Use one row for one outcome
If a report paragraph asks for three different things, create three actions. That makes ownership and review unambiguous. Keep the exact source reference on each row so another person can return to the original wording.
The twelve useful columns
| Column | What to record |
|---|---|
| Action ID | A stable short reference, such as CC-024. |
| Source | Report, meeting or email title plus page, section or date. |
| Action | One observable next outcome, written in plain language. |
| Owner | One named person responsible for the next move. |
| Target date | The team's current target—not a date inferred by the template. |
| Status | New, Planned, In progress, Waiting, Ready for review or Closed. |
| Priority | The team's recorded priority, with the reason kept in the notes. |
| Latest update | The newest decision, blocker or hand-off and who recorded it. |
| Linked record | Filename or link for the relevant quote, photo, invoice or note. |
| Reviewer | The named person who reviews the outcome. |
| Review date | When that review happened. |
| Closure note | What the team reviewed and why it closed or reopened the action. |
“Closed” should mean a named person recorded the team's review. It should not be used as a software-generated safety conclusion.
Keep the statuses operational
- New: captured but not yet planned.
- Planned: owner and next move agreed.
- In progress: somebody is actively moving it on.
- Waiting: blocked by a person, decision, visit or record.
- Ready for review: the owner believes the outcome is ready to inspect.
- Closed: a named reviewer has recorded the team's decision.
A fictional example
| ID | Source | Action | Owner | Status |
|---|---|---|---|---|
| CC-024 | Communal-door inspection, finding 6, page 14 | Confirm repair scope for the ground-floor lobby door | Maya Shah | In progress |
Workbook release status
The Excel edition is being checked for validation, formula and visual quality before release. You can copy the field list above into your current register now. We will add the workbook only after its validation, formulas and layout pass review.