10 Minute ACTION PLANS

By Dr Neil Miller CEO TASKey

An action plan is a simple way to develop a list of the actions required to complete a task. It takes into account the situation (including the goal), the stakeholders and the resources required.

Most productive people use some form of an action plan to sort out what they need to do and to guide them when they are doing the work. They appreciate that working without an action plan is taking a risk. Whilst people generally agree that they need an action plan, they often feel that planning takes too long and it is easier just to get on with the job. A plan should provide an agreed list of actions with the names of the people who need to complete each action. This makes it easy for each contributor to know the actions they need to add to their ToDo list, so nothing is forgotten. This article explains how to develop powerful action plans in less than 10 minutes using a simple one page action plan template.

Table of Contents
10 Minute Action Plans ................................................................................ 1 TASKey Me2Team Action Plan Template .................................................. 2 Example 1 - Completed Example of a simple TASKey Me2Team Action Plan Template .............................................................................................. 3 Example 2 - Completed Example of a Field Repair TASKey Me2Team Action Plan Template ................................................................................... 4 Example 3- Completed Example of more detailed TASKey Me2Team Action Plan Template ................................................................................... 5 Action Lists from Many TASKey Me2Team Action Plan Templates ........... 6 Online Me2Team Action Plan Template Software ....................................... 6

Copyright 1990-2010 TASKey Pty Ltd +61-2-6296-1150

Visit www.me2team.com for online planning software.

10 Minute Action Plans

Most productive people use some form of action plan to manage their tasks. A task is usually done more efficiently when a plan is followed. Over 15 years ago, TASKey developed a simple one page action plan template that has been used by thousands of people in over 175 countries to develop fast powerful plans. This article contains a free copy of the blank action plan template for your personal use (page 2), instructions (below), completed examples (pages 3 to 5), and a brief explanation of how to create bigger plans (page 6). The goal of the template was to provide a simple means that enables anyone to develop an understandable and workable action plan in less than 10 minutes. The logic was that few people could argue that they didnt have 10 minutes available to develop a plan that will enable them to get their work done in a way that minimizes costs, risks and stress. It has been our experience that most people can fill in the action plan template in less time than many people take just thinking about a plan. Plus key information that is written down makes it easier to achieve a common understanding of what needs to be done, by who and when. The template has three main parts: 1. The vision that outlines the situation, what success looks like and boundaries/constraints (why) 2. The actions required to implement the plan (who, what, when, how) 3. Stakeholders, responsibly, and resources (who, with what) The following is a brief explanation of each part of the template on the next page: 1a. Task Name: Short name of the task 1b. Task Reference: If applicable, a reference number that relates to other action plans 1c. Goal: What the plan must achieve (including a completion date if possible). 1d. Assumptions: Any assumptions that if shown to be wrong affect the plan. 1e. Objectives: Deliverables or milestones that show progress towards the goal. 1f. Task Start & End Dates: Dates that show when the task is to be done. 2a. 2b. 2c. 3a. 3b. 3c. Actions: How the goal will be achieved the list of actions is a simple workflow. Action Dates: Usually the date that the action will start (end dates can also be included). Action Team: The person responsible for the action & the people assisting. Person Responsible for the Task: Name of the person responsible for task completion. Other Stakeholders/People involved: People who need to complete actions and/or need to know about the task. Resources: Resources that need to be acquired for the task.

This sounds like a lot of information, but it is usually readily available to someone about to initiate a work task. We have found that if some information is not readily available to the planner, simply asking other people involved will fill in most gaps. The SECRET TO SUCCESS TASKey has found that the fastest and easiest way to complete the action plan template is to first enter the task name and the goal. Then fill in the rest of the boxes in any order. You will find that information in one box will help you identify information for other boxes. In the examples provided, you will see that only a small amount of relevant information is required for people involved to understand what they need to do. In most cases, action plans are completed in less than 10 minutes. When implementing the plan, progress can be easily shown by marking actions as complete as they are done.

Copyright 1990-2010 TASKey Pty Ltd +61-2-6296-1150

Visit www.me2team.com for online planning software.

TASKey Me2Team Action Plan Template

Task Name Goal (What is to be achieved) Assumptions (Key Assumptions affecting the Plan) Objectives (What success looks like) Task Reference

Task Start Date (Anticipated/Estimated)

Task End Date (Target/Estimated)

Actions (What has to be done)

Action Dates

Action Team (by who)

Task Team (People involved)

Responsible: Involved:

Resources (To be acquired)

Notes:

Copyright 1990-2010 TASKey Pty Ltd +61-2-6296-1150

Visit www.me2team.com for online planning software.

Example 1 - Completed Example of a simple

TASKey Me2Team Action Plan Template Task Name
Demonstration of Work Management Software

Task Reference

Goal (What is to be achieved)

To demonstrate the benefits that work management software can provide to us

Assumptions (Key Assumptions affecting the Plan)

Key people are available Relevant software experts are available Software experts can customize the demonstration so it is relevant to us

Objectives (What success looks like)

Show key people what work management software looks like Work through a relevant example Explain the benefits Highlight the differences between current practices and software solutions

Task Start Date (Anticipated/Estimated)

1 October 2010
st

Task End Date (Target/Estimated)

5 November 2010
th

Actions (What has to be done)

1. Check attendees experience with work management software 2. Review available work management software with emphasis on relevant case studies 3. Choose two suitable products 4. 5. 6. 7. 8. 9. Arrange back to back demonstrations Brief the presenters Conduct the demonstration Seek approval from key personnel Debrief the presenters Identify any followup actions

