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Implementation research: what it is and how to do it

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• Peer review
• David H Peters , professor 1 ,
• Taghreed Adam , scientist 2 ,
• Olakunle Alonge , assistant scientist 1 ,
• Irene Akua Agyepong , specialist public health 3 ,
• Nhan Tran , manager 4
• 1 Johns Hopkins University Bloomberg School of Public Health, Department of International Health, 615 N Wolfe St, Baltimore, MD 21205, USA
• 2 Alliance for Health Policy and Systems Research, World Health Organization, CH-1211 Geneva 27, Switzerland
• 3 University of Ghana School of Public Health/Ghana Health Service, Accra, Ghana
• 4 Alliance for Health Policy and Systems Research, Implementation Research Platform, World Health Organization, CH-1211 Geneva 27, Switzerland
• Correspondence to: D H Peters  dpeters{at}jhsph.edu
• Accepted 8 October 2013

Implementation research is a growing but not well understood field of health research that can contribute to more effective public health and clinical policies and programmes. This article provides a broad definition of implementation research and outlines key principles for how to do it

The field of implementation research is growing, but it is not well understood despite the need for better research to inform decisions about health policies, programmes, and practices. This article focuses on the context and factors affecting implementation, the key audiences for the research, implementation outcome variables that describe various aspects of how implementation occurs, and the study of implementation strategies that support the delivery of health services, programmes, and policies. We provide a framework for using the research question as the basis for selecting among the wide range of qualitative, quantitative, and mixed methods that can be applied in implementation research, along with brief descriptions of methods specifically suitable for implementation research. Expanding the use of well designed implementation research should contribute to more effective public health and clinical policies and programmes.

Defining implementation research

Implementation research attempts to solve a wide range of implementation problems; it has its origins in several disciplines and research traditions (supplementary table A). Although progress has been made in conceptualising implementation research over the past decade, 1 considerable confusion persists about its terminology and scope. 2 3 4 The word “implement” comes from the Latin “implere,” meaning to fulfil or to carry into effect. 5 This provides a basis for a broad definition of implementation research that can be used across research traditions and has meaning for practitioners, policy makers, and the interested public: “Implementation research is the scientific inquiry into questions concerning implementation—the act of carrying an intention into effect, which in health research can be policies, programmes, or individual practices (collectively called interventions).”

Implementation research can consider any aspect of implementation, including the factors affecting implementation, the processes of implementation, and the results of implementation, including how to introduce potential solutions into a health system or how to promote their large scale use and sustainability. The intent is to understand what, why, and how interventions work in “real world” settings and to test approaches to improve them.

Principles of implementation research

Implementation research seeks to understand and work within real world conditions, rather than trying to control for these conditions or to remove their influence as causal effects. This implies working with populations that will be affected by an intervention, rather than selecting beneficiaries who may not represent the target population of an intervention (such as studying healthy volunteers or excluding patients who have comorbidities).

Context plays a central role in implementation research. Context can include the social, cultural, economic, political, legal, and physical environment, as well as the institutional setting, comprising various stakeholders and their interactions, and the demographic and epidemiological conditions. The structure of the health systems (for example, the roles played by governments, non-governmental organisations, other private providers, and citizens) is particularly important for implementation research on health.

Implementation research is especially concerned with the users of the research and not purely the production of knowledge. These users may include managers and teams using quality improvement strategies, executive decision makers seeking advice for specific decisions, policy makers who need to be informed about particular programmes, practitioners who need to be convinced to use interventions that are based on evidence, people who are influenced to change their behaviour to have a healthier life, or communities who are conducting the research and taking action through the research to improve their conditions (supplementary table A). One important implication is that often these actors should be intimately involved in the identification, design, and conduct phases of research and not just be targets for dissemination of study results.

Implementation outcome variables

Implementation outcome variables describe the intentional actions to deliver services. 6 These implementation outcome variables—acceptability, adoption, appropriateness, feasibility, fidelity, implementation cost, coverage, and sustainability—can all serve as indicators of the success of implementation (table 1 ⇓ ). Implementation research uses these variables to assess how well implementation has occurred or to provide insights about how this contributes to one’s health status or other important health outcomes.

 Implementation outcome variables

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Implementation strategies

Curran and colleagues defined an “implementation intervention” as a method to “enhance the adoption of a ‘clinical’ intervention,” such as the use of job aids, provider education, or audit procedures. 7 The concept can be broadened to any type of strategy that is designed to support a clinical or population and public health intervention (for example, outreach clinics and supervision checklists are implementation strategies used to improve the coverage and quality of immunisation).

A review of ways to improve health service delivery in low and middle income countries identified a wide range of successful implementation strategies (supplementary table B). 8 Even in the most resource constrained environments, measuring change, informing stakeholders, and using information to guide decision making were found to be critical to successful implementation.

Implementation influencing variables

Other factors that influence implementation may need to be considered in implementation research. Sabatier summarised a set of such factors that influence policy implementation (clarity of objectives, causal theory, implementing personnel, support of interest groups, and managerial authority and resources). 9

The large array of contextual factors that influence implementation, interact with each other, and change over time highlights the fact that implementation often occurs as part of complex adaptive systems. 10 Some implementation strategies are particularly suitable for working in complex systems. These include strategies to provide feedback to key stakeholders and to encourage learning and adaptation by implementing agencies and beneficiary groups. Such strategies have implications for research, as the study methods need to be sufficiently flexible to account for changes or adaptations in what is actually being implemented. 8 11 Research designs that depend on having a single and fixed intervention, such as a typical randomised controlled trial, would not be an appropriate design to study phenomena that change, especially when they change in unpredictable and variable ways.

Another implication of studying complex systems is that the research may need to use multiple methods and different sources of information to understand an implementation problem. Because implementation activities and effects are not usually static or linear processes, research designs often need to be able to observe and analyse these sometimes iterative and changing elements at several points in time and to consider unintended consequences.

Implementation research questions

As in other types of health systems research, the research question is the king in implementation research. Implementation research takes a pragmatic approach, placing the research question (or implementation problem) as the starting point to inquiry; this then dictates the research methods and assumptions to be used. Implementation research questions can cover a wide variety of topics and are frequently organised around theories of change or the type of research objective (examples are in supplementary table C). 12 13

Implementation research can overlap with other types of research used in medicine and public health, and the distinctions are not always clear cut. A range of implementation research exists, based on the centrality of implementation in the research question, the degree to which the research takes place in a real world setting with routine populations, and the role of implementation strategies and implementation variables in the research (figure ⇓ ).

Spectrum of implementation research 33

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A more detailed description of the research question can help researchers and practitioners to determine the type of research methods that should be used. In table 2 ⇓ , we break down the research question first by its objective: to explore, describe, influence, explain, or predict. This is followed by a typical implementation research question based on each objective. Finally, we describe a set of research methods for each type of research question.

 Type of implementation research objective, implementation question, and research methods

Much of evidence based medicine is concerned with the objective of influence, or whether an intervention produces an expected outcome, which can be broken down further by the level of certainty in the conclusions drawn from the study. The nature of the inquiry (for example, the amount of risk and considerations of ethics, costs, and timeliness), and the interests of different audiences, should determine the level of uncertainty. 8 14 Research questions concerning programmatic decisions about the process of an implementation strategy may justify a lower level of certainty for the manager and policy maker, using research methods that would support an adequacy or plausibility inference. 14 Where a high risk of harm exists and sufficient time and resources are available, a probability study design might be more appropriate, in which the result in an area where the intervention is implemented is compared with areas without implementation with a low probability of error (for example, P< 0.05). These differences in the level of confidence affect the study design in terms of sample size and the need for concurrent or randomised comparison groups. 8 14

Implementation specific research methods

A wide range of qualitative and quantitative research methods can be used in implementation research (table 2 ⇑ ). The box gives a set of basic questions to guide the design or reporting of implementation research that can be used across methods. More in-depth criteria have also been proposed to assess the external validity or generalisability of findings. 15 Some research methods have been developed specifically to deal with implementation research questions or are particularly suitable to implementation research, as identified below.

Key questions to assess research designs or reports on implementation research 33

Does the research clearly aim to answer a question concerning implementation?

Does the research clearly identify the primary audiences for the research and how they would use the research?

Is there a clear description of what is being implemented (for example, details of the practice, programme, or policy)?

Does the research involve an implementation strategy? If so, is it described and examined in its fullness?

Is the research conducted in a “real world” setting? If so, is the context and sample population described in sufficient detail?

Does the research appropriately consider implementation outcome variables?

Does the research appropriately consider context and other factors that influence implementation?

Does the research appropriately consider changes over time and the level of complexity of the system, including unintended consequences?

Pragmatic trials

Pragmatic trials, or practical trials, are randomised controlled trials in which the main research question focuses on effectiveness of an intervention in a normal practice setting with the full range of study participants. 16 This may include pragmatic trials on new healthcare delivery strategies, such as integrated chronic care clinics or nurse run community clinics. This contrasts with typical randomised controlled trials that look at the efficacy of an intervention in an “ideal” or controlled setting and with highly selected patients and standardised clinical outcomes, usually of a short term nature.

Effectiveness-implementation hybrid trials

Effectiveness-implementation hybrid designs are intended to assess the effectiveness of both an intervention and an implementation strategy. 7 These studies include components of an effectiveness design (for example, randomised allocation to intervention and comparison arms) but add the testing of an implementation strategy, which may also be randomised. This might include testing the effectiveness of a package of delivery and postnatal care in under-served areas, as well testing several strategies for providing the care. Whereas pragmatic trials try to fix the intervention under study, effectiveness-implementation hybrids also intervene and/or observe the implementation process as it actually occurs. This can be done by assessing implementation outcome variables.

Quality improvement studies

Quality improvement studies typically involve a set of structured and cyclical processes, often called the plan-do-study-act cycle, and apply scientific methods on a continuous basis to formulate a plan, implement the plan, and analyse and interpret the results, followed by an iteration of what to do next. 17 18 The focus might be on a clinical process, such as how to reduce hospital acquired infections in the intensive care unit, or management processes such as how to reduce waiting times in the emergency room. Guidelines exist on how to design and report such research—the Standards for Quality Improvement Reporting Excellence (SQUIRE). 17

Speroff and O’Connor describe a range of plan-do-study-act research designs, noting that they have in common the assessment of responses measured repeatedly and regularly over time, either in a single case or with comparison groups. 18 Balanced scorecards integrate performance measures across a range of domains and feed into regular decision making. 19 20 Standardised guidance for using good quality health information systems and health facility surveys has been developed and often provides the sources of information for these quasi-experimental designs. 21 22 23

Participatory action research

Participatory action research refers to a range of research methods that emphasise participation and action (that is, implementation), using methods that involve iterative processes of reflection and action, “carried out with and by local people rather than on them.” 24 In participatory action research, a distinguishing feature is that the power and control over the process rests with the participants themselves. Although most participatory action methods involve qualitative methods, quantitative and mixed methods techniques are increasingly being used, such as for participatory rural appraisal or participatory statistics. 25 26

Mixed methods

Mixed methods research uses both qualitative and quantitative methods of data collection and analysis in the same study. Although not designed specifically for implementation research, mixed methods are particularly suitable because they provide a practical way to understand multiple perspectives, different types of causal pathways, and multiple types of outcomes—all common features of implementation research problems.

Many different schemes exist for describing different types of mixed methods research, on the basis of the emphasis of the study, the sampling schemes for the different components, the timing and sequencing of the qualitative and quantitative methods, and the level of mixing between the qualitative and quantitative methods. 27 28 Broad guidance on the design and conduct of mixed methods designs is available. 29 30 31 A scheme for good reporting of mixed methods studies involves describing the justification for using a mixed methods approach to the research question; describing the design in terms of the purpose, priority, and sequence of methods; describing each method in terms of sampling, data collection, and analysis; describing where the integration has occurred, how it has occurred, and who has participated in it; describing any limitation of one method associated with the presence of the other method; and describing any insights gained from mixing or integrating methods. 32

Implementation research aims to cover a wide set of research questions, implementation outcome variables, factors affecting implementation, and implementation strategies. This paper has identified a range of qualitative, quantitative, and mixed methods that can be used according to the specific research question, as well as several research designs that are particularly suited to implementation research. Further details of these concepts can be found in a new guide developed by the Alliance for Health Policy and Systems Research. 33

Summary points

Implementation research has its origins in many disciplines and is usefully defined as scientific inquiry into questions concerning implementation—the act of fulfilling or carrying out an intention

In health research, these intentions can be policies, programmes, or individual practices (collectively called interventions)

Implementation research seeks to understand and work in “real world” or usual practice settings, paying particular attention to the audience that will use the research, the context in which implementation occurs, and the factors that influence implementation

A wide variety of qualitative, quantitative, and mixed methods techniques can be used in implementation research, which are best selected on the basis of the research objective and specific questions related to what, why, and how interventions work

Implementation research may examine strategies that are specifically designed to improve the carrying out of health interventions or assess variables that are defined as implementation outcomes

Implementation outcomes include acceptability, adoption, appropriateness, feasibility, fidelity, implementation cost, coverage, and sustainability

Cite this as: BMJ 2013;347:f6753

Contributors: All authors contributed to the conception and design, analysis and interpretation, drafting the article, or revising it critically for important intellectual content, and all gave final approval of the version to be published. NT had the original idea for the article, which was discussed by the authors (except OA) as well as George Pariyo, Jim Sherry, and Dena Javadi at a meeting at the World Health Organization (WHO). DHP and OA did the literature reviews, and DHP wrote the original outline and the draft manuscript, tables, and boxes. OA prepared the original figure. All authors reviewed the draft article and made substantial revisions to the manuscript. DHP is the guarantor.

Funding: Funding was provided by the governments of Norway and Sweden and the UK Department for International Development (DFID) in support of the WHO Implementation Research Platform, which financed a meeting of authors and salary support for NT. DHP is supported by the Future Health Systems research programme consortium, funded by DFID for the benefit of developing countries (grant number H050474). The funders played no role in the design, conduct, or reporting of the research.

Competing interests: All authors have completed the ICMJE uniform disclosure form at www.icmje.org/coi_disclosure.pdf and declare: support for the submitted work as described above; NT and TA are employees of the Alliance for Health Policy and Systems Research at WHO, which is supporting their salaries to work on implementation research; no financial relationships with any organisations that might have an interest in the submitted work in the previous three years; no other relationships or activities that could appear to have influenced the submitted work.

Provenance and peer review: Invited by journal; commissioned by WHO; externally peer reviewed.

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• Open access
• Published: 25 September 2020

The Implementation Research Logic Model: a method for planning, executing, reporting, and synthesizing implementation projects

• Justin D. Smith   ORCID: orcid.org/0000-0003-3264-8082 1 , 2 ,
• Dennis H. Li 3 &
• Miriam R. Rafferty 4  

Implementation Science volume  15 , Article number:  84 ( 2020 ) Cite this article

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A Letter to the Editor to this article was published on 17 November 2021

Numerous models, frameworks, and theories exist for specific aspects of implementation research, including for determinants, strategies, and outcomes. However, implementation research projects often fail to provide a coherent rationale or justification for how these aspects are selected and tested in relation to one another. Despite this need to better specify the conceptual linkages between the core elements involved in projects, few tools or methods have been developed to aid in this task. The Implementation Research Logic Model (IRLM) was created for this purpose and to enhance the rigor and transparency of describing the often-complex processes of improving the adoption of evidence-based interventions in healthcare delivery systems.

The IRLM structure and guiding principles were developed through a series of preliminary activities with multiple investigators representing diverse implementation research projects in terms of contexts, research designs, and implementation strategies being evaluated. The utility of the IRLM was evaluated in the course of a 2-day training to over 130 implementation researchers and healthcare delivery system partners.

Preliminary work with the IRLM produced a core structure and multiple variations for common implementation research designs and situations, as well as guiding principles and suggestions for use. Results of the survey indicated a high utility of the IRLM for multiple purposes, such as improving rigor and reproducibility of projects; serving as a “roadmap” for how the project is to be carried out; clearly reporting and specifying how the project is to be conducted; and understanding the connections between determinants, strategies, mechanisms, and outcomes for their project.

Conclusions

The IRLM is a semi-structured, principle-guided tool designed to improve the specification, rigor, reproducibility, and testable causal pathways involved in implementation research projects. The IRLM can also aid implementation researchers and implementation partners in the planning and execution of practice change initiatives. Adaptation and refinement of the IRLM are ongoing, as is the development of resources for use and applications to diverse projects, to address the challenges of this complex scientific field.

Peer Review reports

Contributions to the literature

Drawing from and integrating existing frameworks, models, and theories, the IRLM advances the traditional logic model for the requirements of implementation research and practice.

The IRLM provides a means of describing the complex relationships between critical elements of implementation research and practice in a way that can be used to improve the rigor and reproducibility of research and implementation practice, and the testing of theory.

The IRLM offers researchers and partners a useful tool for the purposes of planning, executing, reporting, and synthesizing processes and findings across the stages of implementation projects.

In response to a call for addressing noted problems with transparency, rigor, openness, and reproducibility in biomedical research [ 1 ], the National Institutes of Health issued guidance in 2014 pertaining to the research it funds ( https://www.nih.gov/research-training/rigor-reproducibility ). The field of implementation science has similarly recognized a need for better specification with similar intent [ 2 ]. However, integrating the necessary conceptual elements of implementation research, which often involves multiple models, frameworks, and theories, is an ongoing challenge. A conceptually grounded organizational tool could improve rigor and reproducibility of implementation research while offering additional utility for the field.

This article describes the development and application of the Implementation Research Logic Model (IRLM). The IRLM can be used with various types of implementation studies and at various stages of research, from planning and executing to reporting and synthesizing implementation studies. Example IRLMs are provided for various common study designs and scenarios, including hybrid designs and studies involving multiple service delivery systems [ 3 , 4 ]. Last, we describe the preliminary use of the IRLM and provide results from a post-training evaluation. An earlier version of this work was presented at the 2018 AcademyHealth/NIH Conference on the Science of Dissemination and Implementation in Health, and the abstract appeared in the Implementation Science [ 5 ].

