An action plan is a definitive checklist of tasks and resources needed to complete a project or achieve a goal. You can think of it as a visual countdown to the project delivery or a breakdown of the list of tasks needed to achieve desired results.
Now you may be thinking, “What is the purpose of an action plan vs. a to-do list ?”
The most significant difference between action plans and to-do lists is that action plans focus on achieving a specific goal . In contrast, to-do lists are ongoing and include tasks for different goals and projects.
Understanding this distinction, it becomes clear that action plans are powerful tools for goal setting and project execution. They help teams manage necessary resources, adhere to schedules, and track progress toward specific goals and project initiatives.
In this article, we’ll go through the purposes of action plans, the key steps usually included in them, how you can use action plans to help your project management, and step-by-step instructions on how to put one together yourself.
And, as a bonus, we’ll also give you information on Wrike’s prebuilt action plan template , which can jump-start your action plan process.
An action plan , also sometimes referred to as a plan of action , helps order project tasks in a sequential and timely manner to achieve a goal. Project managers and individuals can use action plans to achieve their work and personal project goals.
Developing an action plan clarifies the goals to be achieved, the teams and service providers to involve, and the tasks, dependencies, milestones, and resources needed to complete the project.
Working with an action plan ensures you complete every task and requirement to meet the expected standards of a project. As you develop an action plan, you identify any critical paths and dependencies.
Keep in mind that a developed action plan isn’t set in stone, because the environment in which projects operate is often subject to change . External factors such as market conditions, economic influences, technology advancements or failures, regulatory requirements, and unexpected events can impact the execution of any plan. A dynamic document allows for flexibility and adaptability so you can adjust your strategies in response to evolving circumstances.
An action plan in project management is a quick and easy way to keep projects on track. Creating an action plan means you can quickly map out the resources and requirements you need and sketch a timeline to complete tasks.
Here are several benefits of using a strategic action plan in project management:
Action plans should not be confused with project plans . Both list the tasks, resources, and timelines required to achieve a desired goal, but project plans go deeper, including details such as contingency plan action steps, risk mitigation strategies, quality assessment criteria, and stakeholder communication schedules. In contrast, action plans simply list the tasks, resources, and timelines needed to achieve a goal.
Think of it this way: For big, complex, or long-term projects, you create a project plan first. Once your project plan is in place, an action plan helps you detail the steps and flow for allocating resources, sharing and executing tasks, and setting deadlines.
In summary, action plans and project plans differ in the following ways:
Let’s take a look at the essential components of an action plan:
The main point of a plan of action is to ensure you don’t overlook critical tasks and milestones of your project. In its simplest form, developing an effective action plan entails listing tasks you need to complete and prioritizing them.
As you develop your action plan, you decide which tasks you can delegate, outsource, or delay. The steps below map out how to write a sound action plan to increase your chance of success.
Get clear on what you want to achieve with your project. Define the action plan in terms of where you are and where you want to be. If you have alternative methods to achieve your goal, assess your situation and decide the best chances of success depending on your resources.
Once you have your goal, list the tasks and activities you must complete to achieve it. Then order them sequentially by adding key dates and deadlines. This should include a time frame with start and end dates for each task.
Are there any specific steps that must be completed before others can start? These are critical time-bound tasks with dependencies. Prioritize these tasks and set realistic deadlines. If you plan to assign them to team members, be sure to let them know the dependencies and allow enough time to deliver them.
Now that the project is broken down, you can start assigning tasks. Will you be handling some yourself in addition to managing the project? Make sure you allocate time and human resources carefully — you may choose to delegate or outsource specific tasks.
At the end of each project, assess performance, analyze key performance indicators (KPIs) and metrics, and learn from mistakes or missteps to improve your action planning and project execution. If you work with a team, collect feedback and improvement suggestions from team members for better performance in the future.
Following these best practices will mean you ’ re more likely to succeed:
Action plans aren’t just for project managers — they’re handy for all sorts of professionals and individuals tackling personal or business projects. Action plans can also be used alone or with a team. When working with a team, the leader puts together the action plan with everyone’s input.
Developing an action plan helps individuals, managers, and organizations finish their projects more successfully. They’re great for getting started, keeping track of what needs to be done, and maintaining progress on any project. Remember to check off tasks as they are done, update the plans, and communicate with your team as your project progresses.
A variation of a traditional action plan is a corrective action plan. Project managers and individuals use corrective action plans when they need to fix recurring problems or deviations in a project, process, or organization, so they don’t happen again in the future.
Action plans are quick and easy to create. It’s all about putting down what you need to accomplish your goal or project.
Here’s a simple action plan example for a marketing team working on a new campaign:
Action plan objective: Increase brand awareness and boost product sales by 30% by the end of Q4 2023 through a localized multimedia marketing campaign.
Research and planning
