As stated earlier in this chapter, sometimes the questions about action plans, persons responsible, and the time frame of activities are asked as separate questions. More often, the RFP requests “a detailed plan of action that includes objectives, measures, persons responsible, action steps, and a time frame for accomplishments.”

In these cases, a grid is the most efficient way of communicating all the required information in a short amount of space. Cells or tables available in most word-processing computer programs make such illustrations simple. Remember, however, that you will sometimes have six or more columns if you separate each topic.

Process-oriented projects often require a diagram to illustrate the steps in planning. Continuous improvement, for instance, is a cyclical rather than a linear process. Grids don't work to illustrate concepts like the process of planning, implementing, checking, and revising, which can be ongoing and may start anywhere in the process. Instead, illustrate these concepts with simple diagrams like the one below.

Most RFPs will specify that they do not want color graphs or charts. But when illustrating levels of information, you can use various fonts, typefaces, simple black-and-white graphs, gray-scale shading, and tables. Just be sure that your illustrations photocopy well. Copy that's lost in an improperly shaded box, for instance, counters your attempts to be clear and concise in your action plan.