If you're leading or supporting a sales team, you know how fast things pile up: follow-ups, client asks, internal tasks, the works. Dropped balls cost deals, and chasing people for updates is nobody’s idea of fun. If your team's using random docs or chat threads to track action items, you're wasting time (and probably missing stuff).
That’s where Letsdive comes in. It's pitched as a way to streamline meetings and keep everyone accountable — but only if you use it right. This guide walks you—step by step—through tracking action items in Letsdive, specifically for sales teams. I'll call out what actually helps, what’s fluff, and how to avoid common traps.
Who should read this
- Sales managers who want to keep their team on track without micromanaging
- Account execs who juggle a million follow-ups
- Ops folks trying to wrangle sales chaos into something predictable
What you need before you start
- A Letsdive account (obviously)
- Your sales team invited and signed up
- A sense of what “action items” your team should track (think: next steps after client calls, proposal deadlines, internal asks)
If you're not set up yet, do that first—this guide assumes you've at least poked around the platform.
Step 1: Set up your sales meeting workspace in Letsdive
Before you can track action items, you need a central place for your sales meetings and notes.
To do this:
- Log in to Letsdive.
- From the dashboard, hit “Create workspace” (or “Add meeting” if you see that).
- Name your workspace something obvious like “Sales Team Weekly” or “Client Pipeline Review.”
- Add your team members—don’t skip this. If people aren’t in, they won’t see or get assigned action items.
- (Optional, but useful) Connect your calendar so recurring meetings show up and folks get reminders.
What actually matters:
Keep it simple. One workspace per recurring team meeting is enough for most sales teams. Don’t overcomplicate with tons of separate spaces unless you have totally different groups (e.g., SDRs vs. AEs).
Step 2: Use the agenda to anchor your action items
Action items live and die by context. In Letsdive, you build your meeting agenda right inside the workspace. This is where you set the stage for capturing action items.
How to do it:
- In your workspace, click “Add agenda item.”
- Write out the topics you need to cover—pipeline updates, deal blockers, client asks, etc.
- For each agenda item, leave space or add sub-bullets for “Action Items” as you go.
Pro tip:
Don’t try to pre-plan every action item before the meeting. The point is to capture them live as issues come up. Agenda = what you’ll talk about. Action items = what you’ll do after.
Step 3: Capture action items during the meeting (don’t wait!)
This is where a lot of teams get lazy—someone says “I’ll follow up with Acme,” and then nobody writes it down. If it’s not captured in the moment, it’s probably gone forever.
Best practice:
- Assign someone (could rotate each week) to be the “action item scribe.” Their only job is to jot down every next step as it’s mentioned.
- In Letsdive, under each agenda item, click “Add action item” when someone commits to do something. Write it clearly. Example: “Send revised proposal to Acme by Friday.”
- Assign the action item to a specific person right then and there—don’t leave it floating.
What works:
- Be painfully specific. “Follow up” means nothing. “Email Q2 pricing to Jane at Acme by EOD Thursday” does.
- Assign deadlines. If it’s urgent, say so.
- Don’t assign “the team.” Always assign a person. If everything’s everyone’s job, nothing gets done.
What to ignore:
- Don’t bother using the “priority” or “label” fields unless your team really needs them. More fields = more things to ignore.
- Skip fancy formatting. Clarity beats cleverness.
Step 4: Review and update action items at the start of every meeting
This is the step almost every sales team skips (and why their task lists turn into graveyards). If you don’t review and update action items, the whole system falls apart.
Here’s how to make it stick:
- Start each meeting by pulling up the workspace’s “Action Items” tab.
- Go through last week’s action items, one by one:
- Is it done? Mark it complete in Letsdive.
- Still open? Reassign or update the deadline if needed.
- No longer relevant? Archive it. Don’t let old stuff pile up.
- Only after reviewing open action items do you move on to the rest of the agenda.
Why this works:
It’s public accountability. If people know their name’s next to an overdue task, they’re a lot more likely to do it. Plus, nobody likes explaining why they dropped the ball in front of the team.
What to watch out for:
- Don’t let this turn into a blame game. The point is to get things done, not shame people.
- If a task keeps rolling over week after week, ask why. Is it unclear? Not actually important? Blocked by something else?
Step 5: Use reminders (but don’t spam your team)
Letsdive lets you set reminders for action items. This can be handy—but like all notifications, too many and people will just tune them out.
How to use reminders well:
- For high-stakes or time-sensitive action items (e.g., “Send contract by 3 PM today”), set a reminder in Letsdive.
- For routine stuff, skip the reminders. Trust the weekly check-in process to surface anything overdue.
- Reminders are best for things that can’t slip—client commitments, proposal deadlines, etc.
What to ignore:
- Don’t set reminders for every single action item. You’re not trying to recreate a to-do list app. The magic is in the shared, visible accountability—not nagging.
Step 6: Track progress outside meetings (but avoid “busywork”)
Sales isn’t just about meetings. Sometimes you need to check on action items mid-week.
How to do this without getting stuck in admin work:
- Use Letsdive’s action item dashboard to see who owns what, and what’s due soon.
- If you’re a manager, check in privately if you see things slipping—don’t wait for the next meeting.
- If something gets done early, mark it complete. No need to wait.
Warning:
Don’t spend more time updating action items than actually doing them. If your team’s drowning in admin, cut back. The goal is to keep things moving, not to have the prettiest task list.
Step 7: Keep your process lean—review and adjust
Letsdive has a bunch of features—comments, labels, integrations. Some are useful, but it’s easy to overcomplicate.
What actually helps:
- Stick to what you’ll actually use. For most sales teams, that’s:
- Agenda for meetings
- Action items for next steps
- Assigning owners and deadlines
- Weekly review
- If your team is drowning in overdue tasks or ignoring the system, simplify. Maybe action items are too vague or there are too many.
- Once a quarter, ask the team: is this working? If not, tweak it. Don’t just add more steps.
Pro tips (from teams who’ve tried the shiny stuff)
- Integrations (CRM, Slack, etc.) can be useful, but don’t rely on them to “automate accountability.” If your team ignores their CRM now, connecting it won’t magically fix that.
- Avoid creating action items for every little thing. If it’s a 2-minute task, just do it.
- Don’t let Letsdive become a dumping ground for ideas. Action items = concrete next steps, not brainstorming notes.
Wrapping up: Keep it simple, keep it moving
Tracking action items in Letsdive isn’t rocket science, but it does take discipline. Don’t get sucked into over-engineering your process. Set up one workspace, use clear agendas, capture action items live, review them every meeting, and keep it visible. If you find yourself spending more time updating the tool than actually moving deals forward, pull back. Iterate until it fits the way your team works—not the other way around.
You’ll close more deals, drop fewer balls, and maybe even spend less time in meetings. Not bad for a few new habits.