Specification challenges in implementation research

Having an imprecise understanding of what was done and why during the implementation of a new innovation obfuscates identifying the factors responsible for successful implementation and prevents learning from what contributed to failed implementation. Thus, improving the specification of phenomena in implementation research is necessary to inform our understanding of how implementation strategies work, for whom, under what determinant conditions, and on what implementation and clinical outcomes. One challenge is that implementation science uses numerous models and frameworks (hereafter, “frameworks”) to describe, organize, and aid in understanding the complexity of changing practice patterns and integrating evidence-based health interventions across systems [ 6 ]. These frameworks typically address implementation determinants, implementation process, or implementation evaluation [ 7 ]. Although many frameworks incorporate two or more of these broad purposes, researchers often find it necessary to use more than one to describe the various aspects of an implementation research study. The conceptual connections and relationships between multiple frameworks are often difficult to describe and to link to theory [ 8 ].

Similarly, reporting guidelines exist for some of these implementation research components, such as strategies [ 9 ] and outcomes [ 10 ], as well as for entire studies (i.e., Standards for Reporting Implementation Studies [ 11 ]); however, they generally help describe the individual components and not their interactions. To facilitate causal modeling [ 12 ], which can be used to elucidate mechanisms of change and the processes involved in both successful and unsuccessful implementation research projects, investigators must clearly define the relations among variables in ways that are testable with research studies [ 13 ]. Only then can we open the “black box” of how specific implementation strategies operate to predict outcomes.

• Logic models

Logic models, graphic depictions that present the shared relationships among various elements of a program or study, have been used for decades in program development and evaluation [ 14 ] and are often required by funding agencies when proposing studies involving implementation [ 15 ]. Used to develop agreement among diverse stakeholders of the “what” and the “how” of proposed and ongoing projects, logic models have been shown to improve planning by highlighting theoretical and practical gaps, support the development of meaningful process indicators for tracking, and aid in both reproducing successful studies and identifying failures of unsuccessful studies [ 16 ]. They are also useful at other stages of research and for program implementation, such as organizing a project/grant application/study protocol, presenting findings from a completed project, and synthesizing the findings of multiple projects [ 17 ].

Logic models can also be used in the context of program theory, an explicit statement of how a project/strategy/intervention/program/policy is understood to contribute to a chain of intermediate results that eventually produce the intended/observed impacts [ 18 ]. Program theory specifies both a Theory of Change (i.e., the central processes or drivers by which change comes about following a formal theory or tacit understanding) and a Theory of Action (i.e., how program components are constructed to activate the Theory of Change) [ 16 ]. Inherent within program theory is causal chain modeling. In implementation research, Fernandez et al. [ 19 ] applied mapping methods to implementation strategies to postulate the ways in which changes to the system affect downstream implementation and clinical outcomes. Their work presents an implementation mapping logic model based on Proctor et al. [ 20 , 21 ], which is focused primarily on the selection of implementation strategy(s) rather than a complete depiction of the conceptual model linking all implementation research elements (i.e., determinants, strategies, mechanisms of action, implementation outcomes, clinical outcomes) in the detailed manner we describe in this article.

Development of the IRLM

The IRLM began out of a recognition that implementation research presents some unique challenges due to the field’s distinct and still codifying terminology [ 22 ] and its use of implementation-specific and non-specific (borrowed from other fields) theories, models, and frameworks [ 7 ]. The development of the IRLM occurred through a series of case applications. This began with a collaboration between investigators at Northwestern University and the Shirley Ryan AbilityLab in which the IRLM was used to study the implementation of a new model of patient care in a new hospital and in other related projects [ 23 ]. Next, the IRLM was used with three already-funded implementation research projects to plan for and describe the prospective aspects of the trials, as well as with an ongoing randomized roll-out implementation trial of the Collaborative Care Model for depression management [Smith JD, Fu E, Carroll AJ, Rado J, Rosenthal LJ, Atlas JA, Burnett-Zeigler I, Carlo, A, Jordan N, Brown CH, Csernansky J: Collaborative care for depression management in primary care: a randomized rollout trial using a type 2 hybrid effectiveness-implementation design submitted for publication]. It was also applied in the later stages of a nearly completed implementation research project of a family-based obesity management intervention in pediatric primary care to describe what had occurred over the course of the 3-year trial [ 24 ]. Last, the IRLM was used as a training tool in a 2-day training with 63 grantees of NIH-funded planning project grants funded as part of the Ending the HIV Epidemic initiative [ 25 ]. Results from a survey of the participants in the training are reported in the “Results” section. From these preliminary activities, we identified a number of ways that the IRLM could be used, described in the section on “Using the IRLM for different purposes and stages of research.”

The Implementation Research Logic Model

In developing the IRLM, we began with the common “pipeline” logic model format used by AHRQ, CDC, NIH, PCORI, and others [ 16 ]. This structure was chosen due to its familiarity with funders, investigators, readers, and reviewers. Although a number of characteristics of the pipeline logic model can be applied to implementation research studies, there is an overall misfit due to implementation research’s focusing on the systems that support adoption and delivery of health practices; involving multiple levels within one or more systems; and having its own unique terminology and frameworks [ 3 , 22 , 26 ]. We adapted the typical evaluation logic model to integrate existing implementation science frameworks as its core elements while keeping to the same aim of facilitating causal modeling.

The most common IRLM format is depicted in Fig. 1 . Additional File A1 is a Fillable PDF version of Fig. 1 . In certain situations, it might be preferable to include the evidence-based intervention (EBI; defined as a clinical, preventive, or educational protocol or a policy, principle, or practice whose effects are supported by research [ 27 ]) (Fig. 2 ) to demonstrate alignment of contextual factors (determinants) and strategies with the components and characteristics of the clinical intervention/policy/program and to disentangle it from the implementation strategies. Foremost in these indications are “home-grown” interventions, whose components and theory of change may not have been previously described, and novel interventions that are early in the translational pipeline, which may require greater detail for the reader/reviewer. Variant formats are provided as Additional Files A 2 to A 4 for use with situations and study designs commonly encountered in implementation research, including comparative implementation studies (A 2 ), studies involving multiple service contexts (A 3 ), and implementation optimization designs (A 4 ). Further, three illustrative IRLMs are provided, with brief descriptions of the projects and the utility of the IRLM (A 5 , A 6 and A 7 ).

Implementation Research Logic Model (IRLM) Standard Form. Notes. Domain names in the determinants section were drawn from the Consolidated Framework for Implementation Research. The format of the outcomes column is from Proctor et al. 2011

Implementation Research Logic Model (IRLM) Standard Form with Intervention. Notes. Domain names in the determinants section were drawn from the Consolidated Framework for Implementation Research. The format of the outcomes column is from Proctor et al. 2011

Core elements and theory

The IRLM specifies the relationships between determinants of implementation, implementation strategies, the mechanisms of action resulting from the strategies, and the implementation and clinical outcomes affected. These core elements are germane to every implementation research project in some way. Accordingly, the generalized theory of the IRLM posits that (1) implementation strategies selected for a given EBI are related to implementation determinants (context-specific barriers and facilitators), (2) strategies work through specific mechanisms of action to change the context or the behaviors of those within the context, and (3) implementation outcomes are the proximal impacts of the strategy and its mechanisms, which then relate to the clinical outcomes of the EBI. Articulated in part by others [ 9 , 12 , 21 , 28 , 29 ], this causal pathway theory is largely explanatory and details the Theory of Change and the Theory of Action of the implementation strategies in a single model. The EBI Theory of Action can also be displayed within a modified IRLM (see Additional File A 4 ). We now briefly describe the core elements and discuss conceptual challenges in how they relate to one another and to the overall goals of implementation research.

Determinants

Determinants of implementation are factors that might prevent or enable implementation (i.e., barriers and facilitators). Determinants may act as moderators, “effect modifiers,” or mediators, thus indicating that they are links in a chain of causal mechanisms [ 12 ]. Common determinant frameworks are the Consolidated Framework for Implementation Research (CFIR) [ 30 ] and the Theoretical Domains Framework [ 31 ].

Implementation strategies

Implementation strategies are supports, changes to, and interventions on the system to increase adoption of EBIs into usual care [ 32 ]. Consideration of determinants is commonly used when selecting and tailoring implementation strategies [ 28 , 29 , 33 ]. Providing the theoretical or conceptual reasoning for strategy selection is recommended [ 9 ]. The IRLM can be used to specify the proposed relationships between strategies and the other elements (determinants, mechanisms, and outcomes) and assists with considering, planning, and reporting all strategies in place during an implementation research project that could contribute to the outcomes and resulting changes

Because implementation research occurs within dynamic delivery systems with multiple factors that determine success or failure, the field has experienced challenges identifying consistent links between individual barriers and specific strategies to overcome them. For example, the Expert Recommendations for Implementing Change (ERIC) compilation of strategies [ 32 ] was used to determine which strategies would best address contextual barriers identified by CFIR [ 29 ]. An online CFIR–ERIC matching process completed by implementation researchers and practitioners resulted in a large degree of heterogeneity and few consistent relationships between barrier and strategy, meaning the relationship is rarely one-to-one (e.g., a single strategy is often is linked to multiple barriers; more than one strategy needed to address a single barrier). Moreover, when implementation outcomes are considered, researchers often find that to improve one outcome, more than one contextual barrier needs to be addressed, which might in turn require one or more strategies.

Frequently, the reporting of implementation research studies focuses on the strategy or strategies that were introduced for the research study, without due attention to other strategies already used in the system or additional supporting strategies that might be needed to implement the target strategy. The IRLM allows for the comprehensive specification of all introduced and present strategies, as well as their changes (adaptations, additions, discontinuations) during the project.

Mechanisms of action

Mechanisms of action are processes or events through which an implementation strategy operates to affect desired implementation outcomes [ 12 ]. The mechanism can be a change in a determinant, a proximal implementation outcome, an aspect of the implementation strategy itself, or a combination of these in a multiple-intervening-effect model. An example of a causal process might be using training and fidelity monitoring strategies to improve delivery agents’ knowledge and self-efficacy about the EBI in response to knowledge-related barriers in the service delivery system. This could result in raising their acceptability of the EBI, increase the likelihood of adoption, improve the fidelity of delivery, and lead to sustainment. Relatively, few implementation studies formally test mechanisms of action, but this area of investigation has received significant attention more recently as the necessity to understand how strategies operate grows in the field [ 33 , 34 , 35 ].

Implementation outcomes are the effects of deliberate and purposive actions to implement new treatments, practices, and services [ 21 ]. They can be indicators of implementation processes, or key intermediate outcomes in relation to service, or target clinical outcomes. Glasgow et al. [ 36 , 37 , 38 ] describe the interrelated nature of implementation outcomes as occurring in a logical, but not necessarily linear, sequence of adoption by a delivery agent, delivery of the innovation with fidelity, reach of the innovation to the intended population, and sustainment of the innovation over time. The combined impact of these nested outcomes, coupled with the size of the effect of the EBI, determines the population or public health impact of implementation [ 36 ]. Outcomes earlier in the sequence can be conceptualized as mediators and mechanisms of strategies on later implementation outcomes. Specifying which strategies are theoretically intended to affect which outcomes, through which mechanisms of action, is crucial for improving the rigor and reproducibility of implementation research and to testing theory.

Using the Implementation Research Logic Model

Guiding principles.

One of the critical insights from our preliminary work was that the use of the IRLM should be guided by a set of principles rather than governed by rules. These principles are intended to be flexible both to allow for adaptation to the various types of implementation studies and evolution of the IRLM over time and to address concerns in the field of implementation science regarding specification, rigor, reproducibility, and transparency of design and process [ 5 ]. Given this flexibility of use, the IRLM will invariably require accompanying text and other supporting documents. These are described in the section “Use of Supporting Text and Documents.”

Principle 1: Strive for comprehensiveness

Comprehensiveness increases transparency, can improve rigor, and allows for a better understanding of alternative explanations to the conclusions drawn, particularly in the presence of null findings for an experimental design. Thus, all relevant determinants, implementation strategies, and outcomes should be included in the IRLM.

Concerning determinants, the valence should be noted as being either a barrier, a facilitator, neutral, or variable by study unit. This can be achieved by simply adding plus (+) or minus (–) signs for facilitators and barriers, respectively, or by using coding systems such as that developed by Damschroder et al. [ 39 ], which indicates the relative strength of the determinant on a scale: – 2 ( strong negative impact ), – 1 ( weak negative impact ), 0 ( neutral or mixed influence ), 1 ( weak positive impact ), and 2 ( strong positive impact ). The use of such a coding system could yield better specification compared to using study-specific adjectives or changing the name of the determinant (e.g., greater relative priority, addresses patient needs, good climate for implementation). It is critical to include all relevant determinants and not simply limit reporting to those that are hypothesized to be related to the strategies and outcomes, as there are complex interrelationships between determinants.

Implementation strategies should be reported in their entirety. When using the IRLM for planning a study, it is important to list all strategies in the system, including those already in use and those to be initiated for the purposes of the study, often in the experimental condition of the design. Second, strategies should be labeled to indicate whether they were (a) in place in the system prior to the study, (b) initiated prospectively for the purposes of the study (particularly for experimental study designs), (c) removed as a result of being ineffective or onerous, or (d) introduced during the study to address an emergent barrier or supplement other strategies because of low initial impact. This is relevant when using the IRLM for planning, as an ongoing tracking system, for retrospective application to a completed study, and in the final reporting of a study. There have been a number of processes proposed for tracking the use of and adaptations to implementation strategies over time [ 40 , 41 ]. Each of these is more detailed than would be necessary for the IRLM, but the processes described provide a method for accurately tracking the temporal aspects of strategy use that fulfill the comprehensiveness principle.

Although most studies will indicate a primary implementation outcome, other outcomes are almost assuredly to be measured. Thus, they ought to be included in the IRLM. This guidance is given in large part due to the interdependence of implementation outcomes, such that adoption relates to delivery with fidelity, reach of the intervention, and potential for sustainment [ 36 ]. Similarly, the overall public health impact (defined as reach multiplied by the effect size of the intervention [ 38 ]) is inextricably tied to adoption, fidelity, acceptability, cost, etc. Although the study might justifiably focus on only one or two implementation outcomes, the others are nonetheless relevant and should be specified and reported. For example, it is important to capture potential unintended consequences and indicators of adverse effects that could result from the implementation of an EBI.

Principle 2: Indicate key conceptual relationships

Although the IRLM has a generalized theory (described earlier), there is a need to indicate the relationships between elements in a manner aligning with the specific theory of change for the study. Researchers ought to provide some form or notation to indicate these conceptual relationships using color-coding, superscripts, arrows, or a combination of the three. Such notations in the IRLM facilitate reference in the text to the study hypotheses, tests of effects, causal chain modeling, and other forms of elaboration (see “Supporting Text and Resources”). We prefer the use of superscripts to color or arrows in grant proposals and articles for practical purposes, as colors can be difficult to distinguish, and arrows can obscure text and contribute to visual convolution. When presenting the IRLM using presentation programs (e.g., PowerPoint, Keynote), colors and arrows can be helpful, and animations can make these connections dynamic and sequential without adding to visual complexity. This principle could also prove useful in synthesizing across similar studies to build the science of tailored implementation, where strategies are selected based on the presence of specific combinations of determinants. As previously indicated [ 29 ], there is much work to be done in this area given.

Principle 3: Specify critical study design elements

This critical element will vary by the study design (e.g., hybrid effectiveness-implementation trial, observational, what subsystems are assigned to the strategies). This principle includes not only researchers but service systems and communities, whose consent is necessary to carry out any implementation design [ 3 , 42 , 43 ].

Primary outcome(s)

Indicate the primary outcome(s) at each level of the study design (i.e., clinician, clinic, organization, county, state, nation). The levels should align with the specific aims of a grant application or the stated objective of a research report. In the case of a process evaluation or an observational study including the RE-AIM evaluation components [ 38 ] or the Proctor et al. [ 21 ] taxonomy of implementation outcomes, the primary outcome may be the product of the conceptual or theoretical model used when a priori outcomes are not clearly indicated. We also suggest including downstream health services and clinical outcomes even if they are not measured, as these are important for understanding the logic of the study and the ultimate health-related targets.

For quasi/experimental designs

When quasi/experimental designs [ 3 , 4 ] are used, the independent variable(s) (i.e., the strategies that are introduced or manipulated or that otherwise differentiate study conditions) should be clearly labeled. This is important for internal validity and for differentiating conditions in multi-arm studies.

For comparative implementation trials

In the context of comparative implementation trials [ 3 , 4 ], a study of two or more competing implementation strategies are introduced for the purposes of the study (i.e., the comparison is not implementation-as-usual), and there is a need to indicate the determinants, strategies, mechanisms, and potentially outcomes that differentiate the arms (see Additional File A 2 ). As comparative implementation can involve multiple service delivery systems, the determinants, mechanisms, and outcomes might also differ, though there must be at least one comparable implementation outcome. In our preliminary work applying the IRLM to a large-scale comparative implementation trial, we found that we needed to use an IRLM for each arm of the trial as it was not possible to use a single IRLM because the strategies being tested occurred across two delivery systems and strategies were very different, by design. This is an example of the flexible use of the IRLM.

For implementation optimization designs

A number of designs are now available that aim to test processes of optimizing implementation. These include factorial, Sequential Multiple Assignment Randomized Trial (SMART) [ 44 ], adaptive [ 45 ], and roll-out implementation optimization designs [ 46 ]. These designs allow for (a) building time-varying adaptive implementation strategies based on the order in which components are presented [ 44 ], (b) evaluating the additive and combined effects of multiple strategies [ 44 , 47 ], and (c) can incorporate data-driven iterative changes to improve implementation in successive units [ 45 , 46 ]. The IRLM in Additional File A 4 can be used for such designs.

Additional specification options

Users of the IRLM are allowed to specify any number of additional elements that may be important to their study. For example, one could notate those elements of the IRLM that have been or will be measured versus those that were based on the researcher’s prior studies or inferred from findings reported in the literature. Users can also indicate when implementation strategies differ by level or unit within the study. In large multisite studies, strategies might not be uniform across all units, particularly those strategies that already exist within the system. Similarly, there might be a need to increase the dose of certain strategies to address the relative strengths of different determinants within units.

Using the IRLM for different purposes and stages of research

Commensurate with logic models more generally, the IRLM can be used for planning and organizing a project, carrying out a project (as a roadmap), reporting and presenting the findings of a completed project, and synthesizing the findings of multiple projects or of a specific area of implementation research, such as what is known about how learning collaboratives are effective within clinical care settings.

