adjust priorities, and keep projects moving forward.
Keep your template in a single source of truth: Store your action items in one central location that everyone on the team can access. A shared project management tool prevents tasks from getting lost across emails, chat messages, and spreadsheets.
Update status in real time: Encourage your team to mark tasks as "in progress" or "complete" as they work through them. Real-time status updates give stakeholders visibility without requiring additional check-ins or status meetings.
Reassign or reschedule when needed: If a team member is overloaded or a deadline no longer makes sense, adjust the action item rather than letting it stall. Flexibility keeps your workflow moving without sacrificing accountability.
Celebrate completed work: Acknowledging progress, even on small tasks, motivates your team to keep momentum going.
Integrated features
List View. List View is a grid-style view that lets you see all your project's information at a glance. Like a to-do list or a spreadsheet, List View displays all your tasks at once so you can not only see task titles and due dates, but also view any relevant custom fields, such as Priority, Status, and more. Unlock effortless collaboration by giving your entire team visibility into who's doing what by when.
Board View. Board View is a Kanban board-style view that displays your project's information in columns. Columns are typically organized by work status (like To Do, Doing, and Done), but you can adjust column titles depending on your project needs. Within each column, tasks are displayed as cards, with a variety of associated information, including task title, due date, and custom fields. Track work as it moves through stages and get an at-a-glance insight into where your project stands.
Workload. Workload gives you a visual snapshot of team capacity by showing what your team members are working on across projects, all in one place. With this at-a-glance information, you can pinpoint conflicts, address risks, and keep projects on track by reassigning or rescheduling tasks. Check Workload regularly to make sure team members aren't overwhelmed or underworked. If they are, you can easily reassign or reschedule low-priority tasks to unblock high-priority initiatives.
Custom fields. Custom fields are the best way to tag, sort, and filter work. Create custom fields for any information you need to track, from priority and status to email addresses and phone numbers. Use custom fields to sort and schedule your to-dos so you know what to work on first. Plus, share custom fields across tasks and projects to ensure consistency across your organization.
Recommended apps
Google Workplace. Attach files directly to tasks in Asana using the Google Workspace file picker, built into the Asana task pane. Easily attach any My Drive file with just a few clicks.
OneDrive. Attach files directly to tasks in Asana using the Microsoft OneDrive file chooser, built into the Asana task pane. Easily attach files from Word, Excel, PowerPoint, and more.
Loom. Loom videos help you add personality, context, and clarity to your Project Overview. You can easily embed Loom videos to explain your project, set expectations, and highlight key milestones. The best part is that your team can watch the videos without leaving Asana.
Dropbox. Attach files directly to tasks in Asana using the Dropbox file chooser, built into the Asana task pane.
Track your action items with Asana
An action items template brings structure, clarity, and accountability to your team's work. When every task has a clear owner, description, and deadline, your team spends less time figuring out what to do next and more time getting it done.
With Asana, you can create a reusable action items template, switch between list and board views, assign tasks with deadlines, and track progress in real time. Whether you're managing meeting follow-ups, recurring projects, or cross-team initiatives, Asana gives your team a single place to organize and complete every action item. Get started and turn your team's plans into action.
Create an action items template
Frequently asked questions about action items templates
What is an action item?
An action item is a task that needs to be completed with a defined description, deadline, and an assigned team member. Action items usually make up a list of many items that are related to one initiative, project, or workflow.
Who needs an action items template?
Project managers, team leads, and anyone responsible for recurring workflows benefit most from an action items template. It ensures that repeatable work follows the same structure every time, so nothing is missed.
Why is it important to include a due date in an action item?
A due date keeps the task on track and helps your team prioritize work, so nothing sits idle or gets forgotten. Without a deadline, even well-defined action items risk being deprioritized indefinitely.
How many action items should I have?
There's no fixed number; your template can include as few as five items for simple workflows or dozens for complex, multi-step initiatives.
How do I write an effective action item?
Start with a clear action verb, describe the specific task that needs to be done, assign one person as the owner, and attach a realistic deadline. Include any relevant context or links so the assignee can get started without searching for additional information.
What's the best way to track action items?
