How to Create an Action Plan

Begin with a sense check by analysing the problem you are facing and explore possible solutions. If you are sure it is right to proceed with the initiative, follow the steps below to create your action plan.

Step 1. Write down the goal of the initiative

Make sure your goal is SMART, that is

• Specific: well-refined and clear
• Measurable: includes a way of measuring when you have achieved the goal
• Attainable: is realistic, given the resources, time and experience at your disposal
• Relevant: aligns with the other goals of the organisation
• Timely: has a deadline (and possibly milestones)

Step 2. List the Activities to be Carried Out

• Begin with a rough list of all the tasks to be performed.
• Make sure that each task is clearly defined and is attainable. If you come across larger and more complex tasks, break them down to smaller ones that are easier to carry out and manage.

Step 3. Prioritise Tasks and Set Deadlines

• Put the tasks in the order they should be completed.
• Some tasks will need to be prioritised as they will need to be completed before others can begin (their dependencies).
• Add deadlines and ensure these are realistic.
• If you are not sure how long a specific task will take to complete, consult someone who will know.

For longer plans you may want to set milestones. Milestones are mini-goals that lead up to the main goal. You can use to look forward to something and stay on track, even if the final due date is far away.

Step 4. Identify Responsibility

Identify who will be responsible for ensuring each task gets carried out.

Step 5. Identify the Resources Needed

• Resources may include time, people, money, or equipment.
• Identifying the resources required will enable you to check you have the resources needed to complete the initiative. If you don’t have sufficient resources, you will need to make a plan to obtain them.

Step 6. Visualise the Action Plan

You can use a simple table like the one below to set out your action plan showing

• Action
• Person Responsible
• Start Date
• Deadline / End Date
• Resources
• Progress %

Adding columns for Ref. (a unique reference for each task), progress towards completion, and Notes will make the table even more useful.

For steps 2-3 you may find it easier to begin by drawing a timeline and then making a list of all the activities that need to be done and deciding where each goes on the timeline. Watch this video for more guidance on this method.

Step 7. Monitor, Evaluate and Update

As you complete each activity you should update the progress column on the table. This will keep attention focussed on how you’ve progressed toward the goal.

This will also highlight the tasks that are pending or delayed, in which case you need to discover  why, find suitable solutions, and update the action plan accordingly.