If you don’t have a format for writing briefs or how-to instructions for your team, then STOPTAT.
– Strategy
– Tactics
– Operational planning
– Procedures
– Techniques
– Actions
– Tasks
The gold standard for getting a team aligned on upcoming actions are always SOPs and templates. They are built to cater to a range of expertise, create expectations for what’s to come, tells them what needs to be done, and who needs to contribute at the right time.
In cases of non-repeatable or unexpected tasks, and SOPs may not exist yet, instructions/guides/briefs become a mode for an experienced members or task managers to communicate the needs of a project so that a team can coordinate the execution of work items. The goal of such a how-to guide or brief is to be an effective way for readers to find specific instructions that can help them overcome problems, gaps in knowledge and fulfil a task.
Clear actionable instructions is key, but the comprehensive way to give your team the ability to make good decisions and tackle challenges down the road can’t just be done with a step-by-step instruction. By breaking down the process into strategic, tactical, operational, and actionable elements, the task manager can provide a wholesome understanding that allows parameters and considerations to guide the readers. Let’s take a look at this in detail:
1. Strategy
Definition: Strategy refers to the overall plan and long-term vision that guides the direction of the guide. It sets the purpose, goals, and desired outcomes.
How to Implement:
– Define the Purpose: Clearly articulate the goal of your how-to guide. What problem does it solve, and why is it important?
– Identify the Audience: Understand who will use this guide and tailor your content to meet their needs and skill levels.
– Set Clear Objectives: Outline what you want the readers to achieve by following the guide.
– Determine Resources: Identify the resources, tools, and knowledge required to implement the strategy.
2. Tactics
Definition: Tactics are the specific actions or methods used to achieve the strategic objectives. They are more flexible and can be adapted as needed.
How to Implement:
– Break Down Objectives: Divide the strategic objectives into smaller, manageable components.
– Choose Methods: Select the best methods or approaches to achieve each component. Consider various options and their potential impact.
– Prioritise Actions: Determine the order of actions based on their importance and urgency.
3. Operational Planning
Definition: Operational planning involves creating detailed plans for executing tactics. It focuses on the day-to-day activities required to achieve the strategic goals.
How to Implement:
– Develop a Timeline: Establish a schedule for completing each task and action within the guide.
– Allocate Resources: Assign resources such as time, personnel, and equipment to each task.
– Set Milestones: Identify key milestones to track progress and make necessary adjustments.
– Create Contingency Plans: Prepare for potential challenges and develop plans to address them.
4. Procedures
Definition: Procedures are the step-by-step instructions that outline how to perform specific tasks. They ensure consistency and accuracy in execution.
How to Implement:
– List Steps Clearly: Write clear and concise steps for each task. Use numbered lists or bullet points for easy reference.
– Include Details: Provide necessary details, such as measurements, tools, or specific actions needed for each step.
– Use Visual Aids: Incorporate diagrams, images, or videos to enhance understanding and clarity.
5. Techniques
Definition: Techniques are the specialised skills or methods required to perform tasks effectively. They enhance the quality and efficiency of the work.
How to Implement:
– Identify Techniques: Determine which techniques are essential for executing tasks within the guide.
– Provide Instructions: Offer detailed explanations or demonstrations of each technique.
– Encourage Practice: Suggest ways for users to practice and improve their proficiency in each technique.
6. Actions
Definition: Actions are the specific steps taken to execute a plan or procedure. They are the building blocks of the guide’s implementation.
How to Implement:
– Outline Actions: Clearly define the actions needed to complete each step of the guide.
– Ensure Clarity: Use simple and direct language to describe each action.
– Verify Feasibility: Ensure that actions are realistic and achievable within the available resources and constraints.
7. Tasks
Definition: Tasks are the individual pieces of work that need to be completed to achieve the guide’s objectives. They are the practical elements of the guide.
How to Implement
– List Tasks: Break down each procedure into smaller tasks for easier management.
– Assign Responsibilities: If applicable, assign tasks to specific individuals or teams.
– Track Progress: Monitor the completion of tasks to ensure the guide stays on track.
Let’s take the example of organising a community tree-planting event. Here’s how you can utilise each of these components:
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Organising a Community Tree-Planting Event
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1. Strategy
Definition: Strategy is the overall plan and vision for the event. It sets the purpose, goals, and desired outcomes.
Example Implementation:
– Purpose: Promote environmental sustainability and community involvement by organising a tree-planting event.
– Audience: Local community members, schools, and environmental organisations.
– Objectives:
– Plant 500 trees in the local park.
– Engage 200 community volunteers.
– Raise awareness about the benefits of trees.
– Determine Resources: Identify funding sources, partnerships, and necessary permits.
