Operational Planning

The annual operational plan is a general document for the organisation, which displays the list of activities, each with its date and duration, which are regularly carried out in the organisation during the year which will deliver the organisation’s strategic goals. Each division or department should generate its own operational plan encompassed in the strategic plan. Operational plans can then be reviewed or amended as circumstances change or activities are completed. It can provide a visual format which stakeholders can interact with. One example of an operational plan can be a Gantt Chart or a table – which lists the categories and activities in the vertical axis and the timescale, milestones and completion status on the horizontal axis. Many versions are available to download online which can then be adapted to suit your needs.

Annual Operational Plan
What we will do	Date to be completed	Who is responsible	Other functions involved	Budget

Setting of objectives

Objectives outline what the rugby organisation is trying to achieve. It is important to set objectives that are related to its Vision and Mission Statement. They can help to provide focus, allow the measurement of progress and performance and can drive the organisation forwards. Setting objectives also facilitates planning, provides direction and guidance, can motivate and inspire workers and volunteers and can also make challenges feel possible.

All objectives should be SMART:

• S = Specific – describes a specific area of improvement, explains what you want to achieve
• M = Measurable – quantifies or at least suggest and indicator of progress, how it is demonstrated and evaluated
• A = Achievable – adjusted to the reality of the situation and environment, so that they are challenging but not unrealistic
• R = Relevant – providing value at the right Aligned with the general strategy, consistent with past, present and future
• T = Time bound – if there is no time set for completion of the objective then it is likely that the objective will not be

Example of SMART objective

To contract 3 new club sponsors 18 months from now.

Specific	New sponsors
Measurable	3
Achievable	18 months to achieve
Relevant	Benefits the club
Time bound	18 months

Operations

Operations are related to the execution of the activities, projects and tasks over the short and medium term that defines a large part of the day-to-day activity of the organisation. These require large amounts of time, energy, effort, ability, information and resources to produce the desired outcome.

Operational breakdown

All the work to be completed in an organisation can be broken down hierarchically into smaller and more manageable chunks, each with its own objectives and outcomes. The higher up, the more the work is strategic and complex with greater risk, the more time and budget is required with greater interdependence on others required.

Activity management

Activities may be typically undertaken over a short period of time. In order to successfully complete the activity many differing tasks may need to occur. Each activity may be dependent on circumstance and those tasked with completing it.

To help with activity management it may be a good idea to establish standard operating procedures which may help as a guide for the next time, as well as a schedule of activities which show the start and finish times for tasks required as well as the lead up time to commencement.

The following table gives some examples of the types of activities and tasks that may be required for a rugby activity within an organisation:

	Tasks
Management	Establish aims and objectives for the rugby activity Select appropriate dates for the rugby activity Develop an outline brief, a plan and programme Assign responsibilities to appropriate personnel
People	Identify and recruit the appropriate people to undertake the activities who may be employees or volunteer Communicate effectively with the team Having set the objectives and delegated, monitor and follow up
Tools	Identify an appropriate facility for the rugby activity including access Identify and source appropriate equipment required for the rugby activity Design, produce and distribute promotional materials Arrange any necessary hospitality, food, beverage and accommodation Communicate and market the rugby activity
Funding	Create budget Identify income streams Identify and agree sponsorship Make bookings and pay suppliers

Activity brief

An activity brief is a document which contains the details of the activity which may assist the person responsible to complete the task.

It should contain the following information:

• Name of Activity
• General Description
• Name of who is responsible
  • Assisting personnel
  • Supporting organisations
• General information
  • Purpose
  • Target audience/beneficiaries
  • Scope (level of detail)
  • Objectives / outcomes
  • Deliverables
  • Duration (start/end/hours required)
  • Major milestones
• Technical Aspects
  • Skills required
• Equipment Required
• Protocols/guide
• Risk Assessment
• Financial information
  • Budget
  • Funding mechanism
  • Payments required
• Operational information
  • Location
  • Activity type
• Commercial and communication information
  • Communication needs and tasks
  • Potential sponsorship opportunities
• Other additional information

Your organisation is encouraged to develop their own Activity Brief Template to meet their needs.