Super Simple Activity Planning

Sheri Kennedy • July 28, 2023

The Art of Applied Visual Thinking

The official newsletter of Applied Visual Thinking SUPERHEROES. Vol. 4 No. 14 July 28, 2023

Sometimes a busy Mom needs a break. That's the real reason why I'm asking the youth in my household to help plan some of the family activities this summer, and I'm giving them a visual tool to make it easy. Moms are also not the only organizers who could use a break. Caregivers of all descriptions as well as managers and team leaders can find themselves in the role of "cruise director," tasked with coming up with activities to engage, teach and/or entertain the masses.

Besides keeping the default activity planner happy, however, there are benefits to any member of a family, team or group learning how to organize a group activity, especially using visuals.

For example, as organizer you:

Learn about the place you plan to visit and share your insights
Build anticipation and excitement for the activity
Bring a fresh perspectives and new ideas
Avoid potential pitfalls
Become invested in the success of the event

two stick people sitting around a campfire talking

Planning is not everyone's forte, of course, especially during the summer when you might just want to get up, get out and go. To read about how to minimize tension and conflict around vacation planning, read last summer's blog post "Minimize the Kerfuffle."

When you are ready to take the next step and prompt others to take on activity planning, keep it simple. Here's how.

Try it out

Start by asking the classic 5 W's and an H questions — what, who, where, when, why and how? Download and print the free template here to make activity planning ultra simple.

Imagine you are sitting around a campfire dreaming up a future activity. Answer the following questions in the ovals, or craft your own questions. Draw connecting lines from the most applicable of the 5W's and an H or color code them.

Adding color and hierarchy to add interest and make meaning

WHAT? What might we do exactly? What will we need to prep at home? Take with us? What needs to be taken care of while we are away?
WHO? Which members of the group/family will go? Who might we need to notify? Connect with?
WHERE? Where is this destination located? How long will it take to get there and back?
WHEN? How long will we stay? Are there opening and closing times we need to know? Transportation-related timing?
WHY? Why is this going to be the coolest adventure EVER? What will we get out of it?
HOW? How much will it cost? Will we need to make reservations or buy tickets? Reserve library passes? Are there discounts we can use?

The next level: Yes, and…

Here's how to take it to the next level and engage a group with the process. Keep in mind that the goals are to keep the process as well as the activity as super simple and fun as possible, and to be kind, patient and cooperative toward each other along the planning path.

The designated planner presents the activity idea to the group. Others are asked to be "active listeners" by paying close attention, but not interrupting the speaker.
The group is then given an opportunity to ask clarifying questions for anything unclear, one speaker at a time if necessary. No critique or negating of the big ideas is allowed.
Participants can then offer suggestions for any of the 5 W's and an H to BUILD ON to the big idea. Comments MUST take the form of "yes, and…" and continue the flow of ideas, rather than critiquing previously stated ideas.

NOTE: This process is great for planning a single activity. If what you need is to plan a whole event, start with our Event Planning Triage blog and template.

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