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Steps in the Action Planning

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Step 1 

Identify the broad actions needed to achieve each of your intermediate milestones.

This is relatively easy. Keep the actions broad at this stage, at a level of, for example, ‘Create marketing plan’, ‘Recruit sales team’ and so on.

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Step 2 
Break each broad action down into smaller tasks

At this stage, you need to get into more detail. Maybe not at the level of ‘Write a letter to x about y’, but ‘Plan and execute a correspondence campaign that will get across these key messages’.

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Step 3 
Identify who will take responsibility for each action

There is an easy rule here. If you can’t identify one individual, then you’re either not working at a level of sufficient detail in tasks, or have not moved to a high enough job responsibility level.

Every action should have one responsible owner.

It’s not necessarily that person’s job to do that task, but they have to take responsibility for it, and be able to explain what progress has been made on it, so they do have to be able to engage in sufficient detail. Yes, you could just identify the Board member responsible for the project, but you need to be able to drill down into the detail through the responsible owner, and know that nothing is being hidden. Unless this is a small project that can be handled by one person alone, it’s not much help to have a single person responsible for all the tasks.

This is a pragmatic approach to enable you to track progress, so you need to take a pragmatic approach to identifying those responsible: they need to know what’s going on day-to-day.

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Step 4
Work out what could possibly go wrong, and some contingency plans

This step is often called Risk Management, and it is a whole area in itself.

See  Risk Management for more information.

Fundamentally, you or, more likely, the responsible owner for each action, need to  take a look at the question ‘What could possibly go wrong?’. You or they then need to work out how likely that is to happen and how catastrophic it would be if it did happen. Having done so, they need to take action to make the most likely and/or catastrophic events either less likely or less catastrophic - or both.

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Step 5
Take a long hard look at what else is going on in the organisation and whether it’s contributing to the strategy.

This is surprisingly difficult to do. Areas which are not contributing to the overall strategy, or at best are something of a backwater, are usually very aware of that fact, and also of the danger to their jobs created by that situation. They will therefore go out of their way to hide the position from anyone else, often using high-tech language, or management jargon. One former Chancellor of the Exchequer is said to have adopted a novel approach to this kind of obfuscation. If his ministerial colleagues could not explain quickly and simply what a budget was supposed to do, it was immediately removed from the balance sheet of that department, and returned to the Treasury.

Similarly, one useful tool for cutting through the jargon is to demand the ‘elevator pitch’. Ask each department or team to tell you, before the lift gets to the top floor, what exactly they do, and how it contributes to the organisation’s overall strategy. Waffling isn’t an option with just thirty seconds to explain. If the answer’s not acceptable, then you have a choice: cut out the work or put up with it.

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Step 6
Stop those actions and areas which are either not contributing to the strategy or actively damaging it.

Perhaps less surprisingly now you have read the previous section, this can be one of the most difficult elements of action planning. Stopping something which has gained momentum is often very hard. People become committed to it emotionally, and also invest a lot in being the organisational expert in that area. This is therefore not something to undertake lightly. It may be best to focus on those areas, if any, that are actively damaging the strategy, rather than just not contributing.