Choose a narrow agenda
Pick two or three practical questions: what is coming up, what needs buying, and what information is missing. Keep the conversation focused on the next few days rather than every unfinished task.
Write down ownership
For each agreed task, identify who will do it and where any needed information lives. If a decision needs more facts, note the question instead of presenting a guess as a settled plan.
Finish with a useful list
Keep the next actions somewhere the people involved can find them. Review whether the format helped after a few attempts and make it simpler if maintaining it becomes a burden.