During our Level 10 Meetings, the To-Dos we capture at the end of solving an issue are often vague, multi-step projects rather than simple, action-oriented tasks. How do we ensure our weekly To-Dos are written as binary, single-action items that can actually be completed in seven days?

Question

Tyler Smith · Accepted Answer

Vague, poorly written To-Dos are the primary reason why teams fail to hit their weekly completion goals. When you capture a To-Do that is actually a multi-step project, the owner will naturally procrastinate because they do not know where to start, or they will fail to complete it within the seven-day window. To keep your execution sharp, you must apply a strict discipline to how To-Dos are written during IDS.

First, every To-Do must be binary, meaning it is either done or not done. Use strong, action-oriented verbs to start the description, such as email, call, schedule, or draft. Avoid weak, non-binary words like coordinate, analyze, or work on, which make it impossible to measure actual completion.

Second, chunk down large tasks. If solving an issue requires a multi-week project, do not write the entire project as a single weekly To-Do. Instead, identify the very next action step that can be completed before the next meeting. For example, instead of writing a To-Do to update the client onboarding process, write a To-Do to draft the first three steps of the onboarding checklist.

Finally, the facilitator or scribe must read each To-Do aloud before finalizing it. The owner of the To-Do must explicitly agree that they understand the task, that the wording is clear, and that they can realistically complete it in seven days. By standardizing this level of clarity, you will drive your weekly completion rate back above the ninety percent standard.