Decisions

Decisions are a key output of committee meetings. Pilotus helps you record, track, and reference decisions over time.

Note

Decisions are displayed in the committee’s Context tab, alongside the mission, charter, and mandates. This provides a complete governance record in one place.

What is a Decision?

A decision in Pilotus is a formal record of:

• What was decided — The decision statement
• When it was made — Date and meeting context
• Who made it — The committee or specific members
• Why it was made — Rationale and context
• Related items — Linked actions, agenda items, or documents

Decision Types

Decisions can be categorized by type:

Type	Description
Policy	Policy decisions and guidelines
Budget	Financial and budgetary decisions
Operational	Day-to-day operational decisions
Strategic	Long-term strategic direction
Governance	Rules and procedures for the committee
Appointment	Personnel and role assignments
Other	Decisions that don’t fit other categories

Recording Decisions

1. During a Meeting

   When a decision is made, click “Add Decision” from:

   • The meeting view
   • The relevant agenda item
   • The decisions section

2. Enter the Decision Statement

   Write a clear, complete statement of what was decided.

   Good: “Approved the 2024 budget of $500,000 with the amendment to increase marketing by 10%”

   Poor: “Budget approved”

3. Add Context

   Include:

   • Rationale (why this decision was made)
   • Alternatives considered (if relevant)
   • Conditions or caveats

4. Link to Agenda Item

   Connect the decision to the agenda item it came from.

5. Save

   The decision is now recorded and linked to the meeting.

Decision Details

Each decision record includes:

Field	Description
Title/Statement	The decision itself
Date	When the decision was made
Meeting	Which meeting it came from
Agenda Item	Specific agenda item (if linked)
Type	Category of decision
Status	Implementation status
Responsible	Person accountable for implementation
Notes	Additional context or rationale
Links	Related actions, documents

Decision Statuses

Track implementation progress through eight statuses:

Draft

Decision is being drafted, not yet finalized.

Under Review

Decision is being reviewed by relevant stakeholders.

Pending Vote

Decision is awaiting formal vote or approval.

Approved

Decision has been formally approved.

Rejected

Decision was not approved.

Deferred

Implementation postponed to a later date.

Implemented

Decision has been fully implemented.

Archived

Decision is no longer active but preserved for reference.

Linking Decisions

Decisions can be linked to other items:

Linking to Actions

When a decision requires follow-up work:

1. Open the decision
2. Click “Add Link” or “Create Action”
3. Link existing actions or create new ones
4. Actions now reference the decision that spawned them

Tip

Linking actions to decisions creates traceability — you can always find why an action exists.

Linking to Agenda Items

Decisions are typically linked to agenda items automatically when created during a meeting. To add or change links:

1. Open the decision
2. Go to “Links”
3. Add link to an agenda item

Linking to Documents

Attach supporting documents:

1. Open the decision
2. Add link to relevant documents
3. Documents provide context for future reference

Viewing Decisions

Decision Table

The committee’s Context tab shows all decisions in a table:

• Sortable by date, status, or title
• Filterable by status, date range, or meeting
• Searchable across all decision text

In Meeting Context

View decisions made in a specific meeting:

1. Open the meeting
2. Go to Decisions section
3. See all decisions from that meeting

By Agenda Item

See decisions related to a specific agenda item:

1. Open the meeting
2. Click on the agenda item
3. View linked decisions

Decision Best Practices

Writing Good Decisions

Be specific:

• Include numbers, dates, names when relevant
• State exactly what is approved/rejected/deferred
• Avoid ambiguous language

Include context:

• Note key considerations
• Record dissenting views if significant
• Link to supporting information

Make it actionable:

• If implementation is needed, create linked actions
• Assign responsibility
• Set deadlines if applicable

Tracking Implementation

1. Create Actions — Turn decision outcomes into tasks
2. Regular Review — Check decision status in subsequent meetings
3. Update Status — Move through statuses as implementation progresses
4. Link Back — When reviewing actions, reference originating decisions

Building Institutional Memory

Decisions create organizational history:

• Future members can see past decisions and rationale
• Avoid re-debating settled issues
• Understand how policies evolved
• Maintain consistency over time

Note

Even “no decision” outcomes can be worth recording — noting that something was discussed but deferred prevents confusion later.

Searching Decisions

Find past decisions:

1. Use global search with keywords
2. Filter by committee
3. Filter by date range
4. Search within decision text

Useful for:

• Checking precedents
• Finding related decisions
• Preparing for related discussions

Next Steps

• Context — See decisions in context with mandates and charter
• Follow-ups — Manage actions from decisions
• Managing Meetings — Meeting lifecycle
• Agendas & Templates — Structure discussions