Action Plans – Active Manager Learning Zone

Key benefits to action plans

Action Plans allow identified issues to be captured & addressed in a structured and consistent way
They ensure specific actions are agreed to resolve specific issues
They ensure specific individuals are assigned responsibility and accountability for agreed actions
They ensure adherence to an agreed time frame
They provide a framework to audit the effectiveness of the actions agreed to resolve the issue
They focus Team Leaders on active management activities
They promote effective delegation, negotiation, monitoring and reviewing techniques for the Team Leader and the action plan owner
They provide documented evidence of achievements which may be used during the performance review process
They identify actions & steps required
The identify responsibilities & ownership of the actions
They identify a time frame for the actions to be completed.

Getting the most out of action plans

To ensure you get the most out of the action plans it is vital that they are clear and concise so there is little or no room for misinterpretation, there are two key ingredients to a successful action plan.

All actions should be SMART

Specific

Measurable

Achievable

Resourced

Timescaled

Vital to success;
Avoids misinterpretation;
Enables understanding of desired outcome required; and,
A SMART action will assist you in achieving the desired outcome from the agreed action.

How to complete an Action Plan

A Team Leader will assign responsibility of an action plan to an owner. From that point the owner is responsible for the completion of the tasks outlined in the plan. Certain tasks may be assigned to other people within the plan but the ultimate responsibility remains with the action plan owner.

It is used whenever an issue is identified and requires resolving through the completion of a number of steps. The issue can arise from day to day activity, training sessions, one to ones, team huddle sessions, quality reviews, suggestions for improvement etc.

Number	Activity Description	Performer
1	Issue is identified as needing to be resolved via a number of steps.	Team Leader
2	The issue is assigned to an owner. Note: Ultimate responsibility for the resolution of that issue remains with the Team Leader regardless of who the issue is assigned to.	Team Leader
3	• Owner gains understanding of issue and possible solutions • Timescale for overall issue to resolved/agreed.	Team Leader
4	Owner completes action plan (may require team input): • Outlines task • Assigns responsibility • Assigns timeframes.	Action Plan Owner
5	Review completed action plan template with manager/team manager who issued the plan.	Action Plan Owner & Team Leader
6	Owner ensures implementation of agreed actions completed on time by responsible party.	Owner/Task Owners
7	When complete, action plan taken to manager/team manager who issued the plan and it is reviewed & closed with sign off.	Action Plan Owner & Team Leader
8	Periodic adherence to process carried out via change control process.	Line Manager

Action Plan Numbering

When numbering the actions within the action plan it is good practice to number using the sequence 1.1, 1.2, 1.3, 2.1, 2.2, etc.

The number that precedes the decimal place is the meeting number; the number that succeeds the decimal place is the action number within that meeting. This is particularly useful as, at a glance, you can see how many 121’s, team meetings etc., you have held and will also give you an indicator on the age of the action.

Frequently Asked Questions

Does a Team Leader need to assign an action for every issue, opportunity or challenge they identify?

In general yes but only if it’s clear that it can realistically be addressed. In situations where the timescale for a resolution may be mid or long term, incremental steps/improvements will need to be defined.

What happens if I cannot get the buy-in of the person I want to be the owner?

If an action is not supported or adhered to, the reasons for this must be explored and understood. Be prepared to redefine it, reallocate it or commit to more support.

Can I use the same Action Plan again if the same matter persists?

No, it will need to be redefined and alternative activities, responsibilities and time frames agreed.

Do all Action Plans need to be reviewed by the Team Leader once the owner has completed the action plan template?

Yes, a Team Leader should review all Action Plans for completeness before they are closed and archived. This can be completed in isolation or during the monthly 1-2-1.