Tool 4: Action Plan

AKA

N/A

Classification

Planning/Presenting (PP)

Tool description

An action plan is a finalized document that displays action items, due dates, and other related information to successfully implement a solution or manage a project. The action plan breaks down an often complex project into smaller action items that are assigned to people who use stated resources to complete the tasks.

Typical application

• To organize a team effort to implement a solution or process-improvement opportunity.

• To ascertain the progress of completion of listed action items and to verify overall schedule performance.

• To provide a project management tool for monitoring project status.

Problem-solving phase

	Select and define problem or opportunity
	Identify and analyze causes or potential change
→	Develop and plan possible solutions or change
→	Implement and evaluate solution or change
	Measure and report solution or change results
	Recognize and reward team efforts

Typically used by

	Research/statistics
	Creativity/innovation
	Engineering
1	Project management
	Manufacturing
	Marketing/sales
3	Administration/documentation
	Servicing/support
	Customer/quality metrics
2	Change management

links to other tools

before

• Project planning log

• Project prioritization matrix

• Work breakdown structure (WBS)

• Resource requirements matrix

• Milestones chart

after

• Activity network diagram

• Objectives matrix (OMAX)

• Program evaluation and review technique (PERT)

• Responsibility matrix

• Resource histogram

Notes and key points

• If the action plan's completion date is known, due dates for action items are developed moving backward in time.

• Openly display the action plan so that participants can verify status of completion.

Step-by-step procedure

• STEP 1 The team brainstorms and identifies all required action items and their sequence of completion.

• STEP 2 The facilitator draws an action plan on the whiteboard and lists all required action items and target dates. See example Action Plan for Poster Development.

• STEP 3 Next, team participants or outside-the-team personnel are assigned the responsibility of completing the items.

• STEP 4 All due dates are checked to ensure there are no conflicting time frames, and resource requirements (if known) are noted on the action plan.

• STEP 5 The final plan is verified, signed off by the team, and dated as shown in the example.

• STEP 6 After the action plan has been finalized, approved, and reproduced, a copy is posted on the bulletin board for future progress checks.

Example of tool application

Action Plan for Poster Development

Action Plan Issue:1 Team: Quality						Date: xx/xx/xx
Objective: Development of a TQM Poster						Approval: WJM
No.	Action items	Person responsible	Resources required	Target date	Actual date	Status disposition
1	Prepare draft	J. Cowen	Review materials	2-1	2-6	Some definitions are missing
2	Typewritten info	S. Fagen	Word processing	4-1	3-15	Have J. C. check copy
3	Prepare artwork	J.L. (graphics)	Graphics request	5-1
4	Check prepared draft	J. Cowen	—	7-1
5	Revise draft and artwork	Team	—	8-1
6	Cut printing plate	Bill S. (repro)	Print request	10-15
7	Print color poster	"	Printshop materials	11-10
8	Revise color shading	"	"	12-1
9	Check poster quality	Team	Get feedback	12-5
10	Request reproduction	WJM	Repro request	12-15