• Operational objectives are the clearly established focal point of any operational plan or action plan.
• Action plans are the means by which the operational plan is accomplished.
• Action plans should state the objective, action steps, accountability, schedule, resources, and feedback mechanisms of the plan.

Operational objectives have been clearly established as the focal point of any operational plan or action plan. Action plans define the results desired in specific, measurable terms.

Action plans

Action plans are the specific means by which operational objectives are accomplished. Action plans incorporate these five factors:

1. The specific steps or actions required.
2. Who will be held accountable for seeing that each step or action is completed.
3. When these steps or actions are to be carried out.
4. What resources need to be allocated in order to carry them out.
5. What feedback mechanisms are needed to monitor progress within each step.

Most action plans, regardless of how simple or complex the objective is, contain five to ten major action steps. Fewer than five action steps indicate that insufficient consideration may have been given to the amount of effort required. More than ten action steps suggest that more detail may have been included than is appropriate.

What is the purpose of an action plan?

The most important purpose of an action plan is to clearly identify what needs to occur if the objective is to be accomplished. The importance of this consideration becomes dramatically apparent when something is overlooked, causing significant problems in the accomplishment of an objective. Such failure occurs because someone neglected to do something that is normally expected. Thus, an additional value of an action plan, whether at the company or individual level, is to make certain that the obvious is not overlooked.

The second purpose for an action plan is to test and validate the objective itself. Objectives are often established based on the results desired, with no real assurance that they are truly achievable. Once a draft objective is established, breaking it down into smaller pieces, the action pieces provide an opportunity for a reality test. The action plan creates a more rational basis for determining whether:

• The objective can be reasonably accomplished within the time period projected.
• The knowledge, skill, and equipment necessary to carry out the plan are present in the organization
• All necessary information is known.
• There are other alternatives that need to be considered.

The establishment of a detailed action plan may lead to the conclusion that the objective is unrealistic. This could result in a decision to modify the objective, modify the action plan, or postpone or even abandon the objective. If your objective is to have twenty trucks in operation by the end of the year and you currently have one, with limited financial resources to expand, maybe the objective needs to be revisited. The decision not to pursue an objective at this point is just as valid as a go-ahead, and it is considerably less expensive and traumatic to make such a decision before significant effort and resources have been expended.

A third purpose for an action plan is to serve as a communications vehicle for others within the organization who need to contribute to, or will be affected by, what takes place. This is especially important when there are several different parts of the organization that have a distinct role to play in the achievement of the objective.

Going back to the example of adding twenty trucks by year-end, who else needs to know? How about the head of vehicle maintenance? What about the recruiting department? Through the identification of all relevant parties, and the fixing of accountability on each of the action steps, there is less likelihood of delays or voids in the pursuit of the objective. Furthermore, the communications process that is involved in developing or interpreting the action plan can have a positive impact on the motivation and ownership of those who significantly influence the outcome of the objective.