Who, What, When Chart
Many meetings end with a “next steps” or “action items” discussion. These discussions can be abstract, starting with a list of tasks that are then handed out to possibly unwilling participants, possibly distributed unequally and with no particular deadline attached. By focusing the discussion on a Who/What/When Chart, you can connect people with clear actions on tasks and a commitment on when they will complete the task.
Group Size: 2 - 10
Time frame: 30 - 60 mins
Materials: flipchart / whiteboard, pens, (if possible) a camera to capture and share with your group
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Ahead of your meeting, on a flipchart or whiteboard, create a Who, What, When Chart (like the image above).
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Although your habit may be to start with the “WHAT” (the tasks and items that need to be done), this approach starts with the “WHO” (the people who will be taking the actions). Put every participant’s name into the matrix in the WHO column.
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In turn, ask each person in your group what concrete next steps they can either commit to, feel they can complete or that they feel strongly about being done. Place these in the WHAT column against their name. Each person may have a number of next steps by their name. For each item, ask that person by “WHEN” they will make sure the step done.
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In completing the Who, What, When Chart, you are likely to all see clearly that there is a lot to do! The Chart also helps you be clear on WHO is going to do WHAT by WHEN—and who has volunteered little or no commitment. This is a good time to ask if there is any way for participants who have committed to little or nothing to step up their contribution. They may be able to assist others in completing their tasks—or their attendance may have been unnecessary.
Although people are more likely to commit to actions they declare in front of the group, ultimately, as a leader you are accountable for following up with group members after the meeting. You may ask participants to email you their commitments, and you may send the group the full list as an update.
Created by Amity. Inspired by Hyper Island
