Actions Archives - ActionPlanner

What is an action?

Victor Veloso — Wed, 21 Sep 2022 13:00:49 +0000

Actions are the basic components in any roadmap and represent the most single version of something that needs to be done. They are concrete, clearly defined operational steps that will move you towards completion of a larger component (milestone, initiative, objective). Examples of actions are ‘book a meeting room’ or ’paint office walls white.’

Actions are characterized by:

A simple activity which can be completed in 5-10 minutes
Only having the ability to be marked complete.
If you need to follow the action with color (red, yellow, green), it should be created as a milestone instead
Having the option to add an end date if needed
If an action in itself contains several actions, it should be created as a milestone instead

Actions can also be used as unaligned general tasks, to-do’s and reminders, and will replace sticky notes and multiple to-do lists. Having actions enables you to now do everything from ONE place which is a key benefit of ActionPlanner!

Tip: You can read more about creating actions HERE

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Create an action

Victor Veloso — Wed, 21 Sep 2022 12:59:06 +0000

You can create an action in ActionPlanner by:

Using the + button in your header
Using the options button on your initiative or milestone

1. Create actions using the + button in your header

Create your action by locating and clicking the pink + button in the center of your personal header (see below)

2. Create action using the options button

Creating your action

Once you have clicked “Create action”, you are asked to fill in all relevant information about the action in question (info marked * is mandatory):

	Item	Explanation
	ACTION NAME*	Specify what activity is to be accomplished.
	ASSIGN TO (RESPONSIBLE)*	The person who is responsible for executing the action. To assign the action, chose a responsible person in the dropdown (yourself or someone else).
	ALIGN TO*	Align your action to an activity in the existing roadmap by unfolding this dropdown OR leave this empty to create an unaligned action. Search for a specific activity using the search functionality.
	DUE DATE	Add a due date for the day the action is expected to be completed by.
	GIVE PRIORITY	Turn on the “Give priority” button, to prioritize and highlight the action on the responsible’s priority list.
	MARK PRIVATE	If the “Mark private” button is turned on, the action is only visible for you and the person you assign it to.
	ATTACH FILE	The ability to attach one or more files to an action by clicking the “Attach file” + button to the right of the “Make private” button.

You also have the option to create an action while:

TIP: Always describe the action names in a way that any person will be able to understand the steps to take to execute the action. This way colleagues can take charge on your behalf if you e.g. are on holidays etc.

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Edit an action

Victor Veloso — Wed, 21 Sep 2022 12:50:41 +0000

To edit an action, follow these steps:

Hover your mouse on the name of the action you wish to edit;
Click the “pencil” button on the right side of the action;

Edit action content

When you click the edit button a pop will show, from where you can edit the:

Action name
Responsible
Alignment
Due date
Priority setting
Privacy setting
Attach file

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Comment on actions

Victor Veloso — Wed, 21 Sep 2022 12:47:34 +0000

You can post comments on any given action:

From the initiative detail page
From “List view”
From “Priority list”

To comment on an action, follow these steps from the locations above:

Hover your mouse on the name of the action you wish to comment;
Click the “Options” button on the right side of the action;
Select the option “Comment”

Content of a comment?

COMMENT*	This is where you enter your comment. This is the only piece of mandatory information.
MENTION	@ a user to direct their attention to your comment. The mention will trigger an outstanding.
SEND COMMENT AS EMAIL	Send your comment as a direct email to one or more users by clicking the “SEND AS EMAIL” button.
MARK PRIVATE	Mark your comment private and share with relevant users using the “Send comment as email” function.
ATTACH FILE	Attach files clicking the + icon. You can always find all files attached on the initiative in the “Attached files” section on the initiative detail page.

Locating your action comments?

Find comments submitted on actions, below the action name. Unfold the comments by clicking the “Comments” box on the “unfold” button on the right side:

TIP! It is good practice only to push comments that urgently need attention from users. You do not want your team to get their mailboxes cluttered with mails containing comments that are more or less irrelevant to them. Studies have shown that cluttered mailboxes are a source leading to increased stress levels among employees.

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Complete an action

Victor Veloso — Wed, 21 Sep 2022 12:40:56 +0000

There is nothing like the feeling of being done with an assignment and marking it “done”. ActionPlanner allows you to get that same feeling, and at the same time let you feel proud about your work for the day by leaving your completed action visible until midnight.

Your completed actions are visible until midnight, so you can feel proud about your work for the day.

Complete an action from your priority list by clicking the “Complete” button on the right side of the action name;

Complete an action from initiative detail page using the options button on the right side of the action name;

TIP: If you completed an action by accident you can un-complete it via your options button or by clicking “undo” in the green message-box appearing at the top of the screen.

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Delete an action

Victor Veloso — Wed, 21 Sep 2022 12:36:30 +0000

To delete an action, follow these steps:

Click the “Options” button on the right side of the action;
Select the option “Delete”:

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Prioritise actions

Victor Veloso — Wed, 21 Sep 2022 12:34:27 +0000

To prioritise an action, follow these steps:

Hover your mouse on the name of the action you wish to prioritise;
Click the “Options” button on the right side of the action;
Select the option “Give priority”:

Where will my priority action show?

You can find your prioritised actions in your first menu point “Priority list”. This is also the first screen you are presented with, when you login to ActionPlanner:

TIP: Actions with priority are a good indicator of what the individual user is working on and a great way to set the weekly agenda. It is considered best practice that users drag the priority they are working on to the top.

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