The A HOPE Method: Turn meeting notes into trackable action items efficiently!

At Readylogic, we always try to develop methods that can revolutionize the routine processes of a business. 

With a client base spread over more than three continents, virtual meetings were one of the most integral components of our existence.

Like any other, we also found it hard to balance the meetings and execution work.

That is when we decided to play smart instead of working hard and started working on a solution to make this everyday routine efficient.

After some research, exploring some AI tools, and using process optimization approaches, we came up with a solution. 

We named it “The A HOPE Method“.

We are using this for a significant time now and it played a vital role in helping us sustain our 100% customer satisfaction rate.

The name “A HOPE” was derived from the initials of all five steps of this method.

A HOPE stands for:

1.  Automate the note-taking
2.  Highlight what matters
3.  Organize the action items in a PM tool
4.  Pin on the due dates & assignees
5.  Eliminate all the bottlenecks

It’s a no-brainer that automation is always the most efficient way of getting things done.
As process optimization experts, we found that using AI tools for note-taking is productive.

Automated note-taking liberates you from juggling between discussion and note-taking.

Using an AI tool, you can focus all your efforts on covering the agenda, negotiating the best deals, and presenting your business in the best way possible.

Out of various options, you can choose the AI note-takers that suit your business needs.

With AI note-takers like Fathom, Avoma, and Notive, you can transform the note-taking process in meetings.

These intelligent tools create accurate transcripts of your entire discussion, saving you valuable time and effort.

With automated note-taking, you’ll have a comprehensive record of the meeting at your fingertips.

Studies show that reading time is faster than listening speed. We can read text up to 200% faster than listening to a person.

That’s why reading and skimming through meeting notes takes way less time than replaying the recording of a meeting.

Still reading the whole text, every time you need something is an inefficient approach.

Here comes the second step of the A HOPE method, “Highlight what matters”.

The main advantage of highlighting is the time it will save later on.

Skim through the transcript (generated using the AI tool), and highlight all the action items, to-dos, any special instructions, or anything you may need in the future.

Such a document will serve as a source of truth. You can visit it whenever you feel lost.

Most AI note-takers allow you to add time stamps during the meeting with a couple of clicks.

It will also make it easy for you to create the tasks for all the action items in the next step of the A HOPE method.

Out of sight, out of Mind!

Having meeting notes and highlighting the action items isn’t enough – It’s just the beginning.

Organizing all the action items is vital. That why we will suggest you create a task for every to-do.

Take the highlighted action items and transform them into manageable tasks.

Utilize your preferred management tool to create dedicated tasks for each action item discussed in the meeting.

This way you can track “What has been done?” or “What’s missing?”

To ensure on-time delivery of the deliverable, due dates should be followed religiously.

Adding due dates is not as simple as it may sound.

It is one of the top reasons teams struggle to achieve efficiency, even after adding a PM tool to their arsenal.

Prioritize the tasks, and segregate ideas or non-executable items from the action items related to client projects.

Add the due dates only to the tasks related to client deliverables.

Don’t add the due dates to unnecessary items. They will distract you from what needs your attention.

Another essential step is assigning responsibilities.
Assign the tasks to relevant team members so they can take the lead.

Specifying deadlines and assigning responsibilities will enable you to promote accountability and ensure the timely completion of tasks.

With clear expectations and streamlined task distribution, your team can work cohesively towards shared goals.

Use the tracking features of the PM tool that you are using to manage the tasks. It will help you get a bird’s eye view of all the ongoing tasks.

By tracking tasks in real time, you can stay informed about their status and take proactive measures to address any potential bottlenecks.

This level of visibility and transparency reduces the review cycle and minimizes the risk of missing critical items discussed in the meeting.

• The A HOPE Method is a time management technique that can help improve productivity.
• Automating the note-taking process using AI tools like fathom, Avoma, and Notive can save time and effort.
• Skimming through meeting transcripts and highlighting action items helps identify key tasks and priorities.
• Organizing tasks using a preferred task management tool can keep you organized and on track.
• Setting due dates and assigning tasks to relevant team members promotes accountability and timely completion.
• Continuous tracking and management of tasks ensure on-time delivery and reduce review cycles.