Guide for Work Plans
by Amy Brugh
Work plans can help us make progress, learn from each other, make adjustments, celebrate successes, and demonstrate the value and meaning of our work. Work plans are designed and implemented in whatever ways work best for you and the people around you.
Here are 10 tips for work plans:
GET CLEAR ON YOUR PURPOSE, MOTIVATION, AND STYLE
Figure out what purpose your plan is serving. Write a plan that you’re going to work. Include some special and unique elements that will motivate you. Use a format that fits your learning and work styles, Find a template or sample to edit and make it work for you.
DEFINE SCOPE
Tie the work plan back to an existing strategic plan (or whatever it’s called at your organization). If you don’t have a strategic plan or framework, do the best with what you have. Include what realistically can be accomplished, and then add in a little bit of a stretch. Figure out what success would look like and then figure out how to get there. Designate a start date and an end date.
USE PLAIN LANGUAGE
Goals, strategies, objectives. Priorities, commitments, action steps. Inputs, outputs, whatever. Use words that work for you. Use symbols or colors or other visuals. Let go of jargon or buzzwords and focus on the quality of the work. Heck, don’t worry about getting the words exactly right. Just plan out the work and work the plan.
DETERMINE ACCOUNTABILITY
Make sure it’s clear who is responsible for what. Name the group or individual responsible for an overall goal or specific action and write this into the plan.
DETERMINE DEADLINES
Get clear on how much time something takes and plan back from there. Commit to a deadline, but don’t sweat it if you don’t quite meet it. Document how long things take and where you had to make adjustments. Use existing points in time like the calendar year, the end of your fiscal year, monthly staff meetings, funding requirements, tax or regulatory rules (and more) to help set deadlines in your work plan.
WORK THE PLAN!
Use the plan to guide your work. Refer to it frequently on your own and with other people doing the work.
MAKE ADJUSTMENTS
Be honest with yourself when something isn’t working and make adjustments. Examine how and why a goal may have been unrealistic or a deadline couldn’t be met. Be open to new opportunities that arise after you’ve written the plan and incorporate what makes sense.
REPORT BACK
Document your work. Write monthly, quarterly, or annual reports. Communicate your progress with others such as board, staff, funders, community members, and other stakeholders. Use this report as a way to show your progress and carry it through the next steps of evaluation and celebration.
EVALUATE YOUR WORK
Remember when the directions say read all the way to the end before beginning? This applies to work planning, too. Determine how you’ll know if you made progress and if the work has had the intended impact. Use your evaluation to inform your future plans.
CELEBRATE AND START AGAIN
Celebrate what went well. Reward yourself and those you work with. Take all of your learning and experience and set out to write your next work plan.