The Project Plan of Action

Guide
The Project Plan of Action

Planning is a prerequisite to accomplishing goals. Following a Plan of Action consists of assessing now what should be done in the future to effectively fulfill the mission and objectives of the project or activity.

PLANNING PROCESS

A Plan of Action is not a schedule of events (which only specifies the activity and when it is to take place), or a list of things to be done to achieve the objective. A Plan of Action must answer the following questions:

1. Why was this project established? – The Mission or Purpose.

The mission or purpose of a project or activity is the reason for its existence, the definition of its purpose. Each project is unique and will have its own mission, but it must be closely related to the chapter’s mission and JCI mission:

"To contribute to the advancement of the global community by providing the opportunity for young people to develop the leadership skills, social responsibility, entrepreneurship and fellowship necessary to create positive change."

2. Where will the project committee concentrate its efforts? – The Key Result Areas.

The mission should now be divided into Key Result Areas, which will determine where the committee and the members should invest most of the time, talents, energy, and money.

The Key Result Areas are the areas where primary attention needs to be focused and where results, not activities are significant.

3. What do we want to do? – The Objectives.

Objectives form the basis for determining what activities should be performed.

Objectives also help to establish criteria for evaluating how well the activities are being conducted. An objective is a statement of a result to be achieved and must start with the word "to" followed by an action verb. It must be clear, achievable, and measurable.

4. Who will be responsible for it? – The person Responsible.

Each objective must clearly indicate who will be responsible for the coordination of the action and the accomplishment as well as the development of strategies and the assignment of new responsibilities to each strategy.

5. When should it start and be completed? – The Deadlines.

The objective must also state dates to begin and end or a time period within which the result is to be accomplished.

6. How much is it going to cost? – The Budget.

The objective must stipulate the maximum investment the chapter is willing to authorize.

7. How do we want it to be done? – The Strategies.

The objective is now divided into smaller strategies, which are general actions to be taken to accomplish the objective. The strategy must also indicate the person responsible, the deadline, and the cost. The one responsible for each strategy must then decide how the strategy will be carried out.

8. How each strategy should be completed? – The Action Steps.

Action Steps are the small tasks that must be taken to accomplish the strategy.

After the above process is completed, the actions should be spread over the yearly calendar.
THE PLANNING SCHEDULE

The following steps should be taken during the development of the project Plan of Action:

1. Draft of the Plan of Action is made.

The Project Chairman and other key members prepare a draft of the Plan of Action for the project.

2. The Project Committee amends draft.

The draft is discussed by the Project Committee and amended if necessary.

3. Final Proposal goes to the Board of Directors.

The proposal is submitted to the Vice President responsible for the Area of Opportunity and the Commission Chairman and amended if necessary.

4. New Project Committee incorporates the changes approved by the Board.

The final Plan of Action is now printed and distributed to all project members.

5. Project members prepare their plans.

Each project member prepares another plan of action after being given his or her assignments and responsibilities for various objectives.

6. Individual plans are approved.

Each member plan of action is approved by the Project Chairman. The cost and deadlines can now be set for all activities.

7. Project Schedule of Events is designed.

The committee can now spread the activities over a calendar and send it to all project members with the deadlines and assignments.

8. Supervisors follow up on their teams' duties.

Now is the time for action, and the immediate supervisors of each member should follow up with their team members to make sure that everything is going according to plan and schedule.

9. Evaluation and recommendations for the future are made.

The Project Chairman, Commission Director and Vice President should evaluate the progress every month and make recommendations on actions to be included in a future project.

10. Report and recommendations for future projects.

Careful analysis is made and concrete recommendations are presented to make future projects better and avoid mistakes that happened on this project.

SUMMARY

Whatever the purpose for writing a plan of action is, don't think of it as cast in stone once it is printed. Review your plans constantly for updates or whenever circumstances in the project change significantly.