Action planning tools are methods and frameworks individuals and organizations use to plan actions and initiatives strategically.
Action planning tools provide structure to break down goals into concrete, achievable steps.
Using action planning tools can improve the likelihood of successfully implementing plans and achieving desired outcomes.
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Definitions
- Action planning – The process of identifying and organizing the specific tasks and activities required to accomplish a goal. It involves setting priorities, timelines, resources, and responsibilities.
- Action plan – The documented outcome of the action planning process. It lays out the roadmap for how a goal will be reached through detailed actions and steps.
Benefits of Action Planning Tools
Using structured action planning tools offers many benefits:
- Provides focus – Helps maintain focus on the end goal and priority actions needed to get there.
- Promotes accountability – Assigns clear ownership and responsibilities for each action step.
- Enhances coordination – Allows various stakeholders to understand their role and how their work fits together.
- Improves efficiency – Minimizes duplication of efforts by mapping out who will do what and when.
- Tracks progress – Provides a framework to monitor progress toward milestones and completion of actions.
- Facilitates communication – Gives a common point of reference to communicate plans and status updates.
- Enables agility – Allows for adjustment of action steps if circumstances change.
7 Action Planning Tools
There are many types of tools and templates that can be used for action planning. Here are 7 common options:
1. Basic Action Plan
A simple action plan template that includes:
- Goal
- Key actions steps
- Owner
- Timeframe
- Resources needed
- Progress status
Example: An marketing manager completes a basic action plan to achieve the goal of launching a new social media ad campaign in 2 months.
2. Work Breakdown Structure
Breaks down a project into smaller manageable chunks to define all the subtasks and activities needed to complete it. Includes:
- Project goal
- Phases
- Activities
- Deliverables
- Resources assigned
Example: A Work Breakdown Structure ensures all aspects of a website redesign project are mapped out.
3. Gantt Chart
Visually displays a project schedule with:
- Activities listed on the y-axis.
- Time periods on the x-axis.
- Bars represent the duration of each activity.
Example: A software development team uses a Gantt Chart to coordinate the phases of coding, testing, and deployment.
4. Kanban Board
Visually maps out the workflow of a project by:
- Defining columns for each stage of work.
- Adding cards to represent tasks and move across columns as completed.
Example: A Kanban Board helps a marketing team manage and prioritize multiple projects in progress.
5. SMART Goals
A goal-setting framework to ensure goals are:
- Specific
- Measurable
- Achievable
- Relevant
- Time-bound
Example: An employee sets a SMART goal to improve sales by 10% in the next quarter.
6. Mind Map
A visual diagram that connects ideas and actions radiating out from a central goal or objective. Helps identify relationships.
Example: An event planner uses a mind map to brainstorm all the actions needed to organize a conference.
7. SWOT Analysis
Examines internal strengths/weaknesses and external opportunities/threats related to a goal or project. Helps plan actions based on the analysis.
Example: A SWOT analysis is conducted to develop a new marketing campaign.
Limitations
While action planning tools are very useful, they also have some limitations to be aware of:
- Rigid structure may constrain innovation or changes needed to plans.
- Time-consuming to create and maintain the plans.
- Tools are only as effective as the quality of input provided.
- Don’t account for unexpected obstacles faced during execution.
- Plans may become outdated as circumstances evolve.
Conclusion
There are a wide variety of action planning tools available to help individuals and organizations thoughtfully develop strategies to achieve their goals through targeted actions.
Selecting the right tool and diligently using it to create, communicate and execute on an action plan can greatly increase the chances of success.
However, they should be seen as guides rather than rigid protocols, as the action planning process needs to remain agile and adaptable to changing conditions.
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With 30+ years of experience, Catherine Fitzgerald, B.A., M.A., PGDip, founded Oak Innovation in 1995. Catherine received her Bachelor’s degree and Master’s from University College Cork. She holds qualifications in Professional Development And Training from University College Galway. She is completing a second Master’s from University College Cork. Since 1995, clients include Apple, Time Warner, and Harvard University.