When the IRLM is used for planning, the process of populating each of the elements often begins with the known parameter(s) of the study. For example, if the problem is improving the adoption and reach of a specific EBI within a particular clinical setting, the implementation outcomes and context, as well as the EBI, are clearly known. The downstream clinical outcomes of the EBI are likely also known. Working from the two “bookends” of the IRLM, the researchers and community partners and/or organization stakeholders can begin to fill in the implementation strategies that are likely to be feasible and effective and then posit conceptually derived mechanisms of action. In another example, only the EBI and primary clinical outcomes were known. The IRLM was useful in considering different scenarios for what strategies might be needed and appropriate to test the implementation of the EBI in different service delivery contexts. The IRLM was a tool for the researchers and stakeholders to work through these multiple options.

When we used the IRLM to plan for the execution of funded implementation studies, the majority of the parameters were already proposed in the grant application. However, through completing the IRLM prior to the start of the study, we found that a number of important contextual factors had not been considered, additional implementation strategies were needed to complement the primary ones proposed in the grant, and mechanisms needed to be added and measured. At the time of award, mechanisms were not an expected component of implementation research projects as they will likely become in the future.

For another project, the IRLM was applied retrospectively to report on the findings and overall logic of the study. Because nearly all elements of the IRLM were known, we approached completion of the model as a means of showing what happened during the study and to accurately report the hypothesized relationships that we observed. These relationships could be formally tested using causal pathway modeling [ 12 ] or other path analysis approaches with one or more intervening variables [ 48 ].

Synthesizing

In our preliminary work with the IRLM, we used it in each of the first three ways; the fourth (synthesizing) is ongoing within the National Cancer Institute’s Improving the Management of symPtoms during And Following Cancer Treatment (IMPACT) research consortium. The purpose is to draw conclusions for the implementation of an EBI in a particular context (or across contexts) that are shared and generalizable to provide a guide for future research and implementation.

Use of supporting text and documents

While the IRLM provides a good deal of information about a project in a single visual, researchers will need to convey additional details about an implementation research study through the use of supporting text, tables, and figures in grant applications, reports, and articles. Some elements that require elaboration are (a) preliminary data on the assessment and valence of implementation determinants; (b) operationalization/detailing of the implementation strategies being used or observed, using established reporting guidelines [ 9 ] and labeling conventions [ 32 ] from the literature; (c) hypothesized or tested causal pathways [ 12 ]; (d) process, service, and clinical outcome measures, including the psychometric properties, method, and timing of administration, respondents, etc.; (e) study procedures, including subject selection, assignment to (or observation of natural) study conditions, and assessment throughout the conduct of the study [ 4 ]; and (f) the implementation plan or process for following established implementation frameworks [ 49 , 50 , 51 ]. By utilizing superscripts, subscripts, and other notations within the IRLM, as previously suggested, it is easy to refer to (a) hypothesized causal paths in theoretical overviews and analytic plan sections, (b) planned measures for determinants and outcomes, and (c) specific implementation strategies in text, tables, and figures.

Evidence of IRLM utility and acceptability

The IRLM was used as the foundation for a training in implementation research methods to a group of 65 planning projects awarded under the national Ending the HIV Epidemic initiative. One investigator (project director or co-investigator) and one implementation partner (i.e., a collaborator from a community service delivery system) from each project were invited to attend a 2-day in-person summit in Chicago, IL, in October 2019. One hundred thirty-two participants attended, representing 63 of the 65 projects. A survey, which included demographics and questions pertaining to the Ending the HIV Epidemic, was sent to potential attendees prior to the summit, to which 129 individuals—including all 65 project directors, 13 co-investigators, and 51 implementation partners (62% Female)—responded. Those who indicated an investigator role ( n = 78) received additional questions about prior implementation research training (e.g., formal coursework, workshop, self-taught) and related experiences (e.g., involvement in a funded implementation project, program implementation, program evaluation, quality improvement) and the stage of their project (i.e., exploration, preparation, implementation, sustainment [ 50 ]).

Approximately 6 weeks after the summit, 89 attendees (69%) completed a post-training survey comprising more than 40 questions about their overall experience. Though the invitation to complete the survey made no mention of the IRLM, it included 10 items related to the IRLM and one more generally about the logic of implementation research, each rated on a 4-point scale (1 = not at all , 2 = a little , 3 = moderately , 4 = very much ; see Table 1 ). Forty-two investigators (65% of projects) and 24 implementation partners indicated attending the training and began and completed the survey (68.2% female). Of the 66 respondents who attended the training, 100% completed all 11 IRLM items, suggesting little potential response bias.

Table 1 provides the means, standard deviations, and percent of respondents endorsing either “moderately” or “very” response options. Results were promising for the utility of the IRLM on the majority of the dimensions assessed. More than 50% of respondents indicated that the IRLM was “moderately” or “very” helpful on all questions. Overall, 77.6% ( M = 3.18, SD = .827) of respondents indicated that their knowledge on the logic of implementation research had increased either moderately or very much after the 2-day training. At the time of the survey, when respondents were about 2.5 months into their 1-year planning projects, 44.6% indicated that they had already been able to complete a full draft of the IRLM.

Additional analyses using a one-way analysis of variance indicated no statistically significant differences in responses to the IRLM questions between investigators and implementation partners. However, three items approached significance: planning the project ( F = 2.460, p = .055), clearly reporting and specifying how the project is to be conducted ( F = 2.327, p = .066), and knowledge on the logic of implementation research ( F = 2.107, p = .091). In each case, scores were higher for the investigators compared to the implementation partners, suggesting that perhaps the knowledge gap in implementation research lay more in the academic realm than among community partners, who may not have a focus on research but whose day-to-day roles include the implementation of EBPs in the real world. Lastly, analyses using ordinal logistic regression did not yield any significant relationship between responses to the IRLM survey items and prior training ( n = 42 investigators who attended the training and completed the post-training survey), prior related research experience ( n = 42), and project stage of implementation ( n = 66). This suggests that the IRLM is a useful tool for both investigators and implementers with varying levels of prior exposure to implementation research concepts and across all stages of implementation research. As a result of this training, the IRLM is now a required element in the FY2020 Ending the HIV Epidemic Centers for AIDS Research/AIDS Research Centers Supplement Announcement released March 2020 [ 15 ].

Resources for using the IRLM

As the use of the IRLM for different study designs and purposes continues to expand and evolve, we envision supporting researchers and other program implementers in applying the IRLM to their own contexts. Our team at Northwestern University hosts web resources on the IRLM that includes completed examples and tools to assist users in completing their model, including templates in various formats (Figs. 1 and 2 , Additional Files A 1 , A 2 , A 3 and A 4 and others) a Quick Reference Guide (Additional File A 8 ) and a series of worksheets that provide guidance on populating the IRLM (Additional File A 9 ). These will be available at https://cepim.northwestern.edu/implementationresearchlogicmodel/ .

The IRLM provides a compact visual depiction of an implementation project and is a useful tool for academic–practice collaboration and partnership development. Used in conjunction with supporting text, tables, and figures to detail each of the primary elements, the IRLM has the potential to improve a number of aspects of implementation research as identified in the results of the post-training survey. The usability of the IRLM is high for seasoned and novice implementation researchers alike, as evidenced by our survey results and preliminary work. Its use in the planning, executing, reporting, and synthesizing of implementation research could increase the rigor and transparency of complex studies that ultimately could improve reproducibility—a challenge in the field—by offering a common structure to increase consistency and a method for more clearly specifying links and pathways to test theories.

Implementation occurs across the gamut of contexts and settings. The IRLM can be used when large organizational change is being considered, such as a new strategic plan with multifaceted strategies and outcomes. Within a narrower scope of a single EBI in a specific setting, the larger organizational context still ought to be included as inner setting determinants (i.e., the impact of the organizational initiative on the specific EBI implementation project) and as implementation strategies (i.e., the specific actions being done to make the organizational change a reality that could be leveraged to implement the EBI or could affect the success of implementation). The IRLM has been used by our team to plan for large systemic changes and to initiate capacity building strategies to address readiness to change (structures, processes, individuals) through strategic planning and leadership engagement at multiple levels in the organization. This aspect of the IRLM continues to evolve.

Among the drawbacks of the IRLM is that it might be viewed as a somewhat simplified format. This represents the challenges of balancing depth and detail with parsimony, ease of comprehension, and ease of use. The structure of the IRLM may inhibit creative thinking if applied too rigidly, which is among the reasons we provide numerous examples of different ways to tailor the model to the specific needs of different project designs and parameters. Relatedly, we encourage users to iterate on the design of the IRLM to increase its utility.

The promise of implementation science lies in the ability to conduct rigorous and reproducible research, to clearly understand the findings, and to synthesize findings from which generalizable conclusions can be drawn and actionable recommendations for practice change emerge. As scientists and implementers have worked to better define the core methods of the field, the need for theory-driven, testable integration of the foundational elements involved in impactful implementation research has become more apparent. The IRLM is a tool that can aid the field in addressing this need and moving toward the ultimate promise of implementation research to improve the provision and quality of healthcare services for all people.

Availability of data and materials

Not applicable.

Abbreviations

Consolidated Framework for Implementation Research

Evidence-based intervention

Expert Recommendations for Implementing Change

Implementation Research Logic Model

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Acknowledgements

The authors wish to thank our colleagues who provided input at different stages of developing this article and the Implementation Research Logic Model, and for providing the examples included in this article: Hendricks Brown, Brian Mustanski, Kathryn Macapagal, Nanette Benbow, Lisa Hirschhorn, Richard Lieber, Piper Hansen, Leslie O’Donnell, Allen Heinemann, Enola Proctor, Courtney Wolk-Benjamin, Sandra Naoom, Emily Fu, Jeffrey Rado, Lisa Rosenthal, Patrick Sullivan, Aaron Siegler, Cady Berkel, Carrie Dooyema, Lauren Fiechtner, Jeanne Lindros, Vinny Biggs, Gerri Cannon-Smith, Jeremiah Salmon, Sujata Ghosh, Alison Baker, Jillian MacDonald, Hector Torres and the Center on Halsted in Chicago, Michelle Smith, Thomas Dobbs, and the pastors who work tirelessly to serve their communities in Mississippi and Arkansas.

This study was supported by grant P30 DA027828 from the National Institute on Drug Abuse, awarded to C. Hendricks Brown; grant U18 DP006255 to Justin Smith and Cady Berkel; grant R56 HL148192 to Justin Smith; grant UL1 TR001422 from the National Center for Advancing Translational Sciences to Donald Lloyd-Jones; grant R01 MH118213 to Brian Mustanski; grant P30 AI117943 from the National Institute of Allergy and Infectious Diseases to Richard D’Aquila; grant UM1 CA233035 from the National Cancer Institute to David Cella; a grant from the Woman’s Board of Northwestern Memorial Hospital to John Csernansky; grant F32 HS025077 from the Agency for Healthcare Research and Quality; grant NIFTI 2016-20178 from the Foundation for Physical Therapy; the Shirley Ryan AbilityLab; and by the Implementation Research Institute (IRI) at the George Warren Brown School of Social Work, Washington University in St. Louis, through grant R25 MH080916 from the National Institute of Mental Health and the Department of Veterans Affairs, Health Services Research & Development Service, and Quality Enhancement Research Initiative (QUERI) to Enola Proctor. The opinions expressed herein are the views of the authors and do not necessarily reflect the official policy or position of the National Institutes of Health, the Centers for Disease Control and Prevention, the Agency for Healthcare Research and Quality the Department of Veterans Affairs, or any other part of the US Department of Health and Human Services.

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Department of Population Health Sciences, University of Utah School of Medicine, Salt Lake City, Utah, USA

Justin D. Smith

Center for Prevention Implementation Methodology for Drug Abuse and HIV, Department of Psychiatry and Behavioral Sciences, Department of Preventive Medicine, Department of Medical Social Sciences, and Department of Pediatrics, Northwestern University Feinberg School of Medicine, Chicago, Illinois, USA

Center for Prevention Implementation Methodology for Drug Abuse and HIV, Department of Psychiatry and Behavioral Sciences, Feinberg School of Medicine; Institute for Sexual and Gender Minority Health and Wellbeing, Northwestern University Chicago, Chicago, Illinois, USA

Dennis H. Li

Shirley Ryan AbilityLab and Center for Prevention Implementation Methodology for Drug Abuse and HIV, Department of Psychiatry and Behavioral Sciences and Department of Physical Medicine and Rehabilitation, Northwestern University Feinberg School of Medicine, Chicago, Illinois, USA

Miriam R. Rafferty

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JDS conceived of the Implementation Research Logic Model. JDS, MR, and DL collaborated in developing the Implementation Research Logic Model as presented and in the writing of the manuscript. All authors approved of the final version.

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Additional file 1..

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IRLM for Comparative Implementation

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IRLM for Implementation of an Intervention Across or Linking Two Contexts

Additional file 4.

IRLM for an Implementation Optimization Study

Additional file 5.

IRLM example 1: Faith in Action: Clergy and Community Health Center Communication Strategies for Ending the Epidemic in Mississippi and Arkansas

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IRLM example 2: Hybrid Type II Effectiveness–Implementation Evaluation of a City-Wide HIV System Navigation Intervention in Chicago, IL

Additional file 7.

IRLM example 3: Implementation, spread, and sustainment of Physical Therapy for Mild Parkinson’s Disease through a Regional System of Care

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Smith, J.D., Li, D.H. & Rafferty, M.R. The Implementation Research Logic Model: a method for planning, executing, reporting, and synthesizing implementation projects. Implementation Sci 15 , 84 (2020). https://doi.org/10.1186/s13012-020-01041-8

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DOI : https://doi.org/10.1186/s13012-020-01041-8

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• What is an implementation plan? 6 steps ...

What is an implementation plan? 6 steps to create one

An implementation plan—also known as a strategic plan—outlines the steps your team should take when accomplishing a shared goal or objective. This plan combines strategy, process, and action and will include all parts of the project from scope to budget and beyond. In this guide, we’ll discuss what an implementation plan is and how to create one.

Projects require planning to be successful. Would you build a house without a blueprint? Probably not, because nailing pieces of wood together without a plan could lead to disaster. The same concept is true in the corporate world. An implementation plan functions as the blueprint for any shared objective. Your plan should include everything from the project strategy, to the budget, to the list of people working on the project. 

In this guide, we’ll discuss what an implementation plan is and how to create one. These steps can help you and your team prepare for projects both big and small.

What is the purpose of an implementation plan?

The purpose of an implementation plan is to ensure that your team can answer the who, what, when, how, and why of a project before moving into the execution phase. In simple terms, it's the action plan that turns your strategy into specific tasks.

A good way to know whether your implementation plan is effective is to hand it to someone outside of your team and see if they can understand the project in its entirety. Your implementation plan should leave no questions unanswered.

How to create an implementation plan in 6 steps

If you want your implementation plan to be comprehensive and beneficial to your project team, you’ll need to follow specific steps and include the right components. Use the following steps when creating your plan to reduce the risk of gaps in your strategy.

1. Define goals

The first step in the implementation process is defining your goals . Determine what you hope to accomplish when your project is complete, like whether you hope to win over a new marketing client or revamp your internal content strategy. Starting with your project objectives in mind can help flesh out your project plan. 

Tips to consider:

Ask questions: When defining your goals, you and your team may want to ask questions about your project such as, “What are we trying to achieve with this project? What deliverables do we hope to produce? Who are the stakeholders we plan to share our project deliverables with?”

Brainstorm risk scenarios: Although you’ll perform a more in-depth risk assessment later on in your implementation plan, brainstorming potential risk scenarios early on gives you a more realistic idea of what you’re able to achieve. 

2. Conduct research

Once you have a broad idea of the project goals you want to achieve, you can hone in on these goals by conducting research such as interviews, surveys, focus groups, or observations. Your research should come from key experts in your field. These experts may be team members or external stakeholders. Your research outcomes should include a list of what your project timeline, budget, and personnel may look like.

Collaborate using shared tools: Collaboration is easier when you have the right communication tools in place to do so. Use a team collaboration tool to share your project goals and get feedback from others, regardless of their location. 

3. Map out risks

You brainstormed risk scenarios in step one of your implementation strategy, and in step three, you’ll map out all the potential risks you may face in your project. Risks can include anything from paid time off and holidays to budget constraints and loss of personnel. 

A great way to map out your risks is by using a risk register. This tool will help you prioritize project risks and prepare for them accordingly. You can also conduct a SWOT analysis , which will identify any weaknesses or threats affecting your project. 

Be flexible and proactive: Mapping out risks is more than just a preparation strategy. If you identify preventable risks during this stage of the implementation plan, you can take action to prevent those risks. This may mean adjusting your initial project goals. 

4. Schedule milestones

Scheduling your project milestones is an important step in the planning process because these checkpoints help you track your progress during execution. Milestones serve as metrics—they are a way to measure how far you’ve come in your project and how far you have left to go. 

To visualize project milestones and keep your entire team on track, use a Gantt chart . With a Gantt chart, you can visually lay out your implementation schedule and show how long you think each task will take.

Add wiggle room: Things don’t always go as planned, even if you do everything in your power to a schedule. By adding wiggle room to your schedule, you can ensure your project stays on track instead of keeping tight milestones and failing to meet them.

Clarify dependencies: Dependencies are tasks that rely on the completion of other tasks. Clarifying your dependencies makes it easier to keep the project on track and hit your milestones.

5. Assign responsibilities and tasks

Every action plan must include a list of responsibilities with team members assigned to each one. By assigning responsibilities, you can assess the performance of each team member and monitor progress more closely. Using a RACI chart can be an effective project management tool for clarifying roles and responsibilities. 

Assigning responsibilities is different from assigning individual tasks. One team member may be responsible for overseeing the project review, while you may assign three other team members to handle the delivery and communication of the project to various teams for review. When you assign responsibilities and tasks, be sure to make your expectations clear. 

Communication is key: When you assign roles, responsibilities, or tasks, it’s best to communicate why you’re choosing one team member over another. Instead of letting team members question why they have specific roles, you can use this step in the planning process as an opportunity to highlight team member strengths.

Track responsibilities in a shared tool: Having a shared tool, like project management software, can give team members clarity on who's doing what and by when.

6. Allocate resources

Resource allocation is one of the best ways to reduce risk. If you can plan out what resources you need for your project and ensure those resources will be available, you’ll avoid the risk of running out of resources mid-project. If you notice that you don’t have enough resources in this step of the implementation process, you can adjust your project accordingly before it kicks off. 