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2. Tactics
Definition: Tactics are specific actions or methods to achieve strategic objectives. They provide a framework for implementing the strategy.
Example Implementation:
– Partnership Development: Collaborate with local businesses, schools, and environmental organisations for support and resources.
– Volunteer Recruitment: Use social media, local newsletters, and flyers to attract volunteers.
– Event Promotion: Develop a marketing plan to promote the event through various channels.
– Logistics Planning: Plan the event layout, equipment, and supplies needed for the day.
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3. Operational Planning
Definition: Operational planning involves creating detailed plans for executing tactics. It focuses on the day-to-day activities required to achieve the strategic goals.
Example Implementation:
– Develop a Timeline:
– 2 Months Before: Begin partnership outreach and secure permits.
– 1 Month Before: Start volunteer recruitment and promotion.
– 1 Week Before: Confirm logistics and prepare materials.
– Allocate Resources: Assign tasks to team members and allocate budget for materials and promotions.
– Set Milestones:
– Secure partnerships by [date].
– Recruit 100 volunteers by [date].
– Complete promotional materials by [date].
– Create Contingency Plans: Plan for potential weather issues and have a backup date.
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4. Procedures
Definition: Procedures are the step-by-step instructions outlining how to perform specific tasks. They ensure consistency and accuracy in execution.
Example Implementation:
- Site Preparation:
– Select Tree Planting Sites: Coordinate with local authorities to choose appropriate areas.
– Mark Planting Spots: Use flags or markers to indicate planting locations.
2. Volunteer Coordination:
– Check-In Process: Set up a check-in booth for volunteers.
– Assign Roles: Distribute tasks such as planting, watering, and guiding volunteers.
3. Tree Planting:
– Digging Holes: Use shovels to dig holes according to tree size.
– Planting Trees: Place trees in holes, ensuring roots are covered with soil.
– Watering Trees: Water each tree after planting.
4. Post-Event Cleanup:
– Collect Tools: Gather all equipment and materials.
– Dispose of Waste: Properly dispose of any waste or debris.
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5. Techniques
Definition: Techniques are the specialised skills or methods required to perform tasks effectively. They enhance the quality and efficiency of the work.
Example Implementation:
– Tree Planting Techniques:
– Proper Digging: Demonstrate how to dig holes of the correct depth and width.
– Tree Positioning: Explain how to position the tree to ensure healthy growth.
– Root Handling: Show how to handle roots to prevent damage.
– Volunteer Engagement Techniques:
– Motivational Talks: Provide engaging talks to inspire volunteers.
– Team Building: Organise team-building activities to encourage collaboration.
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6. Actions
Definition: Actions are the specific steps taken to execute a plan or procedure. They are the building blocks of the guide’s implementation.
Example Implementation:
– Identify Sites: Visit and select tree planting locations in the park.
– Create Promotional Materials: Design flyers and social media posts to promote the event.
– Recruit Volunteers: Contact local organisations and schools for volunteer support.
– Prepare Supplies: Gather tools, gloves, and other necessary materials for the event.
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7. Tasks
Definition: Tasks are the individual pieces of work that need to be completed to achieve the guide’s objectives. They are the practical elements of the guide.
Example Implementation:
– Secure Permits: Contact local authorities to obtain necessary permits.
– Design Flyers: Create visually appealing flyers for event promotion.
– Coordinate with Partners: Schedule meetings with partner organizations.
– Organize Volunteer Teams: Divide volunteers into teams and assign specific tasks.
– Set Up Event Space: Arrange tables, tents, and equipment on the day of the event.
– Conduct Training: Provide training for volunteers on planting techniques and safety measures.
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Bringing It All Together
By breaking down the process into these components, you create a well-organised and actionable how-to guide that is easy to follow and implement. Here’s a summary of how these elements fit together:
– Strategy provides the overarching plan and goals for the event.
– Tactics offer the methods and approaches to achieve the strategy.
– Operational Planning creates detailed plans for executing the tactics.
– Procedures give step-by-step instructions for specific tasks.
– Techniques provide specialised skills to enhance task execution.
– Actions outline the specific steps needed to implement the plan.
– Tasks break down actions into manageable workpieces.
This structured approach ensures clarity, efficiency, and successful outcomes for organising a community tree-planting event.
A comprehensive how-to guide serves as a valuable tool for project managers, providing a structured approach to planning and execution. It helps in aligning efforts, optimising resources, managing risks, ensuring quality, and enhancing team engagement.
If you like to use such a planning framework for your project, you can copy and edit the following prompt:
Create an example of a straightforward guide on a [the thing you want to create], by breaking down the guide into:
- Strategy
- Tactic
- Operational planning
- Procedures
- Techniques
- Actions
- Tasks