The best way to track action items is to use a project management tool where your entire team can view, update, and manage tasks in one place. Look for features like assignees, due dates, status updates, and multiple views so you can monitor progress at a glance.
What's the difference between a to-do list and an action items list?
A to-do list is a general collection of tasks that can be vague or unrelated, while an action items list is a structured set of specific tasks tied to a workflow, each with an assigned owner and a deadline. Action items are designed to move a project forward, not just track what needs to get done.
Related templates
\ \ Sales plan \ \ A sales plan template can help provide your team with the organized framework they need to establish their sales goals. Learn how you can do that with Asana.\ \ Create your template](/content/templates/sales-plan/index.html)
[![[Templates] Event Marketing Plan (Card image)](https://assets.asana.biz/transform/6c7b9329-b612-4732-910a-7917fa079f0b/TG23-web-thumbnail-014-project-chart-static-2x?io=transform:fill,width:2560&format=webp)
\ \ Project initiation document \ \ A project initiation document template is a helpful way to standardize the information you share with your team before a project begins.\ \ Create your template](/content/templates/project-initiation-document/index.html)
\ \ Project timeline template \ \ Learn how to keep a project on track—and ensure success—by creating a project timeline template.\ \ Create your template](/content/templates/project-timeline/index.html)
[\
\
Communication plan \
\
Keep everyone on the same page and clearly communicate important information to stakeholders by creating a communication plan template in Asana. \
\
Create your template](/content/templates/communication-plan/index.html)
\ \ Weekly to-do list template \ \ Clarity doesn’t have to be complicated. With a weekly to-do list template, you can create a new task list in seconds every Monday.\ \ Create your template](/content/templates/weekly-to-do-list/index.html)
\ \ Project documentation \ \ Looking for documents is a giant time waster for most people—which is where a project documentation process comes in. Learn how to create a project documentation template so that you always know where documents live—for every project, company-wide.\ \ Create your template](/content/templates/project-documentation/index.html)
\ \ Prioritization matrix \ \ Take the guesswork out of task prioritization by creating a prioritization matrix template. Prioritize your work by business impact and needed effort.\ \ Create your template](/content/templates/prioritization-matrix/index.html)
\ \ Eisenhower Matrix \ \ Overwhelmed by your to-do list? Learn how to create an Eisenhower Matrix template in Asana so you can prioritize and sort your tasks based on their urgency and importance.\ \ Create your template](/content/templates/eisenhower-matrix/index.html)
\ \ Project estimation \ \ Create a project estimation template to accurately scope project resources and align on project expectations.\ \ Create your template](/content/templates/project-estimation/index.html)
\ \ Critical path method \ \ Project delays holding you back? Create a critical path method template to visualize everything that needs to be done in order to reach your end goal.\ \ Create your template](/content/templates/critical-path-method/index.html)
\ \ Daily checklist \ \ Build better routines with a daily checklist template designed to help you manage tasks, deadlines, and recurring work.\ \ Create your template](/content/templates/daily-checklist/index.html)
\ \ To-do list \ \ Organize your tasks in one place with a free to-do list template. Track what’s done, what’s next, and what matters most.\ \ Create your template](/content/templates/to-do-list/index.html)
\ \ Risk register \ \ Create a risk register template to proactively identify and solve potential roadblocks before they become a bigger problem.\ \ Create your template](/content/templates/risk-register/index.html)
\ \ Project schedule \ \ Complex work, simplified. Organize project tasks, deliverables, and milestones into one cohesive schedule. Learn how to create a customized project schedule template in Asana. \ \ Create your template](/content/templates/project-schedule/index.html)
\ \ RAID log \ \ Learn how creating a RAID log template in Asana can help you proactively identify and mitigate project risks.\ \ Create your template](/content/templates/raid-log/index.html)
\ \ Scope management plan \ \ A project’s scope is just as important as its budget or timeline. Prioritize this crucial part of project management by creating a project scope management plan template.\ \ Create your template](/content/templates/scope-management-plan/index.html)
