Creating and Managing Action Items

Action items are one of the most powerful features of The Understanding Engine, turning productive conversations into concrete next steps. This guide shows you how to create, manage, and track action items throughout your conversations.

What Are Action Items?

Action items are specific, actionable tasks that emerge from your conversations. They help ensure that discussions lead to real-world changes and improvements. Each action item includes:

• Description - A clear, specific task to be completed
• Assignee - The person responsible for completing the task
• Due Date - When the task should be completed
• Status - Whether the task is pending, in progress, or completed

Creating Action Items

AI-Generated Action Items

The Understanding Engine's AI mediator automatically suggests action items based on your conversation:

1. As you discuss solutions and next steps, the AI identifies potential action items
2. When you complete a sub-issue, click the "Generate Action Items" button
3. Review the suggested items and modify them as needed
4. Assign each item to a participant (User A or User B)
5. Set due dates for each item
6. Click "Save Action Items" to confirm

Manual Action Item Creation

You can also create action items manually:

1. Within any sub-issue, click the "Add Action Item" button
2. Enter a clear, specific description of the task
3. Select the assignee from the dropdown
4. Choose a realistic due date
5. Click "Add" to create the item

Managing Action Items

From the Dashboard

Your dashboard provides a centralized view of all action items across your conversations:

• View All Items - See action items from all active sessions
• Filter by Status - Show only pending, in progress, or completed items
• Sort by Due Date - Prioritize upcoming deadlines
• Quick Actions - Mark items complete directly from the dashboard

Within a Conversation

While in a conversation, you can manage action items for that specific session:

• Edit Items - Click the pencil icon to modify description, assignee, or due date
• Update Status - Mark items as in progress or completed
• Add Notes - Include progress updates or additional context
• Delete Items - Remove items that are no longer relevant

The Agreement Process

For collaborative sessions, both participants must agree to action items:

1. After creating action items, both users see an "Agree to Action Items" button
2. Each user reviews and clicks to indicate agreement
3. Once both users agree, the items become active commitments
4. The AI then generates a summary of the agreed-upon items

Tracking Progress

Status Updates

Keep action items current by updating their status:

• Pending - Not yet started (default status)
• In Progress - Work has begun on the item
• Completed - Task has been finished
• Cancelled - Item is no longer relevant or needed

Due Date Management

Stay on track with due date features:

• Visual Indicators - Color-coded badges show upcoming (yellow) and overdue (red) items
• Email Reminders - Optional notifications before due dates (Premium feature)
• Calendar Sync - Export to your calendar app (Basic and Premium tiers)
• Flexible Editing - Adjust due dates as needed with mutual agreement

Best Practices for Action Items

Creating Effective Action Items

• Be Specific - "Call therapist by Friday" instead of "Look into therapy"
• Make Them Measurable - Include clear success criteria
• Assign Ownership - Every item needs a responsible person
• Set Realistic Deadlines - Consider schedules and complexity
• Start Small - Break large tasks into smaller, manageable steps

Following Through

• Regular Reviews - Check your dashboard weekly to track progress
• Update Status - Mark items complete as you finish them
• Communicate Changes - If you can't meet a deadline, discuss it with your partner
• Celebrate Completion - Acknowledge when items are finished

Premium Features

Basic and Premium subscribers get enhanced action item features:

• Calendar Integration - Sync action items with Google Calendar, Apple Calendar, or Outlook
• Email Reminders - Automated reminders before due dates
• Analytics - Track completion rates and patterns over time
• Export Options - Download action items as CSV or PDF

Troubleshooting Action Items

Can't Create Action Items

• Ensure you've completed at least one message exchange in the sub-issue
• Check that JavaScript is enabled in your browser
• Try refreshing the page if the button is unresponsive

Action Items Not Saving

• Verify all required fields are filled (description, assignee, due date)
• Check your internet connection
• Try logging out and back in if the issue persists

Can't Edit Action Items

• You can only edit items assigned to you
• In collaborative sessions, both users must agree to changes
• Completed items may be locked from editing

Next Steps

Now that you understand action items, explore these related features:

• Creating Actionable Outcomes - Advanced strategies for effective action items
• Reviewing Conversation History - Track action item progress over time
• Notification Preferences - Set up reminders for your action items

Action items transform conversations into concrete changes. Use them consistently to ensure your discussions lead to meaningful progress!