A board item tracker is a tool—usually a spreadsheet, database, or software module—that records every action item, decision, and follow-up task assigned during board meetings. It tracks who owns each item, its status, deadlines, and progress so nothing falls through the cracks between meetings.
Why Boards Need an Item Tracker
Board meetings generate many action items: approve budgets, review policies, follow up with auditors, or recruit new members. Without a central tracker, these tasks live in meeting minutes or emails, where they are easily forgotten. A tracker turns decisions into accountable tasks with clear owners and due dates.
Common problems a tracker solves:
- Action items from one meeting are not reviewed at the next meeting.
- No one knows who is responsible for a task.
- Deadlines pass without notice.
- Progress is invisible between meetings.
- New board members cannot see what is pending.
A tracker also provides a historical record. When a board discusses a topic again, members can see what was decided, what was done, and what remains open. This improves continuity, especially when board members change.
How a Board Item Tracker Works
Most trackers share the same core structure. Each item is a row, and each column captures a piece of information. The essential fields are:
- Item ID – a unique number for reference.
- Description – the task or action, stated clearly.
- Owner – the person responsible.
- Due date – when it must be completed.
- Status – e.g., Not Started, In Progress, Completed, Blocked.
- Priority – High, Medium, Low.
- Source – the meeting date or minute item that created it.
- Notes – updates, links, or relevant details.
The tracker is updated continuously. The owner changes status when work begins or finishes. The board secretary or administrator reviews it before each meeting and prepares a summary of open, overdue, and completed items.
For example, a board approves a new expense policy. The tracker item says “Draft revised expense policy” with the CFO as owner and a due date three weeks later. At the next meeting, the status shows “In Progress” with a note that legal review is pending. The board can then decide whether to extend the deadline or offer help.
Choosing the Right Tool
Options range from simple spreadsheets to dedicated governance software. The right choice depends on board size, technical comfort, and budget.
- Spreadsheet (Excel, Google Sheets) – free, flexible, and familiar. Works well for small boards with a few dozen items. Downside: version control and access management can be messy.
- Shared document (Google Docs, OneNote) – easy to use but lacks sorting, filtering, and reminders.
- Project management tools (Trello, Asana) – offer boards, lists, and due dates. Good for visual tracking, but may feel too casual for formal governance.
- Board management software (e.g., Diligent, Boardable, OnBoard) – built for boards, often include meeting minutes, voting, and document storage. They integrate the tracker with the meeting workflow.
Before choosing, consider: How many items will you track? Who will update it? Do you need reminders and reports? Does it need to integrate with your meeting minutes? A simple spreadsheet is often enough for a small nonprofit board, while a large corporate board may need a dedicated platform.
Common Problems and How to Avoid Them
Even with a tracker, boards run into issues. Here are the most frequent ones and practical fixes.
- Stale data – If no one updates the tracker, it becomes useless. Assign a responsible person (e.g., board secretary) to follow up with owners before meetings.
- Unclear ownership – Every item must have one owner. Avoid “co-owners” unless they are explicit; they often lead to no one taking responsibility.
- Missing due dates – An item without a date is not actionable. Set a realistic date at the meeting, or default to the next meeting.
- Too many fields – Overcomplicating the tracker makes it a chore. Start with the essentials and add fields only if needed.
- No review process – The tracker should be a standing agenda item. Review open items at every meeting, not just once a year.
Another common misconception is that a tracker replaces meeting minutes. It does not. Minutes record what was discussed and decided; the tracker records what will be done. Both are necessary.
Cost and Effort
Costs vary widely. A spreadsheet is free, but requires manual upkeep. Project management tools often have free tiers for small teams, with paid plans starting around $10–$20 per user per month. Board management software can cost thousands per year, depending on the provider and features.
The real cost is time. Maintaining the tracker takes maybe 30–60 minutes per week for a typical board. That includes updating statuses, sending reminders, and preparing the pre-meeting summary. Many boards find this is far less time than chasing lost action items.
If you are a nonprofit board, you may qualify for discounts on some governance software. Check with the vendor. Also, consider whether a simple spreadsheet can meet your needs before paying for a complex system.
Template
Here is a blank template you can copy into a spreadsheet. Columns are headers; each row is one action item.
| Item ID | Description | Owner | Due Date | Status | Priority | Source Meeting | Notes |
|---|---|---|---|---|---|---|---|
Sample (fictional):
| Item ID | Description | Owner | Due Date | Status | Priority | Source Meeting | Notes |
|---|---|---|---|---|---|---|---|
| 001 | Draft revised expense policy | J. Smith (CFO) | 2025-06-15 | In Progress | High | 2025-05-20 | Legal review pending |
| 002 | Schedule annual audit | M. Lee (Treasurer) | 2025-07-01 | Not Started | Medium | 2025-05-20 | Contact three firms |
Frequently Asked Questions
What is the difference between a board item tracker and meeting minutes?
Meeting minutes are the official record of what happened at a meeting—who attended, what was discussed, and what was decided. A board item tracker is a separate list of action items that come out of those decisions. Minutes are historical; the tracker is forward-looking. You need both.
How often should the tracker be updated?
Ideally, update it as soon as a task is assigned or completed. At minimum, review and update it before every board meeting. Many boards have the secretary or an administrator send a reminder to owners a week before the meeting, then compile the final status report.
Who should be responsible for maintaining the tracker?
Usually the board secretary, executive assistant, or a designated administrator. The key is that one person owns the process, not the tasks themselves. That person follows up with owners, updates statuses, and prepares the pre-meeting summary.
Can we use a simple spreadsheet instead of buying software?
Yes, absolutely. A spreadsheet is a perfectly good tracker for many boards. It is flexible, free, and easy to share. The main limitations are version control (if multiple people edit) and lack of automatic reminders. If those become problems, consider upgrading to a dedicated tool.
What should we do with items that are overdue?
Review them at the next meeting. Ask the owner why it is late, whether the deadline should be changed, and if any help is needed. Sometimes the item is no longer relevant—then close it. Do not let overdue items linger indefinitely; either reset the date or remove the item.
Is there a risk of the tracker becoming too complex?
Yes. If you add too many columns, statuses, or tags, the tracker becomes a burden and people stop using it. Start with the essential fields (description, owner, due date, status) and add only what you truly need. You can always expand later.