The plan of action

Put everything surrounding your initiative or project into a plan of action. When you have come up with a concept, in many cases there is quite a lot involved in its realization. It is therefore useful to draw up an action plan in which all relevant information about your initiative or concept is described. In some cases this is even requested by third parties, such as when applying for subsidies or funds or when applying for a permit. Then you may be asked for certain information that you have already described in this action plan. On this page we will help you on your way in preparing an action plan. Elsewhere on this website we have a sample / fill-in document ready for you that you can download for free.

What is a plan of action?

A plan of action contains almost all relevant information about your initiative or project. It contains the most important things that you yourself don't want to forget and that others need to make it easier to work with or assess whether they see an opportunity for cooperation. It is the thread for the creation of your initiative or project. Some parts are very similar to the content of a communication plan, for example, so you can take some of it from one of the documents and add it to the other. In many cases this will save you time. If you want to apply for a grant or a fund , you will be asked for a project plan. Part of that can be taken from your plan of action.

For whom are you writing the plan of action?

You write the plan of action primarily for yourself. This way you can easily monitor the thread and you can look back on previous plans you have made. It simply provides you with structure, which is especially helpful with larger initiatives or projects. In addition, you are bound to have to deal with other people who do not know your initiative or project as well as you do. For example, a provider of grants or funds will always ask you to include a project plan or some other form of explanation. You will have already described some of that information in the plan of action. It is also possible that you will be working with suppliers or a location owner, which makes it interesting to send the plan of approach (or part of it) to them.

What is in the plan of action?

There are no legal rules regarding the content of an action plan. Always follow your own feelings, but keep in mind that the following items will always need to be included, to a greater or lesser extent:

General data

Always include your contact information and links to digital communication tools if they already exist.

Preface / introduction

The preface is often the first thing read. Take this opportunity to interest and inform the reader about the document they have in front of them. In particular, keep the preface somewhat personal.

Your initiative or project

Remember that you know all about your own initiative or project and the other person often does not, so describe briefly here what type of initiative or project it is.

Your organization

Also describe who you are and who is involved. Show that you are not just someone with a hobby but that you really know about it and want to realize your initiative or project in a professional way. Then the reader will trust it faster.

The division of labor

Describe here who from your organization is responsible for certain parts of the implementation. This could be yourself, of course, if you plan to do everything yourself. In some cases, several people are involved. List here the names, numbers, e-mail addresses and the part for which they are responsible.

The principal

In some cases, you carry out your initiative or project on behalf of someone else or you are a delegated writer of a plan of action. Then, of course, it is good to include the client's details and perhaps explain something about this organization.

The basic concept

Describe your basic concept of your initiative or project in a few lines so it can be quickly reviewed. This includes things like the name, location, theme, objective, target groups, and how you plan to do it financially.

The comprehensive draft description

Here, describe in full color what your initiative or project will look like. Make sure you evoke a feeling in the reader. You can do this, for example, by writing it from the point of view of the visitor or your audience. You can also describe here, for example, how the program is structured or what materials and colors you will use to realize the artwork.

Your objectives

Describe the goals you have for your initiative or project as clearly as possible.

Communication Objectives

Also accurately describe what your communication objectives are or refer to a separate communication plan for this purpose.

Your target audience(s)

This is the time to describe in as much detail as possible the target groups you want to reach with your initiative or project. You yourself need this to determine what promotional tools you will use, and the reader may need it to judge whether it fits within their goals or practices. Describe these as clearly as possible and indicate the size of those target groups. Describe separately each group of people who have consistent characteristics. So there may be several.

Partners

You always have to deal with other organizations, such as sponsors, a venue, suppliers, governments, etc. They work with you for a reason; they often have an interest in your initiative or project. When assessing the application for a grant or fund , you are also often asked how you cooperate with other parties within the market.

Location

Should your initiative or project take place in a specific location, it is good to name the key data and characteristics of that location.

Facilities

In some initiatives or projects, you will be working with your own or hire facilities. If desired, include those in your plan of action.

Safety

Some initiatives or projects will involve safety issues. Include those in your plan of action or refer to a separate safety plan.

Food and beverage (hospitality)

Are you planning to provide food and drink for performers or your audience. Describe this in the plan of action. If you apply for a permit, you may be asked how you will deal with issues such as social hygiene, and you can include that here as well.

Communication Tools

Describe here all the means of communication you will use to promote your initiative or project. Distinguish between online, offline and free publicity, especially if there are quite a few. Also link it to the relevant target groups you have determined. That way they can see the reach you intend to achieve with your initiative or project.

Budget

Also include the budget for the initiative in your plan.

Notes to the budget

Often, when you apply for a grant or fund , you are explicitly asked to explain the various items you have in your budget. This way you can clarify how you arrived at those amounts. So always do this.

Planning

Make a clear schedule that shows at what times you want to do what work. If you send the plan of action at an early stage, then the planning may be a bit more global than when you are right before implementation.

Attachments

You may want or even need to include certain appendices such as a script, a communications plan, a separate budget, a safety plan, bylaws, resumes of board members or something similar. Then always number those and include it in the table of contents as well. Through this link you can download a document that serves as an example for writing a plan of action.

If, from your expertise, you yourself have knowledge that would fit this topic, or if you see opportunities to improve this text, we look forward to receiving your message at info@cultuuracademy.nl.