\ \ Risk management plan \ \ Starting a project without considering risks is, well, a big risk to take. Prevent major issues from occurring in your project with a risk management plan template. \ \ Create your template](/content/templates/risk-management-plan/index.html)
\ \ Daily planner \ \ Keeping your day organized is more than just writing down a list of daily to-dos. Learn how to create a daily planner template in Asana.\ \ Create your template](/content/templates/daily-planner/index.html)
\ \ Schedule \ \ Organize your work with Asana’s free schedule templates. Customize for daily, weekly, or monthly planning, and never lose track of tasks again.\ \ Create your template](/content/templates/schedule/index.html)
\ \ Public relations plan \ \ Create focused, targeted, and organized PR campaigns—no matter who’s planning them—with a public relations plan template.\ \ Create your template](/content/templates/public-relations-pr-plan/index.html)
\ \ Budget template \ \ Plan budgets, track expenses, and avoid surprises. Asana’s free budget templates make it easy to manage costs for teams, projects, or households.\ \ Create your template](/content/templates/budget/index.html)
\ \ Progress report template \ \ Try this free progress report template to track milestones, communicate project status, and coordinate goals during each reporting period.\ \ Create your template](/content/templates/progress-report/index.html)
\ \ Needs assessment template \ \ Use this customizable needs assessment template to gather data, guide decisions, and develop action plans based on real needs.\ \ Create your template](/content/templates/needs-assessment/index.html)
\ \ Action log template \ \ Use Asana’s free action log template to capture decisions, assign tasks, and track deadlines. Organize action items and drive projects to completion.\ \ Create your template](/content/templates/action-log/index.html)
\ \ RACI matrix \ \ Team decision-making can be hard—a RACI matrix template makes it easier. Define each project task role to instantly boost clarity for all your stakeholders.\ \ Create your template](/content/templates/raci-matrix/index.html)
\ \ Work breakdown structure \ \ Get started fast with a ready-to-use work breakdown structure template that helps you stay on track and avoid scope creep.\ \ Create your template](/content/templates/work-breakdown-structure/index.html)
[\
\
Waterfall project management \
\
Standardize your project process with a waterfall project management template. Break your project into sequential phases that map to your end goal.\
\
Create your template](/content/templates/waterfall-project-management/index.html)
[\
\
Status report \
\
Keep track of project status and provide key stakeholders with at-a-glance progress updates with a project status report template.\
\
Create your template](/content/templates/status-report/index.html)
\ \ Lessons learned \ \ Learn from every project with a free lessons learned template that’s easy to use, share, and customize. Don't just collect insights. Act on them.\ \ Create your template](/content/templates/lessons-learned/index.html)
\ \ Lesson plan \ \ Use this lesson plan templates to plan faster and keep your goals, tasks, and materials in one place. So you're always ready to teach.\ \ Create your template](/content/templates/lesson-plan/index.html)
\ \ Project charter \ \ Want to nail your next project pitch? Create a project charter template and outline everything you need to get your next initiative approved.\ \ Create your template](/content/templates/project-charter/index.html)
\ \ Event calendar template \ \ Plan and manage events of any size with an event calendar template that keeps dates, tasks, and deadlines in one place.\ \ Create your template](/content/templates/event-calendar/index.html)
\ \ Keyword research template \ \ Use a keyword research template to manage SEO data, optimize content strategy, and identify target keywords that deliver results.\ \ Create your template](/content/templates/keyword-research/index.html)
\ \ Comparison chart template \ \ Simplify your next big decision. Use this comparison chart template to organize data, compare features, and make data-driven decisions faster.\ \ Create your template](/content/templates/comparison-chart/index.html)
\ \ Brand strategy template \ \ Use a brand strategy template to define your mission, align your team, and create consistent, on-brand marketing campaigns.\ \ Create your template](/content/templates/brand-strategy/index.html)
\ \ Team charter template \ \ Use this free team charter template to define your team's mission, values, roles, and decision-making process. Coordinate shared goals before work begins.\ \ Create your template](/content/templates/team-charter/index.html)
\ \ Work log \ \ See where you're losing time and kickstart your productivity by creating a work log template in Asana.\ \ Create your template](/content/templates/work-log/index.html)
