Drafting your own Operations Plan

Introduction:

If you’ve attended our events, then you’ve probably seen our “Ops Plan”. If you’re a former military guy or gal, the word, Operational Plan will surely trigger a nerve! OPLANs, are no secret, in fact making OPLANs are pretty simple and can save you some headaches if done correctly. So, what exactly is an OPLAN? Simply put, it’s a document that lays out key information for upcoming events. The military has been using various forms of Operational Planning for decades and are key to any movement, operation, or mission. In most cases, you can’t leave the damn motor pool without being briefed.

How does an OPLAN apply to off-roading? Off roading is an inherently dangerous hobby, a lot can go wrong! In fact, in most events something is always bound to happen. Participants can encounter obstacles that can damage their vehicles, hazards along the trails, and even suffer potential life-threatening emergencies. We can all agree, the LAST place you want to be when in need for help or assistance, is in the middle of nowhere. This is where OPLANs come into play.

How to create your own OPLAN:

First and foremost, an OPLAN can be any length and doesn’t have to be a lengthy 14-page document. It can a few pages and more importantly, you don’t even have to call it an OPLAN. Call it a “Guide” or a “Safety Memo”, as long as it serves the main points you want to get across. What’s in an OPLAN? Well, that also depends on what you want it to contain. Generally, (militarily speaking) an OPLAN will consist of 5 components, us former military guys refer to this as a S.M.E.A.C. A what? SMEAC is actually an acronym for a field order, most military units today use some variation of the SMEAC. Let’s break it down…barney style.

Situation:

The S in SMEAC stands for Situation or simply put a synopsis of what is going on. Every event has a synopsis, what’s it about? what’s the end goal? In terms of off-roading, it’s something as simple as a narrative about what’s about to take place. Do you need do create one? Depends. In the military, a Situation can cover larger movement plans, compositions, unit sizes, strength and limitations, etc.…

Mission:

This is a fancy term for the 5Ws. Who, What, Where, When, Why, (and maybe How). Who is participating? What’s the plan? Who’s bringing what? Where are you going? When will you get there and when do you return? How do you plan on getting there? Regardless, the size or complexity of your plan. The 5Ws are critical in achieving your end goal.

Execution:

Another fancy military word. Execution. Simply put, how will “it” get done.

Administration/Logistics:

This is another critical piece to any type of planning. Administration usually covers your “Oh Shit” or “In Case of Emergency” plans. These include contingency plans. If someone breaks down, who’s helping? I someone falls over from heat exhaustion, who will render aid? Logistics naturally falls in line with Administration, if someone breaks down, aside from who’s helping, do you have the necessary equipment? If someone faints from the heat, do you have a medic kit? Spare Water? In the military, we refer to this as the 3B’s, Beans, Bullets, and Batteries/Bandages. Any warfighter will tell you, can’t fight a conflict without the 3Bs. Beans = Food. Do you have enough rations? Bullets = doesn’t necessarily apply to a civilian event but it’s always good to identify who is packing heat…and lay out the ground rules on using a weapon around others. Lastly, Batteries or Bandages = sort depends what field you’re in. Supply gurus know the worst thing you can do is take a flashlight without extra batteries. Field medics will argue you always need a handy medical kit in case of emergency.

Remember that anything can be added into your OPLAN. Personally, I like to include the weather forecast for the day. I’m a Navy guy, when I was in the service, we would plan our missions down to the ebbs and flows of tides. So, will your event be cold? Sunny? Is there a chance of rain? Planning for the weather goes farther than wondering if you should wear sunscreen or pack an extra jacket. Knowing your environment and what it is susceptible to is incredibly important. Are you in a flood flash prone area? If you catch a torrential downpour, are you and your team in a “oh shit” position? Can you ride it out or find the nearest high ground and book it?

Command and Signal:

If you’re asking yourself, “wait a minute shouldn’t it be SMEACS?”. It’s not…don’t ask me why, it’s a stupid military thing. The last section in our OPLAN how-to is Command and Signal, if you read our OPLAN, our code words like “Homestead” or “NoJoy” aren’t just there as a cool factor. No, they actually mean something. More importantly, these simple code words are used to mark our location within trail or serve as a means to indicate an emergency that requires our attention. Command is required for any event and is naturally part of our everyday life. We are all part of a social command structure, we have bosses, as parents we tell our kids what to do, we are law abiding citizens and understand the rule of law. Command in an off roading event is no different. Let me say this, there is no WORSE event than the one where everyone is a Chief and no one wants to be an Indian. There has to be structure, not because one wants to feel superior to others. Because, when something breaks bad there has to be leadership and structure. In the real world, when fires consume a building, we all know a firefighter is bound to run into the building and douse it down with water. It’s how our world works.

What does that look like here at Twin City Off Road? Well, we have designated Trail Leads (TLs) As a TL, we’ve scouted the route beforehand, meaning we know where it begins, where it ends, and where the trail requires attention. I argue, a TL is ultimately responsible for the party he/she leads. Right? The last thing you would want is for an event coordinator to look at you for suggestions. We also have Assistant Trail Leads (ATLs), these are seasoned off road gurus that know how to “wheel” or are good guides and obstacles spotters. We also designate Tail Gunners (TGs), a TG is the last vehicle in the group who is responsible for making sure no one falls behind and helps account for everyone.

It’s also important to note, anyone can be an event TL, ATL, or TG. If you want to take the added responsibility, we are more than happy to oblige.

Closing:

So, what does that mean to you (a participant). First, familiarize yourself with our OPLAN, take the time to read it and understand the risks and the contingencies. Second, if you want to contribute, let us know! We always welcome other’s experience and suggestions. Thirdly, if a situation arises and you are not part of the command structure simple move aside and let the designated individuals take care of it. The number one argument that comes up in our events is participants not understanding the full picture. Remember our events always attract participants of all experience levels, some have never gone off road and require more time and patience. We want everyone to enjoy our events. Lastly, I leave you with some of Murphy’s Laws. Remember these when planning your next event!

1. Anything that can go wrong, will go wrong.

2. A “shortcut” is the longest distance between two points. (Stick to your route)

3. Nothing is ever easy as it looks.

4. Leakproof seals, will. Self-starters, don’t. Interchangeable parts, won’t.

5. If it seems too good to be true, it probably is.

6. There is never a time to “do it right”, but there is always time to do it over.

7. Every solution breeds a new problem.

8. If everything seems to be going well, you have obviously overlooked something.

9. If it jams - force it, if it breaks - it probably needed replacing anyways.

10. If you try to please everybody, no one will like it.