Creating an effective action plan starts with having a clear goal, vision, or goal in mind. Its purpose is to take you from your current state directly to the fulfillment of the goal you have stated. Potentially, with a well-designed action plan, you can be able to achieve whatever goal you want.
Steps
Part 1 of 4: Create an Action Plan
Step 1. Write down everything
As you work out your action plan, take notes about each piece of information or step. It may be useful to have a binder with different sections, clearly labeled, in which to organize the various aspects of the plan. Here is a list of possible useful sections:
- Various ideas and notes;
- Daily program;
- Monthly schedule;
- Intermediate stages;
- Research;
- Checks and insights;
- People involved and their contacts.
Step 2. Decide clearly what you want
The more vague the goal you want to achieve, the less effective your action plan will be. Try to define in detail what you want to achieve and do it as soon as possible, preferably before starting the project.
Suppose, for example, that you want to finish your master's thesis, basically a long essay consisting of about 40,000 words. You will need to include an introduction, a narrative summary of the topic (in which you discuss the ideas that inspired you and your working methodology), several chapters in which you put your ideas into practice using concrete examples and a conclusion. Let's assume you have a year to write it
Step 3. Be specific and realistic in developing your action plan
Having a clear goal is just the beginning. You have to be specific and realistic in every aspect of the project, for example you have to make sure that both the work plan and the intermediate and final goals are concrete and achievable.
- Being specific and realistic when formulating a long-term project serves to prevent the stress that generally accompanies poorly conceived projects, due to which you don't meet deadlines or are forced into grueling nights at work.
- For example, to finish the thesis by the set deadline, you should write approximately 5,000 words per month. This way, you will have a couple of months before submitting it to review what you have written. In this case, being realistic means avoiding assuming that you can write more than 5,000 words a month.
- If you have to work as an assistant for three months during the year, it is important to consider that you will probably not be able to write even 15,000 words during that time. For this reason, it is better to divide the work between the other nine months.
Step 4. Set measurable milestones
Each stop marks a significant point along the way that will take you to the final destination. The best strategy is to organize the intermediate goals starting from the end (from the achievement of the goal), then going back to the present moment and circumstances.
- Setting milestones can help both you and your co-workers (if any) stay motivated. By fragmenting the work into small tasks and tangible goals, you will not be forced to wait for the conclusion of the project to feel satisfied with what you have done up to that moment.
- Be careful not to establish intermediate stages that are too distant or too close to each other, to avoid that too much or too little time elapses between one and the other. In general, it is best to set a goal every two weeks.
- Returning to the example of the thesis to be written, it is better to avoid using the end of the writing of a chapter as a stage because it could take months to reach it. It would be more useful to set simpler goals, for example based on a certain number of written words, rewarding you every time you reach one.
Step 5. Break down the most challenging tasks into individual actions that are easier to manage
Some tasks or milestones may seem more difficult than others.
- If you feel intimidated by a large amount of work, you can relieve stress and make the task seem more achievable by breaking it down into individual tasks that are easier to complete.
- Returning to the example of the thesis, generally the chapter that contains the narrative synthesis is the most difficult to write, since it contains the foundations of the entire work. To process it, you will need to do a lot of research and analysis, even before you start writing a single word.
- To lighten the load, you can divide the work into three parts: research, analysis, writing. You can also fragment it further by specifically selecting the books and articles you need to read, then setting deadlines in terms of their analysis and writing.
Step 6. Create a list of scheduled tasks
Make a list of the things you need to complete in order to reach the various stages. A list by itself is not effective, so it is essential to add deadlines associated with specific actions you will need to take.
For example, by dividing the narrative synthesis into different sections to lighten the workload, you will know exactly what needs to be done and you can set realistic deadlines for each section. For example, every day or two you may need to read, analyze, and write about a certain concept or topic
Step 7. Set a deadline for each activity
Without a specific time limit, each assignment will risk expanding indefinitely, occupying all the time available. Some tasks may remain unclear.
