Meeting Action Item Tracker

About this template

When to use it

The list a meeting leaves behind: one line per action, with an owner, a due date, a status and a progress bar. Three sheets — Tracker, Summary, Operating rules — and only the Tracker takes typing.

What the Tracker holds

Row 5 carries the header line — Date · As of 2026-03-16, Managed by · PMO, Document · TRK-2026-03. Under it, “① Status summary — tallied automatically from the tracker below” is a cross-tab in rows 8–12: the six status codes across C8:H8, a Count row of COUNTIF, a Share row, an Average row of AVERAGEIF against progress, and an Overall line in C12 that concatenates them into one sentence. The action table, ② Action tracker, runs from row 16 to row 41: rows 16–37 hold 22 sample actions, rows 38–41 are blank but already inside every formula range, and row 42 is the footer.

Filling order

1. Columns are ID, Item, Owner, Priority, Status, Due date, Progress in B–H, with the five-cell progress bar in I–M.
2. Type the status exactly as one of Plan, In progress, In review, Done, Overdue, On hold. Every count on both other sheets matches these by text.
3. Priority is High, Medium or Low; section 3 of Operating rules sets out the test for each.
4. Progress is a number from 0 to 100. The bar to its right fills in steps of 20%.
5. Rows 38–41 are the spare lines. Fill those first; past row 41, copy a filled row, then widen the ranges.
6. Once a due date passes, set the status to Overdue and agree a new date — that is what makes G9 and the Overdue columns on Summary mean anything.

How the formulas calculate

• The count row is =COUNTIF($F$16:$F$41,”Plan”) and its five siblings; the average row is =IFERROR(AVERAGEIF($F$16:$F$41,”Plan”,$H$16:$H$41),0).
• C12 builds the one-line summary: =”Done “&COUNTIF($F$16:$F$41,”Done”)&”/”&COUNTA($C$16:$C$41)&” items · overdue “&COUNTIF($F$16:$F$41,”Overdue”)&” · Avg “&ROUND(AVERAGE($H$16:$H$41),0)&”%”.
• The footer in H42 is =ROUND(AVERAGE($H$16:$H$41),0) — 47 here, because AVERAGE skips the four empty rows.
• On Summary, “1. Assignments by owner” and “2. Breakdown by priority” each run COUNTIF, three COUNTIFS against Done, Overdue and In progress, and an AVERAGEIF, over ‘Tracker’!$D$16:$D$41 and ‘Tracker’!$E$16:$E$41.
• “3. Closings due by month” takes its year from the data — =TEXT(DATE(YEAR(MIN(‘Tracker’!$G$16:$G$41)),2,1),”yyyy-mm”), then COUNTIFS between month boundaries — so moving the plan into another year needs no edit.

Examples

• Row 19 — T-04 · Fix WBS level 3 · Lee Su-min · Medium · In review · 2026-02-27 · 90.
• Row 23 — T-08 · First-pass screen design · Choi Do-hyun · High · Overdue · 2026-03-06 · 40, printed in reverse so it catches the eye.
• The 22 shipped actions come out as Plan 5, In progress 6, In review 3, Done 4, Overdue 2, On hold 2, with average progress 47%.
• The load is even by owner — 5, 4, 4, 5, 4 — runs High 9, Medium 10, Low 3 by priority, and clusters in March, with 8 of the 22 due there.

Common mistakes

• Writing a status outside the six, which drops the row out of every count while leaving it visible in the table.
• Entering progress as 0.9 instead of 90 — the cells are whole numbers with a percent sign, not true percentages.
• Adding rows below 41 without widening the $41 references on both sheets.
• Leaving a passed due date at its old status, so the Overdue column stays empty and the meeting has nothing to chase.