The Who-What-When Formula: Simplifying Accountability in Conversations

The Problem: Conversations That Lead Nowhere

We’ve all been in meetings or discussions that feel productive in the moment but lead to zero action. The conversation ends, people nod in agreement, and then—nothing happens. No follow-through. No results. Just another cycle of wasted time.

The root cause? Unclear accountability.

Conversations break down when there’s ambiguity about who is responsible for what and by when. Without clear expectations, tasks slip through the cracks, leading to frustration, inefficiency, and lost momentum.

The Solution: The Who-What-When Formula

The simplest and most effective way to ensure accountability is using the Who-What-When Formula.

At the end of any important conversation, ensure you’ve answered these three questions:

1. WHO is responsible for the next step?

2. WHAT specifically needs to be done?

3. WHEN is the deadline or check-in point?

By explicitly defining these three elements, conversations shift from open-ended discussions to clear, action-oriented commitments.

How to Apply the Who-What-When Formula

1. Use It to Wrap Up Any Meeting or Discussion

Before ending a conversation, pause and clarify:

• "Just to confirm, who is taking ownership of this?"

• "What exactly needs to be done?"

• "By when should this be completed or reviewed?"

If any of these elements are vague, dig deeper.

2. Speak it out loud and Write It Down

Habits to make accountability work:

• Share commitments verbally - say it out loud

• Have a scribe write down the commitments

• Share an Email recap

• Make it visible - put commitments and task lists in public

A verbal commitment secures personal accountability, AND written accountability keeps things on track.

3. Follow Up & Adjust as Needed

Even with clear targets, roadblocks happen. Set a check-in point (not just a deadline) to ensure progress. Ask:

• "How’s it going?"

• "Do you need any support?"

• "Are there any obstacles we need to address?"

This keeps accountability flexible and solution-focused rather than punitive.

Deploy: Take Action This Week

1. Use the Who-What-When Formula in your next meeting or conversation.

2. Speak it out loud - write it down and share the commitments to create visibility and follow-through.

3. Check in mid-way to ensure progress and remove obstacles.

When you consistently clarify Who-What-When, you eliminate confusion, increase execution, and build a culture of accountability.

Want to master accountability in conversations? Join a TCG Peer Practice Group to practice real-world communication strategies that drive results.