- Whichever subdivision you have chosen for your action plan, it is essential to assign a specific time frame to each individual phase.
- In our example, if you knew that to read 2,000 words you need about an hour, having to read an article that contains 10,000 words, you will know that you have to give yourself 5 hours to complete the reading.
- You will also need to consider how long it takes to have at least one meal and a few short breaks to rest your brain every one or two hours. Also, it is best to add an additional hour to the final sum to account for some possible unforeseen interruptions.
Step 8. Create a visual representation of your action plan
Once you've listed the things you need to do and set specific deadlines, the next step is to create a visual representation of your strategy. For example, using a flowchart or Gantt chart, a spreadsheet, or whatever type of tool you prefer.
Keep the visual representation in an easily accessible place. The ideal is to be able to hang it on a wall of the room where you study or work
Step 9. Check the things already done as you progress
In addition to giving you a strong sense of satisfaction, doing so will help you stay motivated because it will give you a clear view of the excellent work done so far.
This step is especially useful when working with other people. In this case it is advisable to use a document to share online, so that anyone can have the situation under control from wherever they are
Step 10. Don't stop until you have reached the final goal
Once the action plan has been established and shared with the collaborators, and after setting the intermediate goals, the next step is very simple: do what it takes every day to reach the final goal.
Step 11. Review deadlines if necessary, but never give up
Unfortunately, some unexpected circumstances or events could put a spoke in the wheel, preventing you from meeting the dates you set for completing your tasks and achieving your goal.
Even if that happens, don't be discouraged. Review your action plan and keep working to advance towards the closest milestone
Part 2 of 4: Manage Time
Step 1. Learn to plan your time effectively
You will need to plan in advance what you need to do at every hour of every day of the week, so it's best to use an agenda or app for your smartphone or tablet. Whichever tool you choose to use, make sure it's easy to compile and navigate, otherwise you'll end up not using it.
Some scientific studies have shown that when we put our homework in writing (using pen and paper), the chances of being able to complete them increase. For this reason it would be better to plan your days using a paper diary
Step 2. Avoid simply listing things to do
You will be faced with a list of tasks to do, but with no idea when to do it. The famous "to-do lists" are not as effective as using a diary. When you put an appointment on your agenda, you create the time it takes to complete it.
When you have a specific amount of time to do something (agendas are generally divided into hourly sections), you are less likely to postpone because you know you can only count on that specific amount of time to get the job done before you have to dedicate yourself to the next engagement
Step 3. Learn to organize your time
Splitting the days allows you to have a more realistic idea of the time you can devote to your project. Start with the activities that have the highest priority, then work backwards.
- Plan the whole week. Having a broad view of how your days will unfold will help you plan them in the most productive way possible.
- Some experts advise to get at least a general idea of the program for the entire current month.
- Some people suggest starting at the end of the day and working backwards. For example, if you typically finish work at five in the afternoon, schedule your day backwards, starting at that time until you get to the beginning of the day, when the alarm goes off.
Step 4. Also schedule free time and breaks
The results of several researches have shown that planning ahead for fun time can help us have a more fulfilling life. It has also been proven that working many hours a week (50 or more) actually makes us less productive.
- Lack of sleep kills productivity. Make sure you sleep at least 7 hours a night if you are an adult, or no less than 8 and a half hours if you are a teenager.
- Studies show that planning short "rejuvenating" moments can help increase productivity and improve your overall health. For example, try planning a short session of exercise, meditation, yoga, stretching, or a quick nap.
Step 5. Find time to schedule the weekly planner
Many experts suggest organizing the week right at the beginning of the week. Evaluate how you can best use the time you have each day to advance towards your goals.
- Take into account any planned work or play. If you see too many commitments on schedule, make a choice based on priorities.
