The plan of action

When you have an idea for an initiative or project, there is often more to it than meets the eye. A plan of action helps you record everything clearly and provide structure. Moreover, such a document is regularly requested in grant or fund applications, or in permit procedures.

What is a plan of action?

A plan of action describes the key information surrounding your initiative or project. It acts as a common thread and helps others assess whether to collaborate or support. Often you can reuse parts from other documents, such as a communication plan. And if you are applying for grants or funds, the action plan often forms the basis for your project plan.

Who are you writing it for?

You write an action plan primarily for yourself. It provides structure, helps you set priorities and acts as a mnemonic device during implementation. Especially with longer or more complex projects, it is nice to have a document that clearly lists all the key points.

You also write the plan for others:

• Funders and Funds - Grant or fund applications almost always ask for a project plan or explanation. With a good plan of action, you already have the core information on paper. This saves time and increases the likelihood that your application will be taken seriously.
• Collaborative partners - Think suppliers, a venue owner or co-organizers. They want to be able to quickly see what you are going to do, when and with whom. A plan of action helps align expectations and clearly divide tasks.
• Team members and volunteers - If you are not working on your own, a plan of action ensures that everyone has the same starting point. Tasks, schedules and responsibilities are defined, so you avoid misunderstandings.
• Clients - Sometimes you carry out a project on assignment. Even then a plan of action is useful: you show that you work professionally and that the client can understand the progress and approach.

In short: an action plan is a communication tool. It gives you guidance, but it also makes your initiative more understandable and attractive to the people with whom you are working or who you want to ask for support.

What does it say?

There are no (legally) established rules for the action plan, but a good action plan usually includes the following components:

• General information - contact details and relevant links.
• Introduction - a short and personal preface.
• Initiative or project - a clear description of what you will do.
• Organization - who you are and who is involved.
• Division of labor - who does what, with contact information.
• Client - if you are working on commission, briefly describe that party.
• Basic concept - core information such as name, location, theme, purpose and target audiences.
• Detailed description - a vivid explanation: what does your project look like?
• Objectives - content and communication.
• Target groups - who do you want to reach, how big are they and how do you reach them?
• Partners - collaborations with other organizations or companies.
• Location & facilities - relevant details of the place and resources.
• Safety & hospitality - if applicable: how to arrange this?
• Communication tools - online, offline and free publicity, linked to target audiences.
• Budget and Notes - financial setup and explanation of items.
• Planning - an overview of the work over time.
• Attachments - think scripts, resumes, bylaws or additional plans.

💡 Tip: On our website, you'll find a handy fill-in-the-blank document to create your own plan of action right away. That way you don't have to reinvent the wheel yourself.