An operational management plan is the standard operating procedure for your program. Now, I hate the term "SOP," because it always feels like a set of rules written down and filed away, which ultimately guarantees nobody ever reads it. So, what's the point?
Like anything involving people, logistics, and risk, your plan needs to be a living, breathing process that all staff are part of. It has to be crystal clear in the minds of all staff what the process is to run a safe and effective program.
The Compliance Trap: Why a Risk Assessment Isn't Enough
Some organisations are obsessed with risk management plans and waivers, thinking this is all they need. They've kept their lawyers happy and have a document they can produce to prove they at least thought about something before leading a group into the valley of death.
This is where many organisations go wrong. You’d think it goes without saying that you need a comprehensive plan—an itinerary, a schedule, risk assessment, student medicals, and permission notes. However, I’ve regularly seen the focus of planning to be on only one or two of these components. You must address them all. There's no point having a brilliant risk assessment if you don't have the logistics and staffing in place to execute it.
The "Nothing Will Go Wrong" Fallacy
I've worked on programs (thankfully not run them) where the organisation had a "nothing will ever go wrong" approach. This is where everything is done on razor-thin staffing, based on the insane idea that everything will go exactly to plan.
When you're dealing with students, staff, vehicles, and equipment in multiple locations, something will eventually go wrong. This "razor thin" notion, usually done to "save money," just increases the pressure, stress, and fatigue on staff, which adds to the inevitability of a disaster. As Philip of Macedon (Alexander The Great’s father) put it, "No plan survives contact with the enemy."
An effective response to a crisis has more to do with the staff’s mental state and ability to adapt than a rigid written plan. There's a huge difference between being adaptable and making stuff up on the run. The golden rule is: Don't Make It Up As You Go. Have a well-structured, executable plan that everyone is part of.
The 10 Pillars of a Robust Operational Plan
A truly effective operational plan is an end-to-end system that is flexible enough to handle multiple contingencies. Here is the 10-step framework I use to develop one. Using a platform like Xcursion Planner can help you build, manage, and communicate this plan effectively.
- Establish a Clear Plan: Create a well-formed plan for the entire program and ensure all staff are briefed on it.
- Ensure Sufficient Staffing: Factor in correct staff-to-student ratios for all activities and build in a "margin for error" in your staffing numbers.
- Have Backup Available: Plan for backup staff or resources so that if an incident occurs with one student, the rest of the group can continue safely without major disruption.
- Manage Documentation Promptly: A tool like Xcursion Planner ensures student medicals reviewed in a timely manner, allowing adequate time for contingency planning.
- Integrate Medical Needs: Work specific medical conditions into the operational plan, ensuring tailored contingencies and action plans are in place and accessible to all relevant staff.
- Develop Risk Assessments Collaboratively: Use a collaborative platform like Xcursion Planner to develop the risk assessment with all your staff, so they not only are aware of risks but actively contribute to the mitigation process.
- Log Emergency Services & Comms: Note the nearest emergency services for every location. Ensure reliable communication (mobile, sat phone, radios) is available and that all key contacts are stored centrally in Xcursion Planner for instant access.
- Brief Staff on Contingencies: Ensure all staff are briefed on the specific contingency plans and are clear on strategies for managing any issues that fall outside "normal" operations.
- Assign a Safety Contact: Have a clear point of contact—an experienced and capable staff member who is not in the field—ready to manage safety backup and respond quickly if needed.
- Set Check-In Times: Schedule set check-in times when each group makes contact to provide updates. This is also a perfect time to convey weather forecasts or other important information back to the group.
If you build your program around these 10 pillars, you're well on your way to creating a safe, enjoyable, and rewarding experience for everyone involved.