- This does not mean that you should give up all social activities. It is important to nurture important friendships and interpersonal relationships. In difficult times they can prove to be a valid support.
Step 6. Review an example of a daily schedule
Returning to the hypothesis of the thesis for the master, the agenda of a standard day could highlight the following appointments:
- 07:00 wake up;
- 07:15 physical exercise;
- 08:30 shower and get dressed;
- 09:15 prepare breakfast and eat it;
- 10:00 work on the thesis - writing (including a 15 minute break);
- 12:15 lunch;
- 13:15 e-mail check;
- 14:00 research and analysis of results (including 20-30 minutes for breaks or snacks)
- 17:00 time to conclude, check e-mails, set the main goals for the following day;
- 5:45 pm leave your desk to take care of daily errands, such as shopping
- 19:00 prepare dinner and have dinner;
- 21:00 time to relax, for example by watching television or listening to music;
- 22:00 getting ready for bed, reading before falling asleep (30 minutes), sleeping.
Step 7. Understand that days don't have to be all the same
You can even spread out your tasks on just one or two days a week. In some cases, taking a break could be especially helpful as you may develop a new perspective on the work ahead.
Returning to the example, you may decide to dedicate yourself to research and writing only on Mondays, Wednesdays and Fridays, while Thursdays could be dedicated to the study of a musical instrument
Step 8. Remember that something unexpected could happen
It is best to always allow for some extra time to use in the event of an unexpected interruption or if the work on the agenda takes longer than expected. Ideally, give yourself twice as much time as you think it takes to get the job done, especially when you're starting a new project.
As you gain experience, or if you are already able to accurately calculate how much time you will need to dedicate to the work in progress, you will be able to thicken the commitments on the agenda. In any case, remember that it is always best to include at least a little extra time for any unexpected events
Step 9. Be flexible and kind to yourself
Especially when starting a new project, be prepared to make some slight changes to the program. Getting it wrong is part of the learning process. In this regard, it might be better to fill in the diary in pencil.
Another useful strategy might be to start by writing down every activity you do for a week or two on your agenda. It's a great way to understand how you spend your time and how much you need to complete each task
Step 10. Isolate from the network
Set a few moments in advance to dedicate to reading emails and social networks. You have to be strict, because there is nothing easier than risking to waste hours because you have the habit of checking your computer or smartphone every five minutes.
"Disconnecting" implies having to turn off your smartphone (if possible) at least during the hours of the day when you need to stay more focused
Step 11. Simplify your days
This step has a strong link with the previous one. Determine what are the most important activities of the day, the ones that will help you achieve your goals, then do your best to accomplish them. Do not prioritize unimportant things, which risk fragmenting your days: e-mails, office paperwork, etc.
- In particular, some experts suggest not checking emails at least in the first hour or two of the day, to be able to focus on important tasks without running the risk of being distracted by the content of the messages.
- If you know you need to complete several short-term tasks (such as checking emails, doing office paperwork, or tidying up your desk), try to group them into one appointment to put on your agenda every day, rather than letting you they interrupt at different times blocking the most important workflow, which most likely requires a greater degree of concentration.
Part 3 of 4: Stay Motivated
Step 1. Be positive
Positivity is a fundamental condition for being able to achieve your goals. Trust yourself and the people around you. Counter negative thoughts and internal dialogue with positive statements.
In addition to being positive, you can benefit from surrounding yourself with happy, optimistic people. The results of several studies have shown that, in the long run, we tend to acquire the habits of the people we spend most of the time with, so select your friendships wisely
Step 2. Reward yourself
In particular, it is important to reward yourself every time you reach an intermediate milestone. The reward must be something tangible, for example a dinner at your favorite restaurant when you reach a biweekly stop or a massage for the bi-monthly one.
Some experts suggest that you give the money to buy the prize to a friend, telling him that he will only have to give it back if you can complete a given task by a specific date. If you fail, he can keep the full amount
Step 3. Create a social support network
It is very important to be able to count on the support of friends and family. In addition, you should bond with people who have similar goals to yours. This way you can control and support each other.
