WORK PLAN
A work plan is like a roadmap for getting things done.
Think of it as a step-by-step guide that helps someone stay organized and focused on reaching
their goals.
A good work plan answers key questions like:
1. What needs to be done? Clearly define the tasks or activities that need to be accomplished.
2. What are the assigned tasks? What are the key duties, roles and responsibilities to be
accomplished?
3. What are the potential risks or challenges? Anticipate and plan for any obstacles that might
arise during the execution of the plan.
4. What resources are needed? Identify any materials, tools, equipment, or support required to
carry out the tasks effectively.
5. How will it be done? Outline the strategies, methods, or approaches that will be used to
complete each task.
6. When will it be done? Set specific timelines and deadlines for each task or milestone.
7. How progress will be monitored and evaluated? Establish measures for tracking progress,
assessing performance, and making adjustments as needed.
Pointers for creating a good work plan
A good work plan provides clarity, direction, and accountability for achieving the desired
outcomes.
To achieve this, it's essential that:
1. There’s clarity on the objectives: Clearly define the goals and objectives that are to be
achieved and the period (timeframe) within which to achieve them. To do this:
First identify the main tasks/objectives to done within a month
Break them down into smaller, manageable tasks. E.g:
o A weekly plan captures the tasks to be accomplished within the week so that
monthly goals are achieved.
o A daily plan provides clarity on what to do daily so that the weekly plan is
achieved.
o For each task identified, think of what may be needed so that set objectives are
more likely to be achieved.
2. Set realistic timelines: It’s important to set realistic deadlines and timelines for each task so
that goals are achieved on schedule.
It helps to understand what the priority tasks are, what the sequence of tasks is, and the
overall time and effort needed to spend on a task.
3. Identify the necessary stakeholders: Be sure to identify the individuals, groups or
organizations that have an interest in, are impacted by or can influence the outcome of set
tasks. This enhances collaboration, ensures accountability and allows for effective planning and
execution.
4. Identify required resources: Identify and list all necessary resources needed to accomplish
each task. This could include materials, tools, information, or support from other team
members.
5. Assess potential risks and establish mitigation strategies: Try and anticipate any potential
risks or challenges and develop contingency plans to address them. Be flexible and proactive in
your problem-solving approaches in the face of obstacles.
6. Track progress: Regularly track progress against the work plan. This could involve setting up
regular check-ins or milestones to assess how tasks are progressing.
7. Communicate: Open dialogue, transparency, and the sharing of updates and challenges to
ensure everyone stays informed and aligned is key in ensuring prompt assistance with
challenges encountered, providing faster remedies for any mistakes made leading to smooth
workflows and accountability.
Work Plan Guideline
1) Give a brief overview of the current tasks being handled. Highlight any pending tasks that
should be tackled.
2) Outline the objectives, tasks or goals to achieve by the end of the week.
3) Identify all the tasks to be done then break them down into manageable tasks.
4) Determine the order in which the tasks need to be completed. Here clarify:
Address any pending tasks
Which tasks are dependent on others?
Which ones are repetitive, everyday tasks?
Estimate the time and effort required to complete each task, given the available
resources and task complexity.
Identify any challenges or factors that may hinder your progress on any task,
articulate it, and propose solutions on how best to overcome it.
Set realistic deadlines for each task/milestone.
5) Prioritize urgent and important tasks.
6) Monitor progress by regularly tracking the progress against a planned timeline. This will
allow you to identify any delays or deviations from the plan early on.
7) Be flexible and willing to adjust as needed to adapt to any unforeseen
challenges/circumstances.
WEEKLY REPORT.
A weekly report is like a progress update on what you've been up to during the week.
The report should give an overview of the progress on the projected tasks as guided by the
work plan. It can highlight but is not limited to and any challenges or issues encountered, steps
taken to resolve them.
It should:
o Short and to the point for clarity
o Everyone should be able to understand it
o Clearly present data through the use of tables, graphs and charts where necessary
o Consistent in its structure and format so that it’s easy to follow each week
o Avoid any grammatical errors
It answers questions like:
1. What was accomplished? Highlight the tasks completed or the achieved goals. Also,
highlight any pending tasks and address the causes.
2. What challenges were faced? Talk about any problems encountered and how they
were dealt with.
3. What's next? Share the plans for the upcoming week and any support that might be
required.
4. Any important updates or news? Mention any changes or updates that might affect
the team or the project.
Weekly Report Guideline
1. Give an overview of the week’s activities, objectives and overall progress.
2. Highlight completed tasks.
3. Outline ongoing projects including the progress and any changes.
4. Describe any problems, or challenges that have been encountered during the week and the
steps taken to resolve them.
5. Outline any pending or unresolved tasks that should be tackled in the next week.
6. Specify any assistance or resources needed to address challenges or to accomplish tasks.
Include any feedback received and your response to it.