Resources may include money, personnel, software, equipment, and other physical or technical materials. Time can also be a resource because the team members you need to complete the project may be working on other projects.

Tips to consider: Ask yourself the following questions when identifying available resources for your project: 

What is the project’s priority level? 

Who is available to work on this project? 

What budget or tools are available? 

What additional resources do we need? 

Who needs to approve the resource allocation plan?

Following these steps as you create your implementation plan will increase the likelihood of hitting your project goals. Having a checklist of the items to include in your implementation plan can also lead to successful implementation. 

What to include in an implementation plan

Knowing how to create your implementation plan is crucial, but you also need to know what to include in your plan. This checklist includes the six most important items you’ll want to consider if you want to move forward with a successful project. 

1. Objectives

You’ll outline your project objectives in step one of the implementation process. Set your goals and decide what metrics your team will use to measure to monitor progress. By clearly identifying your project objectives, you and your team can measure progress and performance as you move forward.

2. Scope statement

You’ll set the scope of your project in step two when conducting research. Your project scope statement should outline the boundaries you’ve set for your project and broadly define what goals, deadlines, and project outcomes you’ll be working toward. Defining your project scope in the implementation plan can help prevent scope creep when you’re farther along in the project.

3. Outline of deliverables

Deliverables are the tangible goals of your project. Outlining the deliverables you hope to create can serve as a resource when managing time frames, delegating tasks, and allocating resources. 

4. Task due dates

Although the project timeline may change as your project progresses, it’s important to clarify your expected due dates during implementation planning. When you estimate task due dates, you can schedule milestones around these due dates and plan for project completion. You will commonly see Gantt charts used for strategic planning and implementation planning. This is because Gantt charts display information in a follows a linear path, similar to a timeline. 

5. Risk assessment

You’ll conduct your risk assessment in step three of the implementation process. Whether you use a   risk register , SWOT analysis , or contingency plan to identify risks , be sure to include these documents in your plan. That way, others involved in the project can look through your findings and potentially help you prevent these risks. 

6. Team member roles and responsibilities

You assigned roles and responsibilities to team members in step five of your plan, and keeping a detailed record of what these are can hold everyone accountable. Whether you use a RACI chart or another tool to clarify team member roles, there should be a place in your plan for everyone to refer to in case questions arise. 

Your implementation plan will likely be unique to the project you're working on, so it may include other components not listed above. However, you can use the six items above as your guide so you know your plan is comprehensive.

Many aspects of project implementation overlap with strategic planning. As a project manager , working on the project implementation plan while you are also working on the strategic plan can help minimize the total time spent on planning.

Another way to save time during the planning process is to house all of your plans in a work management platform. When your project team is ready to start the implementation process, everything is in one convenient place.

Benefits of having an implementation plan

There are many benefits to implementation planning, with the top benefit being an increased chance of project success. Implementing a project plan creates a roadmap for executing your project so you can prevent issues from occurring. 

Other benefits to having an implementation plan include:

Improved communication between team members and key stakeholders

Better organization and management of resources

Increased accountability for everyone involved in the project

More structured project timeline and daily workflow

Easier collaboration between team members

Going straight into the execution phase without an implementation plan may feel like walking on stage to give a speech without knowing what you’re going to say. Preparation is key for top-notch performance. 

Simplify implementation planning

Knowing the steps for implementation planning is the foundation of project management. A well-planned project leads to a successful project.

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From Strategy to Execution: How to Create a Sustainable, Repeatable Implementation Plan

By Kate Eby | December 14, 2017

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In this article, you’ll learn the fundamental elements of a strategic implementation process, and how you can create a comprehensive implementation plan. We’ve also included free, downloadable implementation plan templates to get you started. 

Included on this page, you’ll find the components of an implementation plan , how to write an implementation plan , and tools for successful implementation planning .

What Is an Implementation Strategy?

An implementation strategy is based on a strategic plan , which defines the strategy used to accomplish certain goals or make decisions. Organizations can make strategic plans to guide organizational direction, a particular department’s efforts, or any project or initiative.

Implementation strategy is the process of defining how to bring the strategic plan to life. To execute the objectives outlined in the strategic plan, you must define how you will implement each aspect, from funding and personnel to organization and deliverables. Therefore, without an implementation strategy, it can be difficult to identify how you will achieve each of your stated goals and objectives. 

Ray McKenzie is the Founder and Managing Director of Red Beach Advisors . He breaks down the differences between strategy, implementation, and execution: “Implementation planning is the act of developing a tactical plan to complete a strategic initiative. Strategy is the overarching plan to move the organization, department, or project forward. Implementation is the act of putting the strategy into place utilizing resources within an organization or department. Execution is completing the tasks as part of the implementation plan to complete the strategic initiative through resources of the organized team.”

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What Is the Strategic Implementation Process?

The strategic implementation process refers to the concrete steps that you take to turn your strategic plan into action. The implementation tactics you use and steps you take will depend on the specific undertaking, organization, and goals.

A strategic implementation plan (SIP) is the document that you use to define your implementation strategy. Typically, it outlines the resources, assumptions, short- and long-term outcomes, roles and responsibilities, and budget. (Later on, we’ll show you how to create one.) An SIP is often integrated with an execution plan , but the two are distinct. 

The SIP outlines the activities and decisions necessary to turn the strategic goals into reality, and the execution plan is a schedule of concrete actions and activities to achieve goals and drive success. You can consider your strategy “implemented” once you determine that you have the requisite resources to meet your strategic needs, but you haven’t “executed” until you’ve actually taken action and achieved objectives. You can read more about the differences between strategy, implementation, and execution in this article by the Harvard Business Review . 

The strategic implementation process is often compared to the following activities:

Jennifer Hancock is the author of several books and Founder of Humanist Learning Systems , an organization that provides online personal and professional development training in humanistic business management, along with science-based harassment training. She describes the difference between organizational and implementation planning: “Organizational planning is the structure of the organization: What work needs to be done? How does it relate to the other work that needs to be done? Who is responsible for getting it done? How are the parts of the organization going to work together to accomplish shared objectives? Implementation planning has to do with specific projects and processes. For instance, an organization may have an HR department — that is, organizational planning. Implementation is when the HR department rolls out a new set of benefits or a new health care plan.”

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• Strategic Management Process: This is the ongoing effort to manage an organization, including both the decisions and actions that flow from the organizational strategy. Continuous strategic management can inform organizational planning by providing a strategy that outlines the organization’s goals. 
• Change Management: Change management is how you prepare and manage organizational planning, from the high-level processes and culture down to individual roles. Effective change management involves strategy and careful monitoring so that you can plan for change rather than react to it. 

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• Differentiated Planning: This is a reordering method that you can use to identify which resources you need based on the frequency with which you typically use them. Separate the items on your reorder list into three categories: routine, regular, and rare. This will give you a rough idea of the different demand levels for each resource, so you don’t have to spend time considering whether or not to restock. Because identifying and accumulating resources is an important component of implementation planning, it’s useful to understand differentiated planning. 

Why Implementation Is Important

Implementation planning largely determines project success because without it, your strategic goals remain unactionable. Therefore, implementation is the necessary step that transforms your strategic plans into action to achieve your goals. 

There are many examples where implementation planning heightens project success. In fact, the Harvard Business Review reported that companies with an implementation and execution plan saw 70 percent greater returns. 

McKenzie says that implementation planning is critical to project success. “This is the stage which allows the planned strategy to be executed,” he says. “The primary benefits to implementation and implementation planning are the abilities to outline the tasks needed to complete the project, identify the personnel and resources needed, and document the timeline for project completion to ensure you’re meeting the strategic goals.”

Hancock agrees. “If you don’t implement your plan — you don’t get anything done,” she says. “So, implementation is crucial. [Even] if you have the best plan in the world, it’s totally irrelevant if you don’t put the plan into action,” she adds.

Fiona Adler writes about entrepreneurship at DoTheThings.com and is the Founder of Actioned.com , a productivity tool for individuals and teams. With an MBA, multiple business successes, and a family living in a foreign country, she enjoys pushing the envelope to get the most out of life and loves helping others do the same. Adler explains that implementation is often more crucial than the strategy itself. She says, “In my opinion, implementation is far more important than strategic planning. After all, it doesn't matter if you have the best plan in the world. All that really matters is what you end up doing!”

The practice of implementation planning is also important in some of today’s organizational shifts. Most notably, implementation plays a part in the current shift from reactionary to strategic companies — in other words, organizations that plan for change and adaptation rather than react to it. Additionally, implementation supports the movement toward employee-oriented organizations, which it does by valuing communication, encouraging mutually-supported goals, and emphasizing accountability. Implementation planning is necessarily a human (and team) endeavor and making it a part of your daily processes helps ensure collaboration, trust, and transparency among project team members all the way up to C-suite management. 

What Is the Implementation Plan of a Project?

Implementation plans are commonly used for discrete projects, technology deployment within a company, and inventory planning. You can also create an implementation plan for personal use if it will help you organize and take actionable steps toward your goal(s).

A project implementation plan is the plan that you create to successfully move your project plan into action. This document identifies your goals and objectives (both short and long-term), lists the project tasks, defines roles and responsibilities, outlines the budget and necessary resources, and lists any assumptions. A project implementation plan sometimes includes a rough schedule, but teams usually set the hard timeline in the execution plan. 

In the following sections, we’ll delve deeper into each component of an implementation plan and show you how to write your own. 

Components of an Implementation Plan

The following are the key components of and questions that drive a successful implementation plan:

• Define Goals/Objectives: What do you want to accomplish? The scope of these goals will depend on the size of your undertaking.
• Schedule Milestones: While task deadlines and project timelines will be formally set in the execution plan, it’s a good idea to outline your schedule in the implementation phase.
• Allocate Resources: One of the core purposes of an implementation plan is to ensure that you have adequate resources (time, money, and personnel) to successfully execute. So, gather all the data and information you need to determine whether or not you have sufficient resources, and decide how you will procure what’s missing.
• Designate Team Member Responsibilities: Assign roles. This doesn’t necessarily mean you must define who will execute each individual task, but you should create a general team plan with overall roles that each team member will play. 
• Define Metrics for Success: How will you determine whether or not you are successful? What data (whether quantitative or qualitative) will you use to measure your results, and how will you accrue the necessary data?
• Define How You Will Adapt: Make a plan for how you will adapt, if necessary, to changes in your plan. Be sure to consider factors outside your control that could significantly alter the schedule or success of your project, and create emergent strategies ahead of time, so you don’t get derailed down the road — doing so helps build a culture of flexibility, agility, and fast action. 
• Evaluate Success: In addition to defining your metrics for success, decide how often you will evaluate your progress (e.g., quarterly reviews). 

In the following section, we’ll break down each element of a successful implementation plan to show you how to write one yourself. 

How to Write an Implementation Plan

Implementation plans are split into sections. Each section should be detailed, combining the information from your strategic plan and incorporating the necessary research and data to make your objectives actionable. Here’s how to write each component in an implementation plan:

• Introduction: The introduction of your implementation plan explains the purpose, vision, and mission statement of your project or initiative. You should identify the high-level risk areas, include any assumptions, and describe how you will identify the value stream in your proposed work. 
• Management Overview: In this section, you describe how implementation will be managed. This includes who is managing it, the underlying roles and responsibilities, and key points of contact. You should identify the strategy director, who is the person that develops and steers the strategy (this may or not be the same person who is leading implementation). 
• Major Tasks: This is where you list and describe the specific tasks, actions, and targets in implementation. You should also note the status of any tasks that are already in progress. 
• Implementation Schedule: You do not need to create a detailed, inflexible task schedule in your implementation plan — we’ll talk later on about how to create a schedule in the execution plan. At this stage, it’s appropriate to simply list the task order and predicted phase durations to roughly outline and allot for all the many moving pieces. 
• Security and Privacy: Discuss the privacy features and considerations of the software tools, processes, or information that you may use in implementation. Address security issues and how to handle sensitive information (personal data, medical history, financials, etc.). 
• Implementation Support/Resources List: Describe the various tools, activities, and departments that you require to support successful implementation. These might include hardware or software tools, facilities, and additional external human resources or services.
• Documentation: In this section, you must attach any other documentation that supports your implementation plan. This could include your strategic plan, confirmation of adequate materials and resources, and a history of past successful projects. 
• Monitoring Performance: Define the metrics by which you will measure success. How and when will you review your progress? 
• Acceptance Criteria: How will you define implementation “completion?” This differs from performance monitoring because rather than defining metrics for milestones and appropriate implementation, here, you describe how you will know when you have buy-in from management on your implementation plan. 
• Glossary: Define any key terms used in your implementation plan. 
• References: Indicate where you received your information, or list people who support your plan.
• Project Approval: If you need management’s approval before moving into execution, this section provides space for official signoff. 

To make it easy, you can also use a template to write your implementation plan. This will ensure that you don’t overlook any steps or sections and also provide a professional layout that you can use to deliver to management, clients, or other stakeholders. Download the template for free, and edit the fields to fit the needs of your specific project  — for example, for enterprise resource planning (ERP) . 

‌ Download Project Implementation Plan Template - Word

Software deployment is another common category of initiative that merits an implementation plan. Use the following template to create a software and systems implementation plan. 

‌ Download Software Systems Implementation Plan Template - Word

Implementation Planning Best Practices

Although you should include all the detailed aspects listed above in your implementation plan, simply having all these components will not ensure success. Instead, you should focus on the process of implementation and foster the following behaviors within your team:

• Create a Designated Implementation Team: An implementation team is the team responsible for ensuring successful implementation of a particular initiative. While it’s possible to move through implementation without creating a specific, organized body to oversee the processes, doing so heightens your chances of success. 
• Create a Shared Vision among All Team Members: Establish “why” you are making strategic changes so that team members have both a greater understanding of the root cause and a deeper connection to their work. Ensure individual compliance, so people don’t feel like their voices went unheard. Adler emphasizes, “Involve the people who will actually be implementing the change during the planning phase. Ideally, the idea will even come from them. This inclusion greatly increases the buy-in and commitment that the team has to actually getting the project implemented.”
• Choose a Strong Team Leader: The team leader should coach and educate team members along the way and seek out guidance from past implementation plan leaders to improve upon existing implementation processes within the organization. Adler explains that there can be multiple team leaders with slightly different responsibilities: “Each initiative needs a team. The team includes a ’champion,’ someone who is ultimately responsible for getting the thing done. They should also have a ’management sponsor,’ someone that can help the team get through any blocks they might have,” she says.
• Define Actionable Goals: Stay specific, define current issues, and identify root causes. Methods for defining current problems include brainstorming, surveys, and new member information forms. You can also use the note card method: Ask each team member to answer three questions anonymously ( What is the single biggest issue facing our team?, What will be the most important issue in five years?, What is the best way for our team to be involved in these issues? ), separate the cards into piles with similar answers, and count which answers are the most common within the group. Use the highest ranking similar answers to stimulate discussion of how to proceed. 
• Create an Action-Oriented Plan: Regardless of the size or predicted duration of your goals, create a plan focused on incremental action (rather than on continual planning). Small steps add up, so stay positive and focus on the future. That said, Hancock reiterates that your plan must be realistic: “Make sure your plan is reality-based,” she says. “You need to know what problem you really should be solving so that you don’t end up solving proxy problems (problems you think are your problem but really aren’t — an example of this is praying for rain when your real problem is that you need water on your field). You need to know what is really going to impact your problem so that you don’t pray for rain, which doesn’t affect anything. And, finally, you need to know what you really need to do to get the work done. What resources do you need? Do you have the resources you need? Can you get the resources you need? If not, your plan won’t work” she continues.
• Value Communication: The team leader should not only value others’ input, but also make active participation an expectation. Open, honest communication keeps processes transparent and helps generate new ideas. 
• Continually Monitor Incremental Success: Perform analysis and hold regular progress meetings to analyze your development. Closely monitoring your progress enables you to make adjustments before crisis hits and allows you to adapt before processes or expectations become solidified. Additionally, treating incremental milestones as successes helps foster a culture where employees feel valued for their contributions. Adler explains, “Building a culture where employees expect that projects will be successfully implemented is important. Celebrate successes and reference previous projects frequently.”
• Involve the Correct People at the Correct Times: This includes defining when and why it is appropriate to involve upper management. As McKenzie says, “Include the critical stakeholders that are part of the project. The beginning of planning should only include the decision makers and not every team member that is part of the project. Outline the critical tasks that are needed first. Once the tasks are outlined, dictate the personnel who will be responsible for the tasks. Once you identify the personnel, then bring in the additional resources to find what other tasks are needed to complete the larger tasks. To draft a proper implementation plan, it is imperative to include the critical stakeholders to outline the initiative.”
• Publicize Your Plan: While you don’t necessarily want every stakeholder’s input at all times during implementation planning, you do want to maintain transparency with other teams and management. Make your plan available to higher-ups to keep your team accountable down the line.

Difficulties in Implementation Planning

While implementation planning is critical to successful execution, there are several hurdles:

• Unless you are disciplined about moving into the execution phase, you can get stuck in planning and never get your project off the ground. 
• In any project, you may struggle to gain buy-in from key stakeholders. 
• It can also be difficult to break down every goal into an actionable step. If you keep your goals tangible, you can more easily identify targeted actions that will move you toward them. 
• No matter how well you plan, all projects have a high propensity for failure. Don’t get discouraged, though — dedicated, strategic implementation planning will raise the likelihood of project success. 

Although the above hurdles can be time-consuming and tedious, they are investments that will help you create a culture of trust. Because implementation is an ongoing team effort, you can’t afford to lack buy-in and commitment from any member of your team or direct stakeholders. So, communicate often and honestly, and prioritize teamwork when implementing your strategic plan. 

Still, even though inclusion and teamwork are key to a successful strategy, McKenzie reiterates that implementation planning won’t work if too many people are involved. “Implementation planning often gets derailed due to the input from various people that are not involved in the project,” he says. “There needs to be a clear line between the implementation team who is responsible for the execution and final project completion and the customers, internal or external, who are the recipients of the project. The customers can outline their requirements, but the implementation, tasks, and deliverables should be guided by the implementation team,” he concludes.

Adler explains that another common mistake is taking on too much at once. “It takes a lot of work to get something significantly new implemented,” she notes. “For this reason, the fewer initiatives the business takes on simultaneously, the greater the chances of success. Each initiative will take its team members away from their 'normal' work to some degree, and the business needs to be able to support this. If there are six things the business wants to implement, it is better to take on one or two at a time than to try to tackle all six at once,” she points out.