Step 4. Track your progress
Studies clearly show that this is the best way to stay motivated. You can track your progress by simply ticking them off your to-do list.
Step 5. Go to sleep and get up early
If you had the chance to look at the agenda of the most productive people, you would find that in most cases their day starts very early. Generally, their morning routine starts with something they look forward to, which they dedicate themselves to before going to work.
Activities to start your day on a positive note include exercising (from a short stretch or yoga session to a full hour in the gym), eating a healthy breakfast, and spending 20-30 minutes writing your journal
Step 6. Give yourself proper rest
To be able to stay motivated, it is essential to take breaks. By working uninterruptedly you will end up running out of strength. Taking breaks is a smart way to avoid getting too tired and risk wasting time inappropriately.
- For example, turn off your computer and smartphone, just sit quietly and do nothing. If you have any ideas, write them down in a notebook; otherwise enjoy the luxury of having nothing to do.
- If you want, you can try meditating. Turn off your phone or block any kind of notification, then set the timer for up to 30 minutes. The duration of the meditation is obviously up to you, but during the first few attempts it is best not to overdo it. Just sit in a calm place and try to clear your mind. When a thought comes along, try to figure out what kind it is, then quickly let it go. For example, if something about work comes to mind, you can just say "Work" in your mind, then forget about it. Continue like this whenever a thought distracts you from meditation.
Step 7. Use visualization techniques
From time to time, take a few minutes to reflect on your goal and how you will feel when you reach it. This exercise will help you get through difficult times you may encounter along the way more easily.
Step 8. Be prepared that it won't be easy
Generally, the most valuable goals are not easy to achieve. You may have to face various challenges and work hard to make your dreams come true. Accept that you have to make an effort.
Many of the gurus who extol the benefits of living in the present advise accepting obstacles as if you had placed them in your path yourself. Instead of getting upset or trying to fight them, accept them, learn from the circumstances, and get to work figuring out how you can still achieve your goal
Part 4 of 4: Identify Your Goals
Step 1. Write down what you want to achieve
You can use a paper diary or a virtual text document. Using a tool that allows you to write and erase multiple times is particularly useful, especially if you're not sure you know exactly where you want to go, but still have a vague idea.
Journaling regularly is a great way to stay in touch with yourself and your current feelings. Many people believe that writing helps them better understand how they feel and what they want
Step 2. Do your research
When you have a pretty clear idea of what you want to do, start digging deeper. Researching your goals will help you understand the best ways to achieve them.
- On the web you can find various sites, forums and communities that allow users to share links, opinions, content and news in real time to explore multiple topics. Often, you will also have the opportunity to know the opinions of insiders of specific professions.
- In our example, writing the thesis you might start wondering where your studies will take you. Read what other people have done who have followed the same path as you. Their stories could help you direct your thesis towards publications or opportunities that may prove useful in the future.
Step 3. Evaluate the options and choose the most suitable one
Once your searches are done, you will have a clearer view of possible paths and outcomes. It should therefore be easier to choose the path that brings you closest to your goals.
Step 4. Be aware of the possible problems related to achieving your goals
Certain circumstances may put you in trouble. Returning to the example of the thesis, it is likely that at certain times you may feel mentally exhausted, short of material or burdened with unexpected work.
Step 5. Be flexible
Your goals may change as you progress to achieve them. Give yourself and your desires the space they need to evolve. This certainly does not mean that you will be able to give up at the first difficulties, there is a big difference between losing interest and losing hope!
Advice
- You can use the same techniques to identify and plan even bigger goals, such as your future career.
- If you are one of those who think that planning the days in advance is boring, think about this fact: planning the days, the weeks, but also the future months allows you to not have to constantly make decisions about what to do. As a result, your mind will be free to be creative and focus on the work that matters.
