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Once the necessary authorizations have been secured, the next step in planning is to clearly define the procedures for action. This involves establishing how the project activities will be carried out, who will execute them, and with what resources.
The main elements to consider are:
Task definition: break down each activity into specific, sequential steps.
Assignment of responsibilities: establishing roles and responsibilities, which ensures commitment and avoids duplication of effort.
Resources needed: identify what materials, equipment, budget, and personnel will be required for each phase.
Protocols and standards: include safety, quality, and technical procedure standards that ensure orderly development.
Internal communication: determine channels and frequency of reports to coordinate progress and resolve problems in a timely manner.
Control and monitoring mechanisms: define progress indicators and management tools (e.g., Gantt charts, control meetings, project management software).
The following table summarizes how the main activities of the project are organized, indicating who is responsible for each task, the resources needed for its execution, and the control mechanisms that ensure that the objectives are met in an orderly and efficient manner:
Action procedures organize tasks, assign responsibilities, establish priorities, and allow the project to be adapted to unforeseen circumstances, ensuring efficient and controlled execution:
Establishing priority criteria
Not all activities have the same importance or urgency. Defining priority criteria allows resources to be concentrated first on tasks that are critical to the progress of the project.
For example, tasks that unblock other activities or that have a high impact on schedule compliance should be executed first.
Flexibility and adaptation of the procedure
Procedures should include a certain margin for adaptation to unforeseen circumstances: changes in resources, delays in the delivery of materials, or technical problems.
Planning alternatives (plan B) and rapid response protocols increases the resilience of the project.
Integration of management tools
The use of planning software (Gantt, Trello, Asana, MS Project) allows for centralized coordination of activities, assignment of tasks, and monitoring.
It facilitates communication between teams and visibility of progress, avoiding duplication of effort.
Procedure documentation
Recording each procedure and updating it during execution ensures that knowledge is available to the entire team and serves as a guide for future projects.
This includes manuals, instructions, or follow-up meeting minutes.
Procedure performance evaluation
It is recommended to measure the effectiveness of procedures: whether they meet objectives, comply with deadlines, and use resources efficiently.
This evaluation allows for real-time process improvement and optimization of future executions.
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