Tools for Successful Implementation Planning

While the implementation plan itself is a relatively low-tech document, software tools can help you track and manage your progress. From Gantt charts to advancements in information and communication technology, you’ll find popular implementation planning tools and their benefits below.

A Gantt chart is a graphical bar chart that you can use as a project timeline, and many software programs exist that allow you to create these online charts. As you move from implementation to execution, a Gantt chart can help you track individual task progress, see relationships among tasks, and identify critical or at-risk tasks. 

Download Basic Gantt with Dependencies Template 

Excel | Smartsheet

You can use a PERT (program evaluation and review technique) chart to forecast project duration by creating a timeline for individual tasks and identifying dependent tasks. PERT requires you to forecast three separate timetables — the shortest possible, the most likely, and the longest possible — which forces you to stay flexible in your planning, so you can adapt your schedule as factors inevitably change over the course of a project. 

When you have successfully implemented your plan, you’re ready to move to project execution. Execution planning and monitoring is outside the scope of this article, but below you’ll find more helpful templates to move your project toward successful completion. 

Download General Action Plan Template

Download Project Timeline Template

Download Project Charter Template 

Excel | Word | Smartsheet

Advancements in information and communication technology (ICT) have led to the development of cloud-based software that allows for anytime, anywhere access and multiple users. This technological capability is especially helpful for group work, in which multiple team members need to access a certain file simultaneously while also avoiding version control issues. For example, organizations commonly use cloud-based software to create a project management system or performance management system.

Using software to manage your implementation plan can provide the following benefits:

• Drive Accountability: By creating a single record of project progress, you build transparency (both in team members and processes) and reliability. 
• Keep Everyone up to Date: All users can access the most current information, which, in turn, cuts out unnecessary communication or erroneous double-work. 
• Improve Flexibility: Project management software can help you identify bottlenecks and potential problems early on, so you are able to adapt in anticipation. If you are attempting Agile project management, flexibility is crucial. 
• Support Organizational Commitment: Using a software tool often provides the transparency necessary to get executives to support your project. Once they have visibility into processes and progress, they will be more likely to grant the buy-in you need to procure resources and succeed.

When deciding which tool to use, consider the following:

• Buying Tools vs. Developing Software Internally: This will depend on the capabilities and availability of your in-house developers as well as on your budget. Additionally, consider whether or not you have the bandwidth to engage with a vendor and maintain the relationship over time. 
• Open Source vs. Free vs. Subscription: Open source software provides a great opportunity for organizations with limited budgets and development resources to build on top of the existing open platforms. There are also many free programs available (not open source). However, be wary that free options may have limited functionality. For organizations with larger budgets and a greater need for powerful functionality, most paid platforms bill on a subscription basis.
• Usability Requirements: Consider your team’s skill level. While you might be drawn to a tool with fancy functionality, it will be pointless (and perhaps even detract from project success) if it is too difficult for your team to use or learn. 

Ultimately, software tools are a fantastic way not only to elevate the accuracy of tracking project metrics and progress, but also to save time, build flexibility, and stimulate communication among your team. 

Improve Implementation Efforts with Smartsheet

Empower your people to go above and beyond with a flexible platform designed to match the needs of your team — and adapt as those needs change. 

The Smartsheet platform makes it easy to plan, capture, manage, and report on work from anywhere, helping your team be more effective and get more done. Report on key metrics and get real-time visibility into work as it happens with roll-up reports, dashboards, and automated workflows built to keep your team connected and informed. 

When teams have clarity into the work getting done, there’s no telling how much more they can accomplish in the same amount of time.  Try Smartsheet for free, today.

Discover why over 90% of Fortune 100 companies trust Smartsheet to get work done.

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How to create an effective implementation plan

An implementation plan is a formal document outlining step-by-step instructions and specific tasks required of team members to successfully achieve project goals or objectives. It’s a crucial component of project management , serving as a helpful roadmap for completing projects that support larger strategic initiatives. 

Once organizational strategies have been determined, the individual actions and step-by-step process of achieving these strategic objectives necessitate introducing an implementation plan.  

According to KBV Research, the global Project Management Software Market is anticipated to reach $17.75 billion by 2030 . However, additional research shows that up to 80% of IT projects fail to meet their objectives and experience considerable delays or exceed planned costs.

This article explores the vital role of an implementation plan in project management, covering its definition, benefits, challenges, and essential components. It also guides readers in creating their own plans, offering key advice for successful project outcomes.

What is an implementation plan?

An implementation plan is a formal document detailing the individual steps and tangible actions project teams must take when pursuing a shared goal or objective.

The plan is a process in project management and supports an organization’s wider strategic busi n ess priorities , setting out the specific requirements and responsibilities for orchestrating successful project execution.

The plan provides project teams with a holistic view, giving them insights into a range of factors, i.e., the project’s value proposition, budgetary requirements, timeframes, potential risks, and time-to-completion. 

It should encompass the end-to-end project lifecycle, enabling teams to determine the scope (the extent of what the project covers) and scale (the size or proportion of the project) while ensuring all actions are aligned with overarching strategic prerogatives.

11 Essential components of an implementation plan

Implementation plans will undoubtedly differ depending on the project’s scale, scope, perceived time-to-value driving organizational objectives, etc. 

The foundation of any effective implementation plan, however, includes meeting some essential criteria, which include :

1. Outline project objectives

Before the project launch, an implementation plan should identify the project’s end goal to create a consensus on project parameters. Project leaders can refer to SMART criteria to define specific, measurable, achievable, relevant, and time-bound objectives to make up key project milestones. 

Defining the project’s ultimate aim better enables teams to ensure project activities align with the organization’s wider strategic direction. To keep things on track, create a checklist that monitors the completion rate of key project goals, milestones, and other strategy-dependent factors.

2. Create a scope statement

A scope statement outlines the project’s actions and deliverables, identifies the project boundaries, and sets standards for meeting acceptance criteria. 

An implementation plan should produce a structured document for stakeholder alignment. This will give them a critical reference throughout the project timeline and clearly communicate what is within and outside the project trajectory to clarify its parameters. 

Scope statements help provide a clear understanding of what is expected–helping to prevent misunderstandings and ensure alignment between teams and stakeholders.

3. Launch a thorough risk analysis

Identifying potential risks and uncertainties raises awareness of any unforeseen challenges that may affect the project’s success. 

Implement risk mitigation strategies such as a SWOT analysis that gives teams a robust framework for honing in on any Strengths, Weaknesses, Opportunities, and Threats that may arise throughout project execution. 

Implementation plans should aim to include contingency plans that provide project teams with solutions for combatting project obstacles, i.e., missed deadlines or budget limitations, and regularly revisit and update risk management efforts as the project progresses.

4. Success criteria

Success criteria outline ideal project outcomes, identifying the milestones shaping what success means for your project. 

Start by connecting these criteria to your project’s goals that turn abstract objectives into tangible accomplishments. Involve stakeholders in determining viewpoints, giving teams a well-rounded understanding of what exactly project success looks like. 

Collaboratively refine these criteria, incorporating different data points to establish a comprehensive evaluation framework. Regularly reassessing and adapting the requirements as your project unfolds allows your team to navigate changing dynamics and enables a more targeted path to project success.

5. Outline of project deliverables

Project deliverables are the tangible outcomes that define project success. For example, in an implementation plan for an IT project, teams establish project deliverables through key steps. The team first figures out exactly what they want the system to do and writes it down in a detailed plan (Functional Specifications Document). 

Then, they start building the system by writing the code and creating a guide on how to test it (Test Case Documentation). After testing to make sure everything works and tracking any issues, they release the final product (Live System) along with guides for users (User Manuals). 

Each of these steps outlines concrete project deliverables, making it clear and organized for everyone involved.

6. Team roles and responsibilities

In crafting an implementation plan, defining team roles and responsibilities is pivotal. Start by envisioning the project landscape, identifying the key players and their distinct contributions. 

Foster open communication channels to ensure a shared understanding of each team member’s role, promoting collaboration. Use clear communication tools and regular check-ins to reinforce accountability and streamline workflow. 

This approach to team roles and responsibilities ensures a cohesive and efficient working environment, where each member contributes strategically to the project’s success.

7. Project resource plan

Develop a resource plan outlining the required personnel, equipment, and materials. Address resource constraints and explore alternatives. Regularly monitor and adjust the resource plan to accommodate changing project needs. 

8. Implementation timeline

Create a detailed timeline outlining key milestones and activities. Use project management software to visualize dependencies and critical paths. Regularly update and communicate the timeline to keep all stakeholders informed.

9. Implementation plan milestones

Establish significant milestones to mark key achievements throughout the implementation process. Celebrate these milestones to boost team morale and maintain momentum. Ensure milestones are well-defined and aligned with project objectives.

10. Implementation plan metrics

Identify and establish key metrics to measure the success of the implementation plan. Regularly track and analyze these metrics to gauge progress and identify areas for improvement. Adjust the plan as needed based on metric insights.

What are the benefits of an implementation plan?

Implementing a robust implementation plan in project management can be a game-changer, offering a range of benefits. A clear roadmap for streamlined processes and enhanced resource efficiency brings plentiful advantages.

Let’s explore further: 

Clarity of purpose

Implementation plans provide a clear roadmap, offering a tangible structure for project teams to follow. This clarity of purpose aligns everyone involved with the project’s overarching goals and objectives.

Efficient resource allocation

A well-crafted implementation plan helps efficiently allocate resources, be it human, financial, or technological. This optimization ensures that resources are utilized judiciously, preventing unnecessary bottlenecks.

Risk mitigation

One of the primary advantages of an implementation plan is its ability to identify potential risks and challenges early. This foresight enables teams to develop effective risk mitigation strategies, minimizing the impact of unforeseen obstacles.

Enhanced communication

Implementation plans establish a foundation for effective communication. Team members, stakeholders, and management are kept informed about project milestones, progress, and potential hurdles, fostering a collaborative work environment.

Measurable progress

Breaking down the project into milestones with defined deadlines allows for measuring progress. This keeps the project on track and provides stakeholders with a tangible sense of achievement.

What are the challenges of an implementation plan?

While the plan provides structure and guidance, adaptability and responsiveness to evolving circumstances are equally critical for navigating the dynamic landscape of project execution.

Finding balance in the implementation process is important for realizing the full potential of a well-crafted plan. This will mean identifying and understanding several challenges that may arise during project implementation. 

Resistance to change

Team members often resist implementing a new plan because they have become accustomed to existing processes. Overcoming this resistance requires effective change management strategies and clear communication about the benefits of the new plan.

Resource constraints

Despite meticulous planning, resource constraints may arise, leading to potential delays. This challenge requires ongoing monitoring and flexibility to adjust the plan as needed.

Balancing detail and flexibility

Striking the right balance between a detailed plan and the flexibility to adapt is challenging. Too much rigidity can stifle creativity and problem-solving, while excessive flexibility may lead to a lack of accountability.

Communication overload

While effective communication is a benefit, an overload of information can lead to confusion. Finding the right cadence and channels for communication is essential to prevent information fatigue.

How to create an implementation plan

The implementation plan drives a project forward in project management, fusing strategic blueprints and plans into concrete results. 

Project leaders must follow a structured approach encompassing several key steps to navigate this crucial stage successfully.

Define project goals

A clear articulation of project goals is at the heart of any successful implementation plan. Often aligned with broader organizational objectives, these goals act as the guiding lights that inform subsequent decisions and actions. Defining these goals with precision not only provides a sense of direction, but also facilitates the establishment of measurable success criteria.

Conduct research

A thorough understanding of the project’s landscape is essential for effective implementation. Research involves delving into industry best practices, analyzing market trends, and evaluating similar projects. This information enriches decision-making and enables teams to expect challenges and devise adaptive strategies.

Define project outcomes and deliverables

Building on the foundation of project goals, the next step involves clearly defining the outcomes and deliverables expected from the implementation. These tangible markers serve as benchmarks for success and guide the team’s efforts toward producing measurable and impactful results.

Identify potential risks and challenges

In any project, uncertainties and obstacles are inevitable. Identifying potential risks and challenges allows project managers to develop risk mitigation strategies. This proactive approach empowers teams to navigate unforeseen hurdles with agility, ensuring the project stays on course.

Set project milestones and deadlines

Breaking down the implementation process into manageable milestones is essential for tracking progress and maintaining momentum. Establishing deadlines for each milestone creates a sense of urgency and accountability, fostering a structured and time-bound approach to project execution.

Assign team roles and responsibilities

Successful implementation hinges on the collaboration and coordination of a well-structured team. Assigning clear roles and responsibilities ensures that each team member understands their contribution to the project. This clarity minimizes confusion, optimizes workflow, and enhances overall efficiency.

Determine resources needed

Resource allocation is a critical aspect of implementation planning. This step involves identifying and securing the human, financial, and technological resources required for successful project execution. Adequate resource planning prevents bottlenecks and delays, ensuring a smoother implementation process.

Acquire management and stakeholder buy-In

Securing the support and buy-in of key stakeholders and upper management is fundamental to the success of any project. Communicating the value proposition, addressing concerns, and aligning expectations fosters a collaborative environment that enhances the likelihood of success.

Ensuring swift project management in the digital transformation era

Implementation plans are indispensable roadmaps in project management, gaining heightened significance in our technology-driven era. 

Beyond basic guidance, they are pivotal in optimizing resource usage, addressing risks, and facilitating seamless communication. Their importance lies in their ability to provide a detailed and well-coordinated approach, guiding businesses through the intricacies of digital transformation with precision. 

Implementation plans emerge as essential tools, ensuring projects align with objectives and successfully navigate the challenges posed by technological advancements. 

As organizations strive to stay ahead in this dynamic environment, the strategic nature of these plans becomes increasingly evident, offering a structured path for effective project execution amidst the complexities of technological evolution.

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What Is an Implementation Plan? (Template & Example Included)

What Is Project Implementation?

Project implementation, or project execution, is the process of completing tasks to deliver a project successfully. These tasks are initially described in the project plan, a comprehensive document that covers all areas of project management. However, a secondary action plan, known as an implementation plan, should be created to help team members and project managers better execute and track the project .

What Is an Implementation Plan?

An implementation plan is a document that describes the necessary steps for the execution of a project. Implementation plans break down the project implementation process by defining the timeline, the teams and the resources that’ll be needed.

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Implementation Plan Template

Use this free Implementation Plan Template for Excel to manage your projects better.

Implementation Plan vs. Project Plan

A project plan is a comprehensive project management document that should describe everything about your project including the project schedule, project budget, scope management plan, risk management plan, stakeholder management plan and other important components. An implementation plan, on the other hand, is a simplified version of your project plan that includes only the information that’s needed by the team members who will actually participate in the project execution phase, such as their roles, responsibilities, daily tasks and deadlines.

Project management software like ProjectManager greatly simplifies the implementation planning process. Schedule and execute your implementation plan with our robust online Gantt charts. Assign work, link dependencies and track progress in real time with one chart. Plus, if your team wants to work with something other than a Gantt chart, our software offers four other project views for managing work: task lists, kanban boards, calendars and sheets. Try it for free today.

Key Steps In Project Implementation

Here are some of the key steps that you must oversee as a project manager during the project execution phase . Your project implementation plan should have the necessary components to help you achieve these steps.

1. Communicate Goals and Objectives

Once you’ve outlined the project goals and objectives, the next step is to ensure that the team understands them. For the project to succeed, there must be buy-in from the project team. A meeting is a good way to communicate this, though having project documents that they can refer to is also viable.

2. Define Team Roles and Responsibilities

The project manager will define the roles and responsibilities and communicate them to the project team . They should understand what they’re expected to do and who they can reach out to with questions about their work, all of which leads to a smooth-running project.

3. Establish the Success Criteria for Deliverables

The project deliverables need to meet quality standards, and to do this there must be a success criteria for handing off these deliverables. You want to have something in place to determine if the deliverable is what it’s supposed to be. The measurement is called a success criteria and it applies to any deliverable, whether it’s tangible or intangible.

4. Schedule Work on a Project Timeline

All projects require a schedule , which at its most basic is a start date and an end date for your project. In between those two points, you’ll have phases and tasks, which also have start and finish dates. To manage these deadlines, use a project timeline to visually map everything in one place.

5. Monitor Cost, Time and Performance

To make sure that you’re keeping to your schedule and budget, you need to keep a close eye on the project during the execution phase. Some of the things you should monitor are your costs, time and performance. Costs refer to your budget , time refers to your schedule and performance impacts both as well as quality. By keeping track of these metrics, you can make adjustments to stay on schedule and on budget.

6. Report to Project Stakeholders

While the project manager is monitoring the project, the stakeholders, who have a vested interest in the project, are also going to want to stay informed. To manage their expectations and show them that the project is hitting all its milestones, you’ll want to have project reports , such as project status reports. These can then be presented to the stakeholders regularly to keep them updated.

Free Implementation Plan Template

Many of the key components listed above are included in our implementation plan template . Use this Excel file to define your strategy, scope, resource plan, timeline and more. It’s the ideal way to begin your implementation process. Download your template today.

What Are the Key Components of an Implementation Plan?

There’s no standard one-size-fits-all solution when it comes to creating your implementation plan. However, we’ve created an implementation plan outline for your projects. Here are its components.

• Project goals & objectives: The project goal is the ultimate goal of your project, while the objectives are the key milestones or achievements that must be completed to reach it.
• Success criteria: The project manager must reach an agreement with stakeholders to define the project success criteria.
• Project deliverables: Project deliverables are tangible or intangible outputs from project tasks.
• Scope statement: The scope statement briefly describes your project scope, which can be simply defined as the project work to be performed.
• Resource plan: Create a simple resource plan that outlines the human resources, equipment and materials needed for your project.
• Risk analysis: Use a risk assessment tool like a SWOT analysis or risk register. There are different tools with different levels of detail for your risk analysis.
• Implementation timeline: Any implementation plan needs a clear project timeline to be executed properly. You should use an advanced tool such as a Gantt chart to create one.
• Implementation plan milestones: You need to identify key milestones of your implementation plan so that you can easily keep track of its progress.
• Team roles & responsibilities: The implementation plan won’t execute itself. You’ll need to assign roles and responsibilities to your team members.
• Implementation plan metrics: You’ll need KPIs, OKRs or any other performance metrics you can use to control the progress of your implementation plan.

