Nov 20, 2024
What Is Interactive Planning (IAP)?
First introduced by Russell Ackoff in the 1970s, Interactive Planning (IAP) has evolved into a cornerstone of modern project management and controls.
Later refined by industry leaders like Jacobs Engineering, IAP is built on a simple but powerful principle:
"No one can plan for anyone else."
In other words, the best project plans are built by the people who will execute them.
By bringing together engineering leads, planners, project managers, and stakeholders, IAP replaces one-way scheduling with interactive, data-driven discussions — resulting in more accurate timelines, stronger alignment, and a plan that everyone owns.
Why Interactive Planning Works
When done right, IAP sessions do more than produce a schedule. They create shared understanding, ownership, and momentum.
But success doesn’t happen by chance — it requires thoughtful design and facilitation.
Below are key steps and insights for running impactful Interactive Planning sessions.
1️⃣ Prepare and EducateStakeholders
Before anyone joins the room, make sure everyone knows what IAP is and why it matters.
A short briefing, explainer note, or kickoff presentation helps participants understand:
The purpose of the session
Their role in the process
How their input will shape the outcome
When people understand the “why,” they engage more fully in the “how.”
2️⃣Planthe Planning
You’re a planner — so plan your own planning process.
Decide:
Who needs to participate (and who doesn’t)
How many sessions will be required
What information or data you’ll need beforehand
How to capture and validate outputs
Use your Work Breakdown Structure (WBS) to identify the right mix of participants — typically one lead per WBS element. This ensures all parts of the project are covered without overloading the room.
3️⃣ Define the IAPStructure
For large or complex projects, consider multiple stages:
Pre-IAP: Define objectives, participants, and scope
High-Level IAP: Align on major milestones and dependencies
Detailed IAP: Build activity-level logic, durations, and critical paths
For smaller projects, these can be combined into one efficient session — the goal is the same: build clarity and commitment through collaboration.
4️⃣ Choose the RightFacilitation Strategy
Your approach depends on team size and project complexity:
All-at-once sessions work best for small to mid-sized teams, where everyone can actively participate.
Sequential sessions are ideal for large teams. Start with “main action holders” whose activities drive downstream work, then gradually involve other disciplines to resolve interdependencies and finalize timing.
This stepwise approach keeps discussions efficient and focused, avoiding chaos in large workshops.
5️⃣ Select theRight Tools and Setup
Interactive Planning thrives when tools match your team’s style:
Digital sessions: Use Netpoint or any other similar platforms to visualize logic live.
Physical sessions: Use printed timelines and colored sticky notes to make planning hands-on and visual.
Each method has strengths — digital sessions are clean and structured, physical ones are engaging and intuitive.
Whichever you choose, make sure the setup, software, and materials are ready before the session starts.
6️⃣ Send Clear Invitations and Set the Tone
Invite participants at least a week in advance with:
A clear agenda and objectives
Defined roles and expectations
Practical details (location, timing, preparation items)
During the session, lead with structure and positive energy. Keep discussions focused, document agreements in real time, and end with next steps that turn insights into action.
From Planning to Commitment
An Interactive Planning session isn’t just another meeting — it’s where your project team creates shared ownership of the plan.
When people help design the path forward, they don’t just follow the schedule — they believe in it.
At PMeyes, we specialize in facilitating structured, high-energy IAP workshops that connect strategy with execution. Our sessions help you align stakeholders, reveal dependencies, and build robust, realistic schedules your team stands behind.
Ready to Make Your Next ProjectTruly Interactive?
Whether you’re launching a new project or realigning an ongoing one, our experienced facilitators can help you turn your planning process into a collaborative, high-impact experience.
Contact us today to discuss how PMeyes can design and lead an Interactive Planning (IAP) session tailored to your project.