Hi, I’m Mira. I’m part of the operations team at JMJ, and I often work behind the scenes to keep things running smoothly for JMJ and our clients. This is my story about how I solved the biggest problem I faced as a VA, tracking that one decision that no one could remember making.
Jacqui asked me to write this blog because she feels it is essential to share the background of this fantastic, sanity-saving tool. It came about because of a real personal challenge I was going through in managing some aspects of my business, and this pushed me to create a solution to my problem. So, I designed, built, and beta-tested the Decision Made Tracker, which has become my daily go-to tool. I’m sure my experience will resonate with you and maybe even help lighten your load.
A few months ago, I hit a familiar wall where you’re doing all the right things: showing up, taking notes, making calls… and yet somehow, no one remembers what was actually decided. Not even you. It kept happening. No matter how well I planned or how many notes I took, the clarity wouldn’t stick.
To be honest, I didn’t plan to make another tracker. I wasn’t even sure it would be useful at first. But it came from a real and frustrating pattern I couldn’t ignore, because it didn’t just happen once. It kept repeating like a loop. Decisions were being made, but with so much going on, it was easy to forget. I’d find myself asking the client again, unsure, which only added more pressure to us.
I’d go through my tasks, meetings, and updates, and then someone would say,
“What’s the status of that decision again?”
“Didn’t we agree to something else last week?”
And suddenly I’d find myself scrolling through threads, checking documents, and wondering, Wait… didn’t we decide this already?
It became a pattern. We were making decisions, but they weren’t being captured clearly. And when things got busy, especially across projects. It became hard to track who said yes to what and when. Even with notes and recordings, finding one decision among everything else felt like flipping through notebook pages for that one thing you know you wrote down.
I didn’t want to waste time second-guessing or backtracking anymore, so I built a simple table to help me keep track. I started logging the date, the decision, who made it, and any important context. No fuss. No overthinking.
The issue wasn’t a lack of communication; it was the lack of a shared system. We weren’t missing information; we were missing clarity. Decisions were being made, but they weren’t being captured, tracked, or shared in a way that stuck.
So we built something simple. A table that captured the essentials:
No frills, no extra admin. When did I share it with the team? It clicked.
Suddenly, we had something that made it easier to move forward. No more guessing. No more going over the same thing again. Just one place to check, be sure, and move forward. That’s how the Decision Made Tracker was born.
It wasn’t about micromanaging or creating extra admin. It was about clarity, alignment, and the ability to move forward confidently. There would be no more digging for answers, no more repeating conversations, just a single source of truth we could all return to.
What started as a personal fix became a small but powerful shift in how our team works. Now, it’s become one of those quiet tools that support everything else:
- Better communication
- Smoother handovers
- Less “checking in”
- More clarity
If you’re often the one following up, keeping everyone on track, or double-checking decisions, this tracker might help lighten the load. It sure did for me.
Creating this tool was a turning point. I didn’t build it as a big solution, just something small to stop the second-guessing and help me feel more confident. But it turned out to be something I now rely on every week.
Curious about the tracker? Check out the Decision Made Tracker here. It was built to make decision-making feel lighter, not heavier.
And if you’re anything like us, you might wonder how you ever worked without it.
Here is what other Virtual Assistants had to say about the DMT!
We love their feedback, and we think you’ll love what they had to say, too.
“The Decision Made Tracker (DMT) is an easy tool to set up using monday.com to try it out. I used it to automate email items and follow-up prompts for invoices due, and also to set up clients’ appointment reminders. (With the new month just starting, this was a fun and useful new tool to try out, and it worked beautifully!) Using Monday.com email integration was smooth and easily incorporated into my existing workflow. The DMT is not just user-friendly; I found it effective for keeping track of decision items and ensuring needed steps were acted on. I would use this tool daily for more workflow efficiency and productivity goals!”
“I loved how it could help VAs like me keep track of decisions with managers. It would reduce stress, especially when clients or managers change their minds often. The best feature is the automation in Monday. It’s great for keeping operations smooth and making sure managers and those in charge are always informed of the decisions made.”
“Less chaos, more clarity. The Decision Made Tracker keeps everyone on the same page, very useful for teams. And for VAs or businesses using Monday board already, it’s a very efficient way to get the most out of it.”
“I absolutely loved using the Decision Made Tracker. It makes communication with colleagues a piece of cake, and was fun to use! I don’t know how I’ve gotten on without it after all these years. It literally is a game changer! 🙌 🎉”