How to Write an Implementation Plan

Follow these steps to create an implementation plan for your project or business. You can also consider using project management software like ProjectManager to help you with the implementation process.

1. Review Your Project Plan

Start by identifying what you’ll need for the execution of your implementation plan:

• What teams need to be involved to achieve the strategic goals?
• How long will it take to make the strategic goals happen?
• What resources should be allocated ?

By interviewing stakeholders, key partners, customers and team members, you can determine the most crucial assignments needed and prioritize them accordingly. It’s also at this stage that you should list out all the goals you’re looking to achieve to cross-embed the strategic plan with the implementation plan. Everything must tie back to that strategic plan in order for your implementation plan to work.

2. Map Out Assumptions and Risks

This acts as an extension to the research and discovery phase, but it’s also important to point out assumptions and risks in your implementation plan. This can include anything that might affect the execution of the implementation plan, such as paid time off or holidays you didn’t factor into your timeline , budget constraints, losing personnel, market instability or even tools that require repair before your implementation can commence.

3. Identify Task Owners

Each activity in your implementation plan must include a primary task owner or champion to be the owner of it. For tasks to be properly assigned, this champion will need to do the delegating. This means that they ensure that all systems are working as per usual, keep track of their teams’ productivity and more. Project planning software is practically essential for this aspect.

4. Define Project Tasks

Next, you need to finalize all the little activities to round out your plan. Start by asking yourself the following questions:

• What are the steps or milestones that make up the plan?
• What are the activities needed to complete each step?
• Who needs to be involved in the plan?
• What are the stakeholder requirements?
• What resources should be allocated?
• Are there any milestones we need to list?
• What are the risks involved based on the assumptions we notated?
• Are there any dependencies for any of the tasks?

Once all activities are outlined, all resources are listed and all stakeholders have approved (but no actions have been taken just yet), you can consider your implementation plan complete and ready for execution.

Implementation Plan Example

Implementation plans are used by companies across industries on a daily basis. Here’s a simple project implementation plan example we’ve created using ProjectManager to help you better understand how implementation plans work. Let’s imagine a software development team is creating a new app.

• Project goal: Create a new app
• Project objectives: All the project deliverables that must be achieved to reach that ultimate goal.
• Success criteria: The development team needs to communicate with the project stakeholders and agree upon success criteria.
• Scope statement: Here’s where the development team will document all the work needed to develop the app. That work is broken down into tasks, which are known as user stories in product and software development. Here, the team must also note all the exceptions, which means everything that won’t be done.
• Resource plan: In this case, the resources are all the professionals involved in the software development process, as well as any equipment needed by the team.
• Risk analysis: Using a risk register, the product manager can list all the potential risks that might affect the app development process.
• Timeline, milestones and metrics: Here’s an image of an implementation plan timeline we created using ProjectManager’s Gantt chart view. The diamond symbols represent the implementation plan milestones.
• Team roles & responsibilities: Similarly, we used a kanban board to assign implementation plan tasks to team members according to their roles and responsibilities.

Benefits of an Implementation Plan for the Project Implementation Process

The implementation plan plays a large role in the success of your overall strategic plan. But more than that, communicating both your strategic plan and the implementation of it therein to your team members helps them feel as if they have a sense of ownership within the company’s long-term direction.

Increased Cooperation

An implementation plan that’s well communicated also helps to increase cooperation across all teams through all the steps of the implementation process. It’s easy to work in a silo—you know exactly what your daily process is and how to execute it. But reaching across the aisle and making sure your team is aligned on the project goals that you’re also trying to meet? That’s another story entirely. With an implementation plan in place, it helps to bridge the divide just a little easier.

Additionally, with an implementation plan that’s thoroughly researched and well-defined, you can ensure buy-in from stakeholders and key partners involved in the project. And no matter which milestone you’re at, you can continue to get that buy-in time and time again with proper documentation.

At the end of the day, the biggest benefit of an implementation plan is that it makes it that much easier for the company to meet its long-term goals. When everyone across all teams knows exactly what you want to accomplish and how to do it, it’s easy to make it happen.

Implementation Plan FAQ

There’s more to know about implementation plans. It’s a big subject and we’ve tried to be thorough as possible, but if you have any further questions, hopefully we’ve answered them below.

What Is the Difference Between an Action Plan and an Implementation Plan?

The main difference between an action plan and an implementation plan is that an action plan focuses exclusively on describing work packages and tasks, while the implementation plan is more holistic and addresses other variables that affect the implementation process such as risks, resources and team roles & responsibilities.

What Is an Implementation Plan in Business?

A business implementation plan is the set of steps that a company follows to execute its strategic plan and achieve all the business goals that are described there.

What Is an Implementation Plan in Project Management?

Implementation plans have many uses in project management. They’re a planning tool that allows project managers to control smaller projects within their project plan. For example, they might need an implementation plan to execute risk mitigation actions, change requests or produce specific deliverables.

How to Make an Implementation Plan With ProjectManager

Creating and managing an implementation plan is a huge responsibility and one that requires diligence, patience and great organizational skills.

When it comes to a project implementation plan, there are many ways to make one that’s best suited for your team. With ProjectManager , you get access to both agile and waterfall planning so you can plan in sprints for large or small projects, track issues and collaborate easily. Try kanban boards for managing backlogs or for making workflows in departments.

Switching up the activities after a milestone meeting with stakeholders? You can easily update your implementation plan with our software features. Add new tasks, set due dates, and track how far along your team is on their current activities.

Implementation plans are the backbone of an organization’s strategic overall plan. With ProjectManager, give your organization the project management software they need to gain insight into all resources needed, view activities on their lists and collaborate with ease. Sign up for our free 30-day trial today.

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Project management

Implementation plan: What to include and 5 essential steps

A project plan or project implementation plan is a key strategic document that keeps teams on track throughout a project, indicating how a project is expected to run along with who’s responsible for what. It’s an extremely valuable planning tool — one that can be the difference between project success and project failure.

It’s also a fairly comprehensive document, and if you’ve never built one before, the concept can feel a bit overwhelming.

In this post, we’ll give you a five-step plan for building and implementing a project plan. First, we’ll walk you through what a project implementation plan looks like, why you should create one for every project, and what each plan should include.

• What is a project implementation plan?

A project implementation plan is a document that defines how a project will be executed. Implementation plans outline the project's goals, scope, and purpose, as well as listing the resources (including team members) necessary for a successful project.

Project implementation plans are sometimes called “strategic plans” because they lay out the strategy proposed for a project. But we like the longer name because it conveys more than just strategy: It suggests a process going into action, and it answers the question of how a team will arrive at a goal.

A project implementation plan serves as a critical reference point throughout the project's lifecycle, ensuring everyone is on the same page and everything is on the right track. It's a vital document for guiding decision-making, mitigating risks, and ultimately ensuring the successful completion of the project from start to finish.

The Teamwork.com guide to project management

Get best practices, tips, and methodologies to enhance your project management approach with our free guide.

• Why every project should start with an implementation plan

Why start each project with an implementation plan? Simple: because you want the project to succeed, and you want an objective way to know if it succeeded.

Starting each project with an implementation plan accomplishes quite a bit for most teams and businesses, primarily because it creates a shared sense of vision and understanding and points toward a clearly defined goal.

Most teams realize these four benefits (and plenty more) when they create a thorough and functional project implementation plan:

It creates an actionable roadmap of the scope of work

Projects run the gamut from extremely simple to lengthy and complex. The more complicated and interconnected the project, the greater the chance for confusion.

Whatever the level of complexity, chaos ensues when team members aren’t clear on what to do, when to do it, or why they’re doing it.

A project implementation plan is the antidote to this kind of chaos because it shows all parties what the path forward looks like (the roadmap ) — as well as what is and isn’t on that path (the scope of work).

It makes goals and communication transparent to all stakeholders

When all parties understand the goals of a project, you lessen confusion around those goals. There may still be disagreement on how to best achieve a goal, but there’s no confusion about what the team is aiming to accomplish.

Also, a central, accessible document containing all relevant aspects of a project creates a single source of truth for teams, managers, executives, vendors, customers, and more. When anyone and everyone associated with a project is working from the same playbook, teams and businesses enjoy clearer, more focused, and more transparent communication .

It holds your team members accountable

Around 70% of businesses report having at least one failed project in the last year. We’ve all been part of a project where no one seemed accountable for problems or even total project failure. Of course, no one likes taking the blame and finding a scapegoat isn’t always terribly productive. Still, if you have a team member or business unit that’s consistently failing to deliver, you want to know.

A strong project implementation plan makes clear who’s responsible for what within a project. It gives project managers and team leads a stronger understanding of task accountability, helping to hold team members accountable for their work.

And most of the time, better accountability comes with better results!

It helps your entire team stay on the same page

You’ll never completely eliminate scope creep (something that occurred within more than a third of projects in 2021), nor should you. Parameters for various deliverables or even the entire project can and do change over the course of a project, and sometimes a change in scope is clearly the right decision.

But not all scope creep is good. Especially with longer or more complex projects, it’s common for team members to lose focus on the top-level goals — not to mention the specific steps needed to reach those goals.

This loss of focus is preventable, though, as is the scope creep that grows from it. A project implementation plan keeps the big-picture goals and the steps required to meet them in focus. When a change in scope is warranted, it should be documented within or alongside the implementation plan.

• Essential components of a great implementation plan

Most well-designed implementation plans contain these essential items, though it’s important to note that implementation plans vary widely, just like the projects they’re attached to.

These elements comprise a solid foundation for your next implementation plan. Start with these, but feel free to add additional elements that make sense for your industry or project type.

1) Scope statement

The scope statement outlines the scope of the project — essentially, what work will be performed in the project (and what work would be considered out of scope).

2) Project milestones, goals, and key objectives

Project goals are the high-level outcomes the project aims to achieve. Key objectives are the steps or intermediate outcomes that will occur throughout the project in support of the project goals. Project milestones are the points of measurement along the way, usually significant or tangible in some way.

Examples of milestones across a few industry contexts include wireframe completed, beta launch, copy drafted, or the completion of a phase, segment, or function that’s part of the whole.

3) Detailed resource plan

A project’s resource plan indicates which human resources are involved along with their time or workload commitment. You should also include materials and equipment (typically, only what’s beyond the standard stuff every employee already has) needed for successful project completion.

4) Estimated implementation timeline

A key element of any implementation plan is a concrete timeframe for the project (and its implementation). These dates are rarely perfect at the outset of a project, but they provide a goal to work toward and give stakeholders some context for what they’re signing off on.

Most project teams use project management software for creating project timelines , often in the form of a Gantt chart.

5) Implementation plan milestones

Your implementation plan may benefit from its own set of internal milestones, separate from the broader project milestones. These internal milestones are more useful on highly complex projects with multiple levels of approval and numerous departments supplying information.

Implementation plan milestones could look like these: initial stakeholder information gathered, plan drafted, plan discussed and feedback incorporated, final sign-off by all stakeholders.

6) Implementation plan KPIs & metrics

Your key performance indicators (KPIs) or other metrics reveal how well the team is accomplishing the implementation plan. Establish measurable indicators, state what they are within the plan itself, and then track them over the course of the project.

Here, a quality project management tool is essential if you want to succeed with measurements that span the length of a project.

• 5 easy steps to create your project implementation plan

Now you know what needs to go into your project implementation plan — but how do you actually create one and get the implementation process started?

We know this process can seem daunting at first, and it does take some upfront work. But the process doesn’t have to be as complicated as it seems. Follow these five easy steps to create an implementation plan that helps keep your project and your team on track. Then, as future projects arise, use these questions as a template of sorts to create a quality implementation and management plan for each one.

Teamwork.com’s project management template is an easy way to start building your plan today.

• 1) Define your goals and milestones

Before you can create a plan for how to get where you want to go, you need to spend some time deciding where you want to go .

So, before you start building out any other part of a project implementation or action plan, start by devoting time to the what and the where:

What are you trying to accomplish? (Project-level goals)

What needs to happen to reach those goals? (Project objectives)

What are the intermediate steps or milestones that demonstrate progress along the path toward the project’s goals? (Project milestones)

Once you establish goals, objectives, and milestones — and achieve buy-in from key stakeholders and project team members on those goals and milestones — you’re ready to proceed to step two.

• 2) Conduct research by interviewing, surveying, or observing

Research is one key element of a successful implementation plan. In many project contexts, this research looks like interviewing or surveying various stakeholders, subject matter experts, department leaders, and so on — gathering the information necessary to build your implementation strategy.

Sometimes observation is a key strategy as well: Watching what another team (or vendor or external organization) does or has done on a similar project can provide valuable insights.

• 3) Brainstorm and map out potential risks

Every project has inherent potential risks. Some of these can be foreseen, while others seem to come out of nowhere. Take the pandemic as one example of the latter category. Yes, businesses should have business continuity and disaster management policies in place, but few — if any — businesses had a concrete plan of action lined up for a global pandemic.

So, there are risks you can’t plan for and could never predict. But there are plenty of risks that, with a little bit of brainstorming and planning, should be easy to discover. These are the ones you need to target as you perform a risk assessment.

Map out the known risks, along with potential impacts and mitigation strategies for each one. Some risks are entirely avoidable so long as you take appropriate risk management actions. Others may not be completely preventable, but having a plan in place will greatly reduce their impact.

• 4) Assign and delegate essential tasks

Every good implementation plan will include a work plan or action plan that lists out the tasks within the project to a certain level of granularity. These tasks eventually get plugged into a calendar or schedule of some sort, often within project planning software suites like Teamwork.com .

No matter what method or platform you’re using, at this stage, you need to map out or schedule these tasks. As a part of this step, make sure you assign and delegate tasks to specific resources (or, at minimum, specific departments or work groups).

This step is key to successful project execution, as it assigns responsibility and accountability for every task included in the plan, bringing clarity to who’s doing what and when.

• 5) Finalize your plan and allocate resources

Next up is allocating resources. You already assigned tasks to people (or departments) in the previous step, so what do we mean here that’s any different?

Put simply, there’s a difference between putting on paper that “Sam will handle task 35” (assigning tasks) and actually making sure that Sam has the capacity to handle task 35 (allocating resources).

In step 4, all you really did was determine who’s doing what. Now, during resource allocation, you make sure that your assignment plan is achievable. Resource allocation means assigning tasks to resources that are actually available. In other words, you need to make sure task 35 doesn’t land on Sam’s desk the same day as 10 other tasks.

Last, once everything else about your plan has been crafted, vetted, and approved, it’s time to finalize the plan. Usually, this involves sending out the completed plan for a final round of approvals.

Once approved, the project implementation plan becomes a single source of truth for the team and other stakeholders. So make sure to store the plan in a central, accessible location. ( Teamwork.com is a great place for this , if you ask us!)

• Create an effective project plan with Teamwork.com

Creating a project implementation plan requires careful planning and attention to innumerable details, but the results are worth the investment. Increase your project success rate, productivity, morale, and more by keeping teams focused on the right shared outcomes.

We’ve hinted at this a few times already, but project implementation planning (along with all the other documents and documentation you need to prepare to get a project off the ground) is infinitely easier when you use the right tools.

Teamwork.com is a powerful all-in-one platform for client work — including complete operations control and project management — that gives you a central location to store project data, robust yet flexible templates, and visibility into current and past project data. Teamwork.com can cut down on the detail work and keep your information organized in a digestible, more user-friendly way, ultimately empowering you and your teams to achieve better work for your clients, be more profitable, and stay on track.

See more of what Teamwork.com can do for your business now — get started now for free, view our comprehensive pricing plans , or book a demo today.

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TABLE OF CONTENTS

Teamwork.com: The all-in-one platform for client work

Learn how Teamwork.com helps you drive business efficiency, grow profits, and scale confidently.

Ben is a Senior Content Marketing Specialist at Teamwork.com. Having held content roles at agencies and SaaS companies for the past 8 years, Ben loves writing about the latest tech trends and work hacks in the agency space.

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Project management for financial services: A comprehensive guide

Introduction to implementation research

• Introduction
• The audience for this toolkit
• Relevance of IR for improved access and delivery of interventions
• The purpose of this Toolkit
• Research teams
• Self-assessment and reflection activities

Understanding implementation research

• The need for IR
• Outcomes of IR
• Characteristics of IR
• How IR works
• Community engagement in IR
• Ethical challenges in IR

Developing an Implementation Research Proposal

• The team and the research challenge
• Structure of an IR proposal
• Components of an IR proposal
• Research Design
• Project plan
• Impact and measuring project results
• Supplements
• Funding an IR project
• Common problems with applications

Research methods and data management

• Study design for IR projects
• Selecting research methods
• Mixed methods
• Research tools and techniques
• Data collection
• Data management
• Data analysis

IR-Planning and Conducting IR

• Project planning
• Project monitoring plan
• Developing a logic model
• Developing monitoring questions
• Data use and reporting
• Project execution
• Ethical issues
• Good practices in planning and conducting IR

IR-related communications and advocacy

• Productive Dialogue
• Knowledge Translation
• Research Evidence: Barriers and Facilitators to Uptake
• Policy Advocacy and Strategic Communications
• Data Presentation and Visualization
• Developing a Communication Strategy
• Steps in Developing a Communication Strategy
• Communication materials and Platforms

Integrating implementation research into health systems

• Start up, mapping and convening
• Productive dialogue
• Ownership, trust, responsibilities and roles
• Setting priorities, defining problems and research questions
• Capacity strengthening
• Uptake of findings
• Documentation
• Using the WHO Health Systems Framework in IR
• Principles of sustainability

Developing implementation research projects with an intersectional gender lens

• Integrating an intersectional gender lens in IR
• Proposal development with an intersectional gender lens
• Execution of an IR project with an intersectional gender lens
• Good practices in IR projects with an intersectional gender perspective

This module is designed as an aid to the development of a high quality implementation research (IR) proposal by a research team. It draws extensively and builds upon the content of the proposal development module in the first edition of this toolkit. 1

Although there are certain elements that are common to various types of research proposals, some aspects are emphasized in this module to guide the process of developing a proposal designed to address barriers to optimizing the effectiveness of a given health intervention, policy or strategy that form the basis of an IR ‘problem’.

If your team is embarking on the development of an IR proposal and are unsure where to begin, rest assured you are not alone! Even defining the research question can seem overwhelming at the outset. The purpose of this module is to help team members understand the process and take each of the individual steps involved in writing an IR proposal.