\ \ Assignment tracker template \ \ Use this assignment tracker template to log tasks, set due dates, and keep assignments organized for students, educators, and teams.\ \ Create your template](/content/templates/assignment-tracker/index.html)
\ \ Rank tracker template \ \ Use a rank tracker template to monitor keyword rankings, integrate data, automate reporting, and share SEO performance with stakeholders and clients.\ \ Create your template](/content/templates/rank-tracker/index.html)
\ \ Content strategy \ \ Build your next campaign with a content strategy template to map ideas, assign tasks and deadlines, and track performance all in one place.\ \ Create your template](/content/templates/content-strategy/index.html)
\ \ Travel planner template \ \ Keep itineraries, budgets, and documents in sync with a travel planner template that makes trip planning faster and more reliable.\ \ Create your template](/content/templates/travel-planner/index.html)
\ \ Research plan \ \ Plan, organize, and track your entire project with this research plan template built in Asana for better collaboration.\ \ Create your template](/content/templates/research-plan/index.html)
\ \ 5 Whys template \ \ Find the real issue with this 5 Whys template. It's free, easy to use, and built for fast, structured root cause analysis.\ \ Create your template](/content/templates/5-whys/index.html)
[\
\
IT project plan \
\
Organize your IT work in one place. Manage deployments, order equipment, and connect teams—without compromising security. \
\
Create your template](/content/templates/it-project-plan/index.html)
[\
\
Design project plan \
\
What’s the secret to more productive design and creative projects? A smooth creative process.\
\
Create your template](/content/templates/design-project-plan/index.html)
\ \ Change management plan template \ \ Is your organization starting to make some big changes? Create a change management plan template to make the process easier. \ \ Create your template](/content/templates/change-management-plan/index.html)
[\
\
HR project plan \
\
No matter the project, human resources teams can use our template to set priorities, track progress, and streamline recurring work.\
\
Create your template](/content/templates/hr-project-plan/index.html)
[\
\
Marketing project plan \
\
Our template guides you through project management best practices for marketing teams so you can get from strategy to tactics to results.\
\
Create your template](/content/templates/marketing-project-plan/index.html)
\ \ Short-term goals \ \ Learn how reusable short-term goals templates can take your goals from vision to reality. \ \ Create your template](/content/templates/short-term-goals/index.html)
[\
\
RFP process \
\
Use our template to prepare an RFP, then organize and evaluate the responses—all in the same place—so you can pick the best vendor for the job.\
\
Create your template](/content/templates/rfp-process/index.html)
\ \ Project premortem \ \ A premortem is a brainstorming tactic your team uses to anticipate different ways a project can fail. Learn how to use a premortem template to minimize project risk.\ \ Create your template](/content/templates/premortem/index.html)
\ \ Bill of materials \ \ Learn how a bill of materials template helps keep you organized by housing all the information needed for the successful completion of your project.\ \ Create your template](/content/templates/bill-of-materials-bom/index.html)
\ \ Business process management \ \ Learn how a business process management template can help improve your business processes.\ \ Create your template](/content/templates/business-process-management/index.html)
\ \ Milestone chart template \ \ Milestone charts highlight significant moments in your workflow. Learn why this matters and how to create one for yourself.\ \ Create your template](/content/templates/milestone-chart/index.html)
\ \ Implementation plan \ \ Create an implementation plan template to break down your business goals into manageable, achievable steps.\ \ Create your template](/content/templates/implementation-plan/index.html)
[\
\
Operations project plan \
\
Operations teams strive to optimize and gain efficiency across the business, and can do the same for their own projects with our template.\
\
Create your template](/content/templates/operations-project-plan/index.html)
\ \ Web production process \ \ Let our template help you coordinate a web production schedule—even if producers and web developers work out of different tools.\ \ Create your template](/content/templates/web-production-process/index.html)
Scroll carousel backScroll carousel forward
Take action on your to-do list
Take action on your tasks and never miss another deadline.
a5324015129067520.cdn.optimizely.com
a5324015129067520.cdn.optimizely.com is blocked
This page has been blocked by an extension
- Try disabling your extensions.
ERR_BLOCKED_BY_CLIENT
Reload
This page has been blocked by an extension