Action Dates
01 Oct 10 01 Oct 10 08 Oct 10 15 Oct 10 22 Oct 10 29 Oct 10 29 Oct 10 05 Nov 10 05 Nov 10

Action Team (by who)

Peter Smith Peter Smith, Mary Manager Peter Smith, Mary Manager Peter Smith Margaret Jones Peter Smith + All Peter Smith Margaret Jones Peter Smith

Task Team (People involved)

Responsible: Peter Smith Involved:

Resources (To be acquired)

Suitable products Conference Room for Demonstration Internet Access for Demonstration Data projector for Demonstration

Mary Manager Margaret Jones David White Other stakeholders

Notes:
Details of relevant software

Copyright 1990-2010 TASKey Pty Ltd +61-2-6296-1150

Visit www.me2team.com for online planning software.

Example 2 - Completed Example of a Field Repair TASKey

Me2Team Action Plan Template Task Name
Customer Support in the Field

Task Reference

Goal (What is to be achieved)

To satisfy the customers requirements

Assumptions (Key Assumptions affecting the Plan)

Customer has requested support Customer will be available when visited

Objectives (What success looks like)

Fix the customers equipment Show the customer how to avoid another service call for the same problem Check if the customer is interested in other products offered by your organization

Task Start Date (Anticipated/Estimated)

1 July 2010
st

Task End Date (Target/Estimated)

1st July 2010

Actions (What has to be done)

1. 2. 3. 4. 5. 6. 7. 8. 9. Confirm the details of the customers problem Check availability and contact details Confirm directions and issues (eg dogs) Ensure that likely parts are taken Visit customer Confirm problem and fix if possible Check if customer is interested in other products Leave on a positive note Travel to next customer

Action Dates
09:00 09:00 09:00 09:00 11:00

Action Team (by who)

David Black David Black David Black David Black David Black David Black David Black David Black David Black

12:00 (Estimated) 13:00 (After lunch)

Task Team (People involved)

Responsible: David Black

Resources (To be acquired)

Anticipated spare parts

Involved:

Customer Parts Team

Notes:

Copyright 1990-2010 TASKey Pty Ltd +61-2-6296-1150

Visit www.me2team.com for online planning software.

Example 3- Completed Example of more detailed TASKey Me2Team

Action Plan Template Task Name Introduce a New Management Process Goal (What is to be achieved) Assumptions (Key Assumptions affecting the Plan)
Top level management support Consulting support is available Task has priority A Pilot will be conducted in a representative area Existing processes to be used until cutover Relevant training will be conducted People not needed for the new process will be redeployed

Task Reference

To be using the new management process in all relevant activities within 6 months of starting.

Objectives (What success looks like)

Stakeholders involved in process design Pilot completed and lessons learnt incorporated. Relevant people trained No legacy processes being used after cutover

Task Start Date (Anticipated/Estimated)

To be confirmed

Task End Date (Target/Estimated)

Start Date (SD) + 30 weeks

Actions (What has to be done)

1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. Review existing management processes Develop new process outline Forecast resources Seek stakeholder feedback Agree new management process Conduct Pilot Review Pilot and compile lessons learnt Incorporate Pilot lessons learnt Prepare training Acquire resources Conduct training Cut-over to new processes Conduct post implementation review

Action Dates
SD SD + 1 wk SD + 4 wks SD + 4 wks SD + 6 wks SD + 10 wks SD + 14 wks SD + 15 wks SD + 16 wks SD + 17 wks SD + 20 wks SD + 23 wks SD + 30 wks

Action Team
Peter Smith Peter Smith + others Mary Manager Peter Smith + others Margaret Jones Peter Smith + others Peter Smith + others Peter Smith + others David White + others Mary Manager David White Peter Smith + others Peter Smith + others

Task Team (People involved)

Responsible: Peter Smith Involved:

Resources Resources (To be acquired)

Online training materials Training Rooms with computers Printing of New Process documentation Training team

Mary Manager Margaret Jones David White Other stakeholders

Notes:
Copyright 1990-2010 TASKey Pty Ltd +61-2-6296-1150 Visit www.me2team.com for online planning software.

Action Lists from Many TASKey Me2Team Action Plan Templates

Action plans for single tasks are usually easy to develop in under 10 minutes. Teams can also use the one page action plan template to develop a team action plan for a task. This may take a little longer (due to discussions that usually take place), but the overall time required is considerably less than many other methods. However as the number of tasks increases, they need to be organized. Related action plans can be joined through a work breakdown structure as shown below:

1 2 2

Notes: 1. Each action plan is a complete action plan template that focuses each team member on their actions. 2. Consolidating the relevant actions from all action plans creates a comprehensive list of actions (ToDo list) for Project1 in this case.

Online Me2Team Action Plan Template Software

TASKey has developed online software that uses the same layout as the paper based Action Plan Template. With the online action planning software, you can:
Develop and implement an unlimited number of Action Plans Email anyone a pdf copy of an Action Plan or selected Actions Use a personalized ToDo list of the actions you need to do for one or many plans Receive email notifications about other users changes that affect you Access relevant reports when required

The software uses the list of actions and action team information in task Action Plans to create personalized ToDo lists for every user.
For a FREE online trial of TASKeys Me2Team online planning and implementing software, visit www.me2team.com. Me2Team makes planning and implementing plans easy for individuals, teams, and small, medium and large organizations.

Copyright 1990-2010 TASKey Pty Ltd +61-2-6296-1150

Visit www.me2team.com for online planning software.