The content and activities in this module are organized into a series of sections, each addressing a specific element of an IR proposal in a step-wise process. Respective sections comprise the following elements:

• Identifying what you will accomplish by the end of each section.
• Essential information to help you understand the specific steps in proposal writing.
• Exercises to facilitate your understanding and put ideas into practice.
• Reflection opportunities for you to consider specific issues in relation to your project, and explore how successive ideas should be incorporated into your team’s evolving proposal and thinking.

Overall, the module provides harmonized guidelines for proposal development, recognizing that an IR team includes members from diverse backgrounds. Many users are likely to be seasoned researchers or at least have some research experience.

TDR Implementation research toolkit (Second edition)

• Acknowledgements
• Self-assessment tool
• © Photo credit
• Download PDF version
• Download offline site

SRP Implementation Plan

Simon Fraser University’s (SFU) Strategic Research Plan (SRP) provides a list of priority areas and approaches to performing research and other scholarly work at the university from 2023-2028. It is (necessarily) a high-level document describing long-term strategic priorities. In order to support the SRP, concrete steps will need to be taken by the Office of the Vice-President, Research and Innovation (VPRI) and by the university community as a whole.

picture_as_pdf Download Implementation Plan

picture_as_pdf Download Progress Report

This implementation plan describes the actions planned by the VPRI in response to the SRP and to community feedback. It is a living document, with regular updates planned throughout the five-year period of the SRP. It identifies projects and initiatives that are meant to support SFU scholars, lower administrative barriers and create new opportunities for the SFU community. Many of the initiatives have been selected as a result of the extensive community consultation undertaken as part of the SRP process.

Some of the initiatives listed below are short-term with clearly measurable outcomes. Others require deeper change over longer timescales in order to complete. For longer-term initiatives, milestones have been created for the first year of the plan. There are some initiatives that, due to capacity constraints, are listed in this plan but will not start in the first year.  

Priority projects and initiatives

Each initiative lists a challenge and a planned action (with timeline) to address the challenge. The descriptions in this document are brief but—as projects spin-up—more detailed documentation will be created for each. The first project is specific to the priority areas identified in the SRP. Those that follow it are cross-cutting initiatives, designed to lower barriers to success in all priority areas.

Supporting SRP priority areas

Challenge : Solving society’s great research challenges requires collaboration across departmental, institutional, sectoral and international boundaries. The strategic priority areas described in the SRP are each multi-disciplinary in nature. Researchers are sometimes faced with barriers to collaboration across departmental, faculty and institutional boundaries. Researchers also sometimes do not feel connected to the priority areas described in a Strategic Research Plan.

Action : Working with deans, chairs and directors, faculty members, postdoctoral fellows and graduate students, we will identify a program of support for internal community-building and external partnership tailored for each strategic priority area. We will also identify institutional barriers to collaboration and feelings of inclusion in these internal communities. In year one, we will implement a set of supports around one of the priority areas. In future years, external (including international) partnership strategies for each priority area will be developed.

Priority areas include:

• Advancing community-centred climate innovation
• Supporting health and wellness of individuals, populations and communities
• Expanding the foundations of knowledge and understanding our origins
• Strengthening democracy, justice, equity and education
• Transforming industry and economies through technology, management and policy 

Learn more about the SRP's priority areas

Supporting research graduate students

Challenge : Graduate students are key drivers of research activity in an institution. Vancouver is an attractive destination, but the high cost of living presents a challenge to our graduate students.

Action : Working closely with the provost, the dean of graduate and postdoctoral studies, SFU Advancement and with graduate students (through the Graduate Student Society), we will study ways to shift our limited resources to better support research graduate students. This includes study of tuition waivers, scholarships and bursaries. We will also work with SFU Advancement, provincial and federal funding agencies to grow resources available for graduate student support both for existing graduate students and to grow our research graduate student body. Within a year, we will set a university-wide minimum funding level for PhD students.

Supporting postdoctoral fellows

Challenge : SFU hosts a relatively small number of postdoctoral (postdoc) fellows for our number of faculty members. Existing postdocs sometimes feel like they “fall between the cracks” at SFU. They are neither faculty members nor students, and they have identified that many systems at SFU do not cope well with their in-between status.

Action : Working with the provost, the dean of graduate and postdoctoral studies, SFU Human Resources, and the Postdoctoral Association we will identify the concerns of postdocs and—within a year—provide a central managed point for support of postdocs. We will work with SFU Advancement to create an institutional postdoc program. Learn more

Valuing and measuring scholarly impact

Challenge : The ways in which we generate scholarly impact are varied. They include publications in high-impact journals, publishing books, performances, exhibitions, the engagement of community in research and the mobilization of knowledge to the non-academic community. Current incentive and reward structures within the university do not always reflect modern measures of research impact.

Action : Working with the provost, deans, chairs and directors, the library, and SFU Faculty Relations, we will examine SFU’s incentive and support structures to assess whether they align with the way the university values research impact as well as equity, diversity and inclusion. Materials to support departmental processes (e.g., Tenure and Promotion Committee) will be developed and made available to the community. Within a year, a working group will be formed, a broad assessment will be completed, and needed materials and support structures will be identified.

Decolonizing Indigenous research ethics—Responding to the ARC Call #34

Challenge : Walk this Path With Us—the final report of the SFU Aboriginal Reconciliation Council—included call-to-action #34: “Convene an Indigenous Research Committee to establish respectful and ethical protocols and practices for researching in and with Indigenous communities; and to ensure that Indigenous perspectives, knowledge systems, and ways of knowing are respected and supported in the scholarship of faculty and students.”

Action : In the first year, we will continue to support the ongoing work in Ethical Foundations, led by Professor Vicki Kelly (Faculty of Education). We will then implement changes to our human ethics processes and approaches based on what is learned from the work of the ethical foundations group. We will also build principles of “two-eyed-seeing" and “walking on two legs” into major institution-led research initiatives such as the application to the Canada First Research Excellence Fund.

Building world-class research space and infrastructure

Challenge : World-class research facilities are key to the performance of world-class research. The availability of high-quality research space is currently an important limiting factor in our research growth. The availability of appropriate digital infrastructure is key to many research programs.

Action : Working with the provost, SFU Facilities Services and deans, we will prioritize existing research space for capital improvements. We will continue to work as part of the team advocating for additional buildings on our three campuses. Within a year, plans for research space upgrades will be created and some upgrade projects will be underway. The VPRI will work with the library, ITS and others to prioritize digital infrastructure needed to support researchers.

Involving undergraduates in research

Challenge : SFU is a research-intensive institution, doing world-class work across a wide range of disciplines. Our undergraduate students should have the opportunity to learn about and to participate in that research.

Action : We will review the VPRI Undergraduate Student Research Awards program to consider its goals, funding levels and accessibility. We will create web resources to highlight and support undergraduate researchers. Working with the provost, deans, and the library, we will consider new ways to provide undergraduates with exposure to SFU research including opportunities to participate and potentially to earn degree credits for the work. With communications and marketing (C&M) teams across the university, including SFU's central C&M portfolio, we will consider how to raise the profile of SFU research among undergraduates at the institution.

Protecting time for research

Challenge : Faculty members have identified “lack of time” as the biggest constraint in increasing their research output. For individual faculty members, balancing the competing demands of research, teaching and service is challenging. For department chairs, school directors and deans, balancing the need to deliver academic programming—and to support a dynamic research environment—is also challenging.

Action : Consulting with deans, chairs and directors, ADRs and SFU Faculty Relations, we will identify barriers to availability and effective use of research time for faculty members. Best practices across faculties, schools and departments will be shared and places where flexibility exists in the system (e.g., course scheduling/stacking) and within the current collective agreement will be examined.

Supporting early-career researchers (faculty)

Challenge : New faculty members at the university face a number of challenges in starting their SFU research careers. These challenges may include obtaining research grants, recruiting students and research personnel, modifying research space, and purchasing and installing research equipment at the same time they are teaching new (to them) courses and settling into a new community.

Action : Working closely with the vice-president, people, equity and inclusion, SFU Faculty Relations, deans, associate deans research (ADR) and early career researchers, we will examine mentorship programs, internal peer-review platforms for grants, educational materials and other resources for new faculty, and streamlining of processes for support including for research space and equipment.

Funding research chairs

Challenge : In priority research areas our university competes for talent with institutions around the world. Externally funded research chairs provide a mechanism by which the university can attract world-class researchers to our institution. Once they arrive, chair funding can support their program of research. SFU has a limited supply of research chairs that have been accumulated (generally) in an ad-hoc manner over time.

Action : Working with SFU Advancement and deans, we will develop fundraising cases for research chairs aligned with the SRP priority areas.

Guide to Effective Project Implementation Plan | Updated 2024

Jane Ng • 03 May 2024 • 7 min read

Project implementation is the critical phase that turns plans into reality. It’s a make-or-break moment when vision meets action, and success depends on effective strategies.

In this blog post, we will explore the significance of a project implementation plan, uncover its pivotal role in achieving organizational goals, and provide valuable guidance on how to implement a project and things to avoid when implementing. 

Let’s start!

Table of Contents

What exactly is project implementation, what is the importance of project implementation, what are the major components of an implementation plan, steps to implement a project successfully, 5 key things to avoid in project implementation.

• Tools For Create A Project Implementation Plan 
• Key Takeaways

Project implementation is the phase where a planned project is put into action and executed. It involves turning planned activities, tasks, and strategies into measurable outcomes. 

During this stage, project managers and teams work together to coordinate activities, allocate resources effectively, manage timelines, assign responsibilities, monitor progress, and adapt to changes or unforeseen circumstances. 

Project implementation often requires collaboration across various departments or stakeholders, ensuring smooth communication and coordination to achieve the desired outcomes.

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Project implementation is the bridge between planning and success, without proper implementation, even the best-laid plans can remain just ideas. 

• It turns the plan into reality.
• It ensures that projects align with the overall vision and mission of the organization and contribute to its growth and success.
• It ensures that the right resources, including financial, human, and material, are deployed to carry out project activities.

An implementation plan typically consists of several components that guide the execution of a project. The specific elements may vary depending on the nature of the project, but here are the 4 commons:

• Project objectives and scope:  Clearly define the project’s objectives, outlining what the project aims to achieve. Identify the scope of work, specifying the boundaries and deliverables of the project.
• Timeline and milestones:  Develop a detailed timeline that outlines the project’s key activities, tasks, and milestones. Set specific dates or timeframes for completing each task and achieving important project milestones.
• Resource allocation:  Determine the resources required for the project, such as human resources, equipment, materials, and finances. Allocate resources effectively to ensure they are available when needed and aligned with the project’s requirements.
• Roles and responsibilities:  Clearly define the roles and responsibilities of team members involved in the project. Assign specific tasks and accountabilities to individuals or teams, ensuring everyone understands their role in the implementation process.

By following these steps, you can enhance the chances of successfully implementing a project:

Step 1 – Get everyone on the same page: 

As a project manager, you need to ensure that all stakeholders have a clear understanding of the project plan, its objectives, and expected outcomes. Communicate the project plan to the team, clarify any doubts, and address questions or concerns to establish a shared understanding.

Step 2 – Develop a detailed project plan: 

Create a comprehensive project plan that outlines the tasks, timelines, resources, and dependencies involved. 

• For instance, if the project is to launch a marketing campaign, the plan would include tasks such as market research, designing marketing materials, scheduling advertising placements, and executing social media campaigns, with specific timelines for each task.

Step 3 – Engage and align the team: 

Engage the project team and align their efforts toward the project goals. 

• Clearly define roles and responsibilities, ensuring that each team member understands their tasks and how they contribute to the project’s success. 
• Foster a collaborative environment that encourages open communication and teamwork.

Step 4 – Break down tasks and set priorities: 

Break down the project plan into smaller, manageable tasks. Determine task dependencies and identify critical activities. Set priorities and establish a logical sequence for task execution. 

This way, you can organize the team’s work and ensure a smooth flow from one task to the next.

Step 5 – Time is of the essence: 

You need to create a realistic timeline with start and end dates for each task and set milestones to mark key achievements or project phases. Ensure that the timeline accounts for task dependencies and resource availability. Regularly monitor progress against the timeline and adjust as needed.

Step 6 – Allocate resources effectively: 

Allocate resources, including human resources, materials, and equipment, based on task requirements. Ensure that resources are available when needed and that they align with the project’s budget. Optimize resource utilization to enhance efficiency and minimize bottlenecks. 

Step 7 – Monitor progress and manage risks: 

Track task completion, identify bottlenecks, and address any deviations promptly. Implement risk management strategies by identifying potential risks, assessing their impact, and developing mitigation plans. Regularly review and update the risk management approach as the project progresses. 

Step 8 – Communicate and collaborate:

Effective communication and collaboration are key to success. You can keep everyone in the loop with regular updates, hold meetings to discuss our progress, and provide feedback to keep the momentum going. 

Don’t forget transparency and proactive problem-solving are your secret weapons. Let’s make use of collaboration tools and platforms to make sharing information a breeze.

Step 9 – Adapt and adjust:

Remain flexible and responsive to changes throughout the project. Anticipate potential challenges and adjust the plan accordingly. 

By regularly assessing our performance and learning from experiences, you can make necessary adjustments to ensure the project’s on the right track.

Step 10 – Document and learn: 

It’s important to keep proper documentation of what you and your team do, the decisions you make, and the outcomes you achieve. Capture lessons learned during the implementation process to improve your future projects. Conduct a post-project review to evaluate project success and identify areas for improvement.

It is important to be aware of common pitfalls and challenges that can hinder success. Here are some key things to avoid in project implementation: 

• Poor planning:  Define clear objectives, outline scope, create a detailed project plan, and identify potential risks. For example, rushing into implementation without proper planning can result in delays and budget overruns.
• Lack of communication:  Picture a team working on a project, but nobody knows what the others are doing. Establish effective communication channels to keep everyone informed and aligned. Regularly update stakeholders, encourage open dialogue, and address any concerns that arise.
• Inadequate resource allocation : You need to think of a situation where you don’t have enough people or materials to get the job done. Ensure sufficient allocation of finances, personnel, and equipment. Monitor resource utilization and make adjustments to avoid bottlenecks and keep things running smoothly. 
• Scope creep:  Imagine a project that keeps growing and evolving beyond what was initially planned. Manage change requests carefully, evaluating their impact before accepting them. Stay focused to prevent delays and increased costs.
• Lack of risk management:   Proactively identify and assess risks, develop mitigation strategies, and monitor emerging risks. Neglecting risk management can lead to unforeseen obstacles.

Tools For Create A Project Implementation Plan

AhaSlides  can provide valuable tools to help you in implementing a project:  

• Team meetings and presentations : You can incorporate multimedia elements, such as images, videos, and charts, to effectively communicate project updates, progress, and milestones. The  interactive features , like  live polls ,  quizzes , and  Q&A , help engage the audience and gather feedback in real-time.
• Project status tracking:  AhaSlides provides tools for visualizing and tracking project status. You can use  ordinal scales , charts, graphs, and progress bars to display project milestones, tasks completed, and upcoming deadlines. This allows team members to easily understand the project’s progress and identify any potential bottlenecks.
• Collaboration and brainstorming:  You can create interactive presentations or workshops where team members can contribute their ideas, provide input, and engage in discussions. Features like live  word cloud , and open-ended questions foster creativity and promote active participation.

Key Takeaways 

A well-executed project implementation plan is vital for turning ideas into reality. By following a comprehensive plan, avoiding common pitfalls, and utilizing effective tools and strategies, project managers can navigate the complexities of implementation with greater success. 

What are seven stages of project implementation?

• Get everyone on the same page: Communicate the project plan, objectives, and outcomes to establish a shared understanding among stakeholders. Develop a detailed project plan: Create a comprehensive plan with tasks, timelines, resources, and dependencies. Engage and align the team: Define roles, encourage open communication, and foster teamwork. Break down tasks and set priorities: Organize work by breaking down the plan into manageable tasks with clear priorities. Time is of the essence: Establish a realistic timeline with milestones, considering dependencies and resource availability. Allocate resources effectively: Optimize resource utilization to ensure availability and alignment with the budget. Monitor progress and manage risks: Track task completion, address deviations, and implement risk management strategies. Communicate and collaborate: Share updates, hold meetings, and promote transparency and proactive problem-solving. Adapt and adjust: Remain flexible, anticipate challenges, and make necessary adjustments. Document and learn: Keep proper documentation, capture lessons learned, and conduct post-project reviews for continuous improvement.

What is the importance of project implementation?

Project implementation turns the plan into reality, without proper implementation, even the best-laid plans can remain just ideas. 

What are the 4 major components of an implementation plan?

Project Objectives and Scope Timeline and milestones Resource allocation Roles and responsibilities

Ref:  Forbes   |   Teamwork.com

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Digital twins: The art of the possible in product development and beyond

Industrial companies around the world rely on digital tools to turn ideas into physical products for their customers. These tools have become increasingly more powerful, flexible, and sophisticated since the 1960s and 1970s, when computers first began replacing drawing boards in design offices. Today, product life-cycle management (PLM) has become engineers’ first language: PLM systems help companies to capture, codify, process, and communicate product knowledge across their organizations.

About the authors

This article is a collaborative effort by Mickael Brossard , Sebastien Chaigne, Jacomo Corbo, Bernhard Mühlreiter , and Jan Paul Stein, representing views from McKinsey’s Operations Practice.

Yet as engineering tools have become more capable, the demands placed upon them have also increased. Product functions are increasingly delivered through a combination of hardware and software. Sensors and communications capabilities allow products to offer more features and to respond more effectively to changing operating conditions and user requirements. Advanced, adaptable user interfaces have simplified the operation of complex and sophisticated machines.

Evolving business models are also blurring the boundaries between design and use. Customers expect the performance and functionality of products to improve during their life cycle, enabled by over-the-air software updates or the ability to unlock new features as needed. Many products operate as part of an ecosystem of related products and services. Increasingly, customers are not buying products outright, but paying for the capabilities they provide on a per-use or subscription basis.

The birth of the digital twin

These changing requirements have triggered a transformation in digital product representation and the creation of a new tool: the digital twin. Digital twins combine and build upon existing digital engineering tools, incorporating additional data sources, adding advanced simulation and analytics capabilities, and establishing links to live data generated during the product’s manufacture and use. A conventional PLM system uses one digital model to represent each variant of a product. A digital twin, by contrast, may have one model for each individual product, which is continually updated using data collected during the product’s life cycle.

