A work plan is a set of goals and processes that can help a team and/or person achieve that goal. By reading a work plan, you can better understand the scale of a project. Whether used in the workplace or academia, work plans help you keep projects organized. Through a work plan, you break down the process into small, light tasks while knowing what you want to achieve. Learn how to create a work plan so you're better prepared for your next project.
Step
Step 1. Decide what your work plan is for
There are many reasons why we develop a work plan. Set that goal from the start so you can prepare for the project well. Remember, most work plans are valid for a certain period of time, for example 6 months or 1 year.
- In the office a work plan helps your boss know what projects you will be working on over the next few months. Your boss needs that information usually after an annual performance review or when your team is working on a major project. The work plan can also be the result of a strategic planning session that the company makes at the beginning of a new calendar or fiscal year.
- In the academic world, work plans are suitable for use by students to work on large projects, or by lecturers to design a syllabus per semester.
- For personal projects, a work plan gives you an idea of what you intend to do, how you will do it, and when you plan to complete it.
Step 2. Write an introduction and background
For a professional work plan, you should write an introduction and background. Your boss or manager will have the information they need to understand the work plan. On the other hand, academic work plans usually do not need an introduction and background.
- The introduction should be short and interesting. Remind your boss why you made that work plan. Introduce him to a project that you will be working on during a certain period of time.
- The background should highlight why you created the work plan. You can do this, for example, by presenting details or statistics of the latest report, identifying issues that need to be addressed, or other reasons based on the input and feedback you have received while working on previous projects.
Step 3. Define goals and targets
Goals and targets are two interrelated things. In the work plan, both of them lead to the achievement of results. The difference is, goals are general, while targets are more specific.
- Goals are the overall picture of your project. Write down what end results you want from the work plan. Make sure the coverage is wide. For example, say you want to complete a research paper or learn to write.
- Targets should be specific and tangible. In other words, you should be able to cross out the steps on your goal list once you've completed them. Finding interviewable sources for your research paper is a good example of a target.
- If the existing targets are too diverse, you can break them down into long term short, period medium, and term long. For example, the company's short-term target of increasing the number of audiences by 30% in three months is different from the long-term target of strengthening the brand's visibility on social media for a year.
- Targets are usually written in active sentences using action verbs with specific meanings. For example, "plan", "write", "improve", and "measure". Avoid verbs with vague meanings such as "learn", "understand", and "know".
Step 4. Develop a work plan with "SMART" targets
SMART is an acronym commonly used to look for more tangible and workable results in work plans.
- Specific means detailed. What exactly are we going to do for whom? Describe the population you will serve and any specific actions you will use to help them.
- Measurable means measurable. Is the target quantitative and measurable? Can you calculate the result? Did you plan the work so that "health levels in South Africa improve in 2012"? Or, do you structure it so that "the number of cases of HIV/AIDS infection among newborns in South Africa falls by 20% by 2020"?
- Achievable means achievable. Can you complete it within the allotted time with the resources at your disposal? Given all the limitations that exist, your target must be realistic. Increasing sales by 500% makes sense if your company is small. Increasing sales by 500% is a near-impossible target for a company that has dominated the market.
- Relevant is related to interests. Will the target have an impact on your desired goal or strategy? Although important for general health, is it true that measuring high school students' height and weight can directly lead to changes in mental health procedures? Make sure your goals and work methods have a clear and intuitive linkage.
- Time bound is time bound. When was the target reached, and/or when did you know you had accomplished it? Determine the project end date. Also mention, if any, what kind of end result could have caused your project to end early, with all results achieved.
Remember, a base number needs to be specified to calculate the change. If you don't know how many newborns in South Africa are infected with HIV/AIDS, how can you ensure that the number of cases is reduced by 20%?
In certain situations, you may need to consult with an expert to make sure the targets in your work plan are achievable
Step 5. List the resources you have
In this list write down everything you need to achieve your goals and targets. Resources take various forms, depending on what your work plan is for.
- Resources in the office include financial budgets, employees, consultants, buildings or rooms, and books. You can attach a detailed budget if the work plan is more formal.
- Resources in academia include access to libraries; research materials such as books, newspapers, and journals; computer and internet access; as well as professors or other people who can help you when you have questions.
Step 6. Recognize existing limitations
Boundaries are obstacles that can get in the way of your efforts to achieve your goals and targets. For example, when doing research assignments at school or college, your schedule turns out to be too tight so you can't research and write well. Therefore, your limit is a hectic schedule. Try eliminating other commitments during the semester so that you can complete your work plan effectively.
Step 7. Who is responsible?
Accountability is an essential element of a good plan. Who is responsible for completing each task? Even if there is a team working on a task, one person must be responsible for ensuring that the task is completed on time.
Step 8. Write a strategy
Observe your work plan, then decide how you will use your resources while overcoming constraints to achieve your goals and targets.
- Write a detailed list of actions. Identify what must happen each day or each week to achieve your goals. Also list what actions other team members should take. You can use project management software or a personal calendar to organize this information.
- Make a schedule. While you may make a tentative work schedule, unforeseen events or situations can arise from time to time. Therefore, make room in your schedule to avoid delays.
Tips
- Define milestones if your project is large. Milestones are points along a project that highlight the achievement of certain targets. You may also consider it a point of reflection, when you observe how far the process has progressed and at the same time make sure it does not deviate from the work plan.
- Create a work plan that works for you. It can be detailed, it can be broad, depending on your wishes or needs. You can write on a piece of paper or with professional software, using pictures and colors. Use whatever is most natural and effective for you.