The digital-twin approach can be applied to products, manufacturing processes, or even entire value chains. In this article, we will focus on their application to products, specifically to product design.

Digital twins offer multiple potential benefits for product-based companies and users. They can aid design optimization, reduce costs and time to market, and accelerate the organization’s response to new customer needs. Digital twins can also be a critical enabler of new revenue streams, such as remote maintenance and support offerings and “as a service” business models.

Based on the experience of companies that have already adopted the approach, we estimate that digital-twin technologies can drive a revenue increase of up to 10 percent, accelerate time to market by as much as 50 percent, and improve product quality by up to 25 percent. Digital-twin technology  is becoming a significant industry. Current estimates indicate that the market for digital twins in Europe alone will be around €7 billion by 2025, with an annual growth rate of 30 to 45 percent. 1 Infinium; MarketsandMarkets; MarkNTel Advisors; Meticulous Market Research; Mordor Intelligence; SBIS; Technavio, last accessed April 2020.

Digital twins in practice

Companies in many different industries are already capturing real value by applying digital twins to product development , manufacturing, and through-life support (exhibit).

An automotive OEM, for example, has used the digital-twin approach to create a concept configurator for early phase development . The start of the development process is especially challenging for complex products because the various stakeholder groups, such as sales, engineering, and finance, may have different or even contradictory product requirements. The OEM now balances these trade-offs using a digital concept configurator that allows for simultaneous evaluation of customer requirements, technical concepts, and product costs. When a technical concept within a system or subsystem of the product is changed, the implications for meeting customer requirements or product cost targets become immediately transparent.

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Using the configurator within cross-functional development teams has helped the OEM to reallocate 5 to 15 percent of a new vehicle’s material costs to the attributes that drive the most customer value. Applying the approach to select customer-facing components has allowed the company to optimize costs and customer value simultaneously, improving the contribution margin of those parts by 5 to 10 percent. As a further benefit, the configurator helped the team reduce the time taken to reach agreement on changes by 20 percent, thus accelerating time to market.

Digital twins are even being used to replicate systems in complex mission scenarios. Using this approach, one aerospace and defense player has cut the time required to develop advanced products by 30 to 40 percent. The digital twin also aids discussion with customers during the development process, helping the company validate and improve its designs.

In the consumer electronics sector, a company is using product digital twins to boost quality and supply chain resilience . It stores detailed information on the content of its products, including the exact source of individual components. In the event of quality issues during production or early failures in the field, the company can trace problems back to specific supplier facilities, then take appropriate action to prevent reoccurrence of the issue. An automotive supplier uses the same approach to trace quality deviations in its production through to the upstream supply chain, and in the process has reduced scrap by 20 percent.

Digital twins are increasingly being used to improve future product generations . An electric-vehicle (EV) manufacturer, for example, uses live data from more than 80 sensors to track energy consumption under different driving regimes and in varying weather conditions. Analysis of that data allows it to upgrade its vehicle control software, with some updates introduced into new vehicles and others delivered over the air to existing customers.

Developers of autonomous-driving systems , meanwhile, are increasingly developing their technology in virtual environments. The training and validation of algorithms in a simulated environment is safer and cheaper than real-world tests. Moreover, the ability to run numerous simulations in parallel has accelerated the testing process by more than 10,000 times. Incorporating sensor data from real-world vehicles into these tests helps companies improve the veracity of their simulations and identify blind spots in the virtual test database.

The mainstreaming of additive manufacturing

A company in the renewable-energy sector is using a digital twin to automate, accelerate, and improve the engineering of hydroelectric turbines . Using the machine learning system to evaluate the likely performance of the new designs allowed it to rate more than a million different designs in seconds rather than the hours required for conventional computational flow dynamics (CFD) analysis. The winning geometry delivers the maximum theoretical performance, significantly higher than what is achievable by conventional optimization methods. Moreover, by using machine learning, the overall end-to-end design cycle time was cut in half compared with the conventional approach.

Digital twins in three dimensions

Digital twins can take many different forms. Organizations that want to take advantage of digital-twin technologies must select an appropriate form that will enhance its technical and business objectives. The design of a digital twin can vary across three dimensions (exhibit).

The first dimension encompasses the value chain steps that the digital twin will cover. An engineering twin covers value chain steps similar to those covered by conventional PLM systems, ranging from product definition to detailed engineering. A production twin replicates a product throughout the manufacturing process, incorporating data such as the components, materials, and process parameters used, as well as the results of tests and quality checks. A service twin incorporates data collected from the product in use, such as operating modes, performance, diagnostic information, and maintenance history. The most sophisticated digital twins span multiple parts of the value chain, allowing in-service data to optimize manufacturing processes or future design iterations.

The second dimension is the scope of the digital twin. A product may consist of several major systems, multiple subsystems, and hundreds or thousands of hardware and software components. Some digital twins cover only one or several components, for example, those that simulate the flow of liquids through a pipe. Others cover a full product, for example, those that simulate a car’s crash characteristics. Given the limitations of computing power, generally, the narrower the scope of a digital twin, the more precise its virtual replica will be. In contrast, full-product digital twins often need to abstract or simplify certain product behaviors to remain manageable.

The final dimension of a digital twin is its degree of sophistication . The simplest digital twins consist of various sources of data relating to a product, often from sources that have few or no links with one another. The second level of sophistication uses traditional simulation tools to perform analyses of design performance and integrate the various sources through a PLM system or similar platform.

At the third level of sophistication, a digital twin will use predictive or prescriptive analytics, as well as machine learning technology to run automated simulation refinements and yield new insights. This allows design and manufacturing teams to make informed decisions based upon direct results and performances.

At the last level of sophistication, digital twins use predictions of component failure rates or performance variations to react to changing environments and manipulate the real-world counterpart in a closed-loop setup. This approach might be used in a condition monitoring system, for example, where sensor data and simulations are combined to make inferences and predictions about the state and behavior of a specific product, and might allow a machine to compensate for wear or variations in operating conditions by adjusting parameters in real time.

Companies in other sectors are also starting to use digital twins to derive deeper insights into customer behaviors and preferences . For example, white-goods manufacturers can use data from in-service products to identify the most and least used features. That can inform future product development decisions, such as deleting rarely used features or revising the user interface to make the features more accessible.

The adoption of digital twins is currently gaining momentum across industries, as companies aim to reap the benefits of various types of digital twins. Given the many different shapes and forms of digital twins (see sidebar, “Digital twins in three dimensions”), and the different starting points of each organization, a clear strategy is needed to help prioritize where to focus digital-twin development and what steps to take to capture the most value.

How to start and succeed on your digital-twin journey

Embarking on a digital-twin journey can look daunting at first sight, especially since the breadth and depth of use cases can span the entire corporate landscape, including product portfolio choices, business model design, R&D, manufacturing, and through-life support.

This versatility can also be a strength, however, as it allows companies to start small and expand the scope, sophistication, and value-chain coverage of their digital-twin projects over time. The experience of companies that have applied digital twins in their own product operations leads to a few simple rules that can greatly increase your odds of success.

Define your aspirations

Be aware of digital-twin best practices. Do your homework and seek out perspectives on best practices and future trends in digital-twin technology. Assess and prioritize the elements of your vision. Evaluate the potential of digital-twin-related opportunities and prioritize them into an implementation road map.

Be clear about the business case. Quantify the value offered by different digital-twin opportunities and determine the minimum level of model sophistication required to generate that value. Successful projects focus on short development times and rapid ROI.

Test the waters by prototyping select use cases. Run a series of hackathons (possibly supported by digital-twin specialists) to assess your capabilities’ baseline, develop solution prototypes, refine, and adjust the initial concepts. This step calibrates the approach and prevents you from losing time and resources by attempting an impossible plan. It is part of a broader value assurance move aimed at bringing the entire project to a successful conclusion.

Know your strengths

Perform a maturity assessment. Understand your current digital product development capabilities along six main dimensions: development methodologies, PLM governance, data strategy, business processes, system complexity, and collaboration. Understanding the areas where you are most advanced and where you are lagging behind will help prioritize areas of investment for a balanced implementation of a digital twin and its use cases.

Access to appropriate talent and capabilities can make or break a digital-twin initiative. Many organizations need to develop additional expertise in areas such as advanced simulation and modeling or data analytics for user experience design.

Plan a step-by-step, agile implementation

Invest several months in developing a minimum viable product (MVP). Incubate a cross-functional, agile team dedicated to bringing priority use cases to life and building digital capabilities in the process. The MVP is now the must-do approach to maximize value gains from the start rather than waiting until the program is finalized before experiencing the first benefits.

Perform an MVP retrospective to pivot or persevere. Derive lessons from the first MVP phase to confirm your digital-twin aspirations or pivot them based on the findings (for example, the validity of use cases, complexity of implementation, and maturity of the organization). This is the second value assurance move that enables you to further calibrate the implementation plan and revise the scope to avoid generating sunk costs.

Scale up the digital-twin initiative and accelerate ROI. Optimize and standardize implementation based on insights from the MVP phase. Define an (internal or external) recruiting and capability-building strategy. Build an operating model to enable rapid scaling of successful approaches. The most advanced organizations typically consider digital-twin technologies a core strategic capability.

By following these simple best practices, you will be able to reap the benefits of digital twins in a scalable, progressive way. Are you ready?

Mickael Brossard is a partner in McKinsey’s Paris office, where Sebastien Chaigne is an associate partner; Jacomo Corbo is a partner in the London office; Bernhard Mühlreiter is a partner in the Vienna office; and Jan Paul Stein is an associate partner in the Munich office.

The authors wish to thank Roberto Argolini, Elia Berteletti, Kimberly Borden, Akshay Desai, Hannes Erntell, Alessandro Faure Ragani, Anna Herlt, Mark Huntington, Mithun Kamat, Michele Manzo, and Alessandro Mattozzi for their contributions to this article.

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WMO and the Early Warnings for All Initiative

The Early Warnings for All initiative aims to ensure universal protection from hazardous weather, water, or climate events through life-saving early warning systems by the end of 2027, a call echoed by the United Nations Secretary-General António Guterres in 2022. 

Today, one third of the world’s people, mainly in least developed countries and small island developing states, are still not covered by early warning systems... This is unacceptable, particularly with climate impacts sure to get even worse. Early warnings and action save lives. To that end, today I announce the United Nations will spearhead new action to ensure every person on Earth is protected by early warning systems within five years. 

UN Secretary-General António Guterres on World Meteorological Day 23 March 2022

With human-induced climate change leading to more extreme weather conditions, the need for early warning systems is more crucial than ever. Despite the urgent need, only half of the countries worldwide report having adequate multi-hazard early warning systems.  A Multi-Hazard Early Warning System (MHEWS) is an integrated system which allows people to know that hazardous weather or climate events are on their way, and informs how governments, communities and individuals can act to minimize impacts. MHEWS should be people-centred to empower those threatened by hazards to act in sufficient time and in an appropriate manner, and must build on partnerships within and across relevant sectors.

Four pillars for delivery of end-to-end MHEWS

The initiative is built on four pillars to deliver effective and inclusive multi-hazard early warning systems, and is co-led by the World Meteorological Organization (WMO), the United Nations Office for Disaster Risk Reduction (UNDRR) , the International Telecommunication Union (ITU) and the International Federation of Red Cross and Red Crescent Societies (IFRC) and other partners.

The delivery of Early Warnings for All requires scale up and coordinated investments and action across the four essential pillars of end to end, people-centred Multi-Hazard Early Warning Systems (MHEWS): 

• Pillar 1: Disaster risk knowledge
• Pillar 2: Detection, observation, monitoring, analysis, and forecasting
• Pillar 3: Warning dissemination and communication
• Pillar 4: Preparedness and response capabilities

WMO leads the implementation of Pillar 2: Detection, observation, monitoring, analysis, and forecasting, with support from UN Development Programme (UNDP), UN Educational, Scientific and Cultural Organization (UNESCO) and UN Environment Programme (UNEP).

Pillar 2 is critical for societies to be better equipped to understand, prepare for, and respond to the evolving challenges of our changing climate: Early Warning Systems rely on worldwide sharing of data collected from the Earth's surface and space. This information is freely exchanged between countries and analyzed by highly advanced supercomputing modelling centres. These centres run numerical models which simulate how different parts of the Earth System (weather, hydrology, oceans, and cryosphere), interact with each other. From these simulations, predictions are made and then passed down from global to regional and national levels. This allows National Meteorological and Hydrological Services (NMHSs) to provide accurate forecasts to citizens. Without this coordinated effort facilitated by WMO, modern day weather and hydrology forecasts would not be possible. 

Pillar 2 aims to address several challenges:

In response to these, the Pillar 2 Implementation Plan is focused on delivering 5 outcomes:

Improving data quality and access:

It's essential to have more high-quality data available for checking and keeping an eye on major dangers. This data forms the backbone of services for weather, climate, and water. We need to make sure countries can get to and use this data to watch over their main risks.

Sharing data worldwide:

Ensuring easy sharing and access to data globally is paramount, particularly when it comes to forecasting and issuing early warnings. Organizations tasked with collecting or generating data sets, creating forecast products, refining information, and offering storage services play a pivotal role in this effort. Our goal is to enable smooth data sharing across local, national, and global scales while keeping it cost-effective.

Enhancing forecasting capabilities:

Our focus is on refining the utilization of predictive tools for significant weather-associated challenges. Leveraging improved data, advanced computational power, and deepening insights into weather dynamics, our weather forecasting precision is enhancing. As we coordinate member capabilities, we prepare and distribute meteorological analyses and forecast products for all Members, ensuring the provision of consistent and harmonized services, which is essential for our future readiness.

Proactive measures for early action:

It's essential that our forecasts and alerts adhere to international standards. Strengthened by regional partnerships and bolstered by advanced tools and training, we're dedicated to enabling every nation to issue round-the-clock warnings. Our commitment isn't just about predicting severe weather events; we also emphasize the associated dangers. Such detailed insights equip communities to effectively brace themselves, safeguarding residences, infrastructure, and their environment.

Establishing robust leadership frameworks:

Robust governance is pivotal, which involves crafting appropriate policies, establishing efficient organizations, and ensuring collective participation to facilitate prompt warnings and actions. Such frameworks also foster platforms for knowledge exchange and discussions on current advancements and trends in disaster risk reduction.

The 193-Member Congress, which is the WMO’s top decision-making body, has accorded that Early Warnings for All is the top overriding priority of the organization, as enshrined in the WMO Strategic Plan 2024–2027

Accordingly, key WMO activities are coordinated and consolidated under the Early Warnings for All umbrella including the work of the technical commissions and regional activities aligned to achieve the goal.

National Meteorological and Hydrological Services are the official and authoritative providers of early warnings for hydrometeorological hazards.

WMO's work for the implementation of Pillar 2

Tropical Cyclones

The WMO Congress has accorded that Early Warnings for All is the top overriding priority of the organization, as enshrined in the WMO Strategic Plan 2024–2027 . Accordingly, WMO activities are coordinated and consolidated under the Early Warnings for All umbrella including the work of the Technical Commissions and regional activities aligned to achieve the goal.

Systematic Observing Financing Facility (SOFF):

The SOFF is a UN vertical fund co-created by WMO, UNDP, and UNEP to close the climate and weather observations data gap in countries with the most severe shortfalls in observations, prioritizing Least Developed Countries (LDCs) and Small Island Developing States (SIDS).

Learn more about SOFF

Climate Risk and Early Warning Systems (CREWS):

WMO hosts the secretariat of the CREWS. CREWS provides financing to LDCs and SIDS for people-centred risk informed early warning systems to reduce vulnerability and strengthen resilience and adaptive capacity.

Learn more about CREWS

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Early warnings for all in focus: hazard monitoring and forecasting, assessment guidelines for end-to-end flood forecasting and early warning systems.

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Tracking Changes in Program Implementation: Findings from Multiple Rounds of the Reemployment Services and Eligibility Assessments (RESEA) Implementation Survey

Publication info, research methodology, country, state or territory, description, other products.

In 2018, amendments to Section 306(c) of the Social Security Act (SSA) permanently authorized the Reemployment Services and Eligibility Assessments (RESEA) program and introduced substantive changes, including formula-based funding to states and a series of requirements intended to increase the use and availability of evidence-based reemployment interventions and strategies. The RESEA program aims to help Unemployment Insurance (UI) claimants return to work quickly and improve employment outcomes. It is also intended to strengthen UI program integrity and promote alignment between UI and the broader workforce development system. This brief describes changes in implementation of the RESEA program and the findings from multiple rounds of a survey of states.  

• States consistently reported that they targeted claimants identified as most likely to exhaust UI benefits when selecting participants for the RESEA program.
• The timing of the initial RESEA meeting relative to the notification of selection remained relatively consistent between Waves 1 and 4. Across the four waves, the initial RESEA meeting most often occurred within two weeks after notification of RESEA selection.
• Overall, states provided more flexibility in scheduling and location of the RESEA meetings than they did prior to the COVID-19 pandemic. The use of remote service delivery options, including phone calls and videoconferences, increased. Despite increased flexibility, the content and services provided during the initial RESEA meetings remained similar between 2020-2023.
• In Waves 1, 3, and 4, more than half of states reported conducting a subsequent RESEA meeting after the initial RESEA meeting. In Wave 4, the number of subsequent meetings conducted increased with several states conducting more than one subsequent meeting. 
• States reported increases in activities designed to promote attendance and service delivery, such as reminder notifications to claimants. Many states leveraged the use of letter, phone, email, and text reminders to increase attendance at mandatory RESEA meetings, thereby reducing the failure to report rate.
• By Wave 4, nearly all states had resumed pre-pandemic, staff-led reviews while sustaining more flexible and online review procedures. Before the pandemic, RESEA staff were required to review claimants’ work search logs. During the pandemic, their approach to work search reviews changed by either suspending the requirement or transitioning to an online system.
• Relative to the first wave in 2020, states reported conducting more data analyses of RESEA participants to assess program effectiveness by Wave 4.
• In Wave 4, 12 states reported having completed an evaluation of their RESEA program and 37 states reported planning for future RESEA evaluations of program components. Some states plan to conduct program component evaluations on job readiness workshops, intensive career services, RESEA meetings, or service delivery modes.

Brief: Tracking Changes in Program Implementation: Findings from Multiple Rounds of the Reemployment Services and Eligibility Assessments (RESEA) Implementation Survey