IT planning: Roadmaps and resources
Last updated: April 2025
IT teams play a key role in every organization. They provide all the software and systems that help people streamline their work, such as communication and productivity tools, data processing and storage, technical support, and more. This work impacts how the organization delivers products and services to customers — and even how it stays ahead of competitors.
That makes it critical to develop a strategic IT plan outlining how IT efforts will support key business goals set by the company. Whether you are part of an IT team or just want to learn more, you will get an overview of what goes into IT planning in this guide (plus, resources for getting started).
Jump ahead here:
What is an IT plan?
IT plans describe the strategic direction of the IT team — the "why" behind upcoming initiatives and investments — in addition to the "what" and "when" of those efforts. A solid plan helps IT teams focus on the work that will bring the most value to the organization. It keeps folks in sync and accountable for what everyone committed to delivering. IT strategic planning also provides other teams visibility into this work and why it matters.
Many IT teams create an overarching plan for the department as well as focused plans for discrete areas of work. IT plans guide both long-term efforts and day-to-day tasks.
An example of an IT plan visualized with a Gantt chart in Aha! software.
Components of an IT plan
Any successful IT plan is underpinned by IT strategy (you can read more on this in the next section). This strategic direction is the basis for the details of your plan.
Depending on its scope, an IT strategic plan generally includes these components:
IT goals | Specific, measurable, and time-bound goals. Each should deliver against broader goals defined at the company level. |
IT initiatives | High-level efforts that need to be completed in order to meet goals — bridging strategy and tactical plans |
Activities, features, or tasks | Specific details of what will be delivered, including features, requirements, user stories, and tasks that support implementing IT initiatives and projects |
Resources | Budget required to manage recurring expenses and upcoming technology investments. Resourcing might also include team capacity. |
Timeline | High-level dates when work will be delivered, plus important milestones and dependencies |
Release schedule | Documented release process for the entire systems development lifecycle, from planning to deployment, that shares how and when new solutions will be delivered to users |
Roles and workflows | IT team members involved, roles and responsibilities, and any approval gates along the way |
IT roadmap | A visualization of your IT goals, initiatives, and progress on a timeline — helping to communicate IT plans to stakeholders |
IT plans vs. IT strategy: What is the difference?
As we mentioned, IT plans rely on a defined IT strategy. So, what is the difference between these two concepts, and how does one build on the other?
In general, an IT strategy sets the direction for how the IT team will invest time and resources to support the business. The IT plan puts this strategy in motion — with details on specific projects and areas of focus, roles and responsibilities, budgets, and more.
Company strategy is typically set annually, so IT strategy and planning follow suit. Some IT teams build out plans in two- and three-year increments as well. The timelines largely depend on your goals, initiatives, internal resources, and leadership team. The chief technology officer (CTO) or VP of technology are usually in charge of the overall plan.
IT strategy often includes a vision and mission for the IT team. IT goals and initiatives are also defined as part of IT strategy, then included (or at least referenced) in the IT plan. Because technology changes quickly, the details of an IT plan may change — but high-level IT strategy should remain relatively steady.
Best practices for IT strategic planning
Your organization's structure, industry, and IT methodologies will impact how you approach IT planning. Some IT teams take a waterfall approach to planning — they define the plans upfront, gather requirements, and do the work sequentially. Others take a more agile approach. Agile IT teams define high-level goals, then allow for ongoing adjustments and iterations to the plan. Either approach has its place as long it enables you to meet your customers' needs.
Consider the following questions to help guide the IT strategic planning process:
What are the top business priorities and how can IT support them?
Who are the customers that we serve and what are their needs?
What experiences do we want to provide for our customers?
How do our customers currently feel about our tools and services?
Which systems and tools are in need of upgrades or replacement?
Are there gaps in our current infrastructure that limit our ability to reach goals?
How can we improve operational efficiency and reduce costs?
Where do bottlenecks or delays exist in current IT team processes?
What is our biggest opportunity for innovation?
What internal and external factors (such as emerging technologies) could impact plans?
Who are the key stakeholders and how will we keep them informed?
How will we monitor and review the IT plan's success?
Once your IT plan starts taking shape, it is important to communicate it across the organization while being mindful of how everything fits into overall business objectives. These best practices can help you stay on target:
Share and hold everyone accountable: This does not mean that you cannot change plans to account for shifting business priorities, user feedback, and data related to your goals. Plans will evolve, but the whole IT team needs to consider long-term goals and stay focused on that direction.
Budget wisely: Smart forecasting and budgeting help IT acquire necessary resources and use them more efficiently — so the team can focus on the work of maintaining and optimizing technology. Think about how to distill IT goals into their most fundamental units of work so the team invests only in projects that will help you achieve your objectives.
Make an IT roadmap: Roadmaps are often associated with product management. But an IT roadmap (or technology roadmap) can help you communicate IT strategic plans on a visual timeline. It is an effective way to showcase what is coming next and keep everyone informed. Plus, roadmapping tools like Aha! Roadmaps can even help track the team's progress, identify roadblocks, and integrate with the development tools that you already use.
And remember: Although IT teams may not directly drive revenue or interact with external customers, this work is essential to improving how the organization functions as a whole. When you set solid plans, you will be pleased to see where you end up.
Related:
IT roadmap templates
Ready to get started? The roadmap templates below can be easily customized to visualize IT plans. Try using these templates to:
Share your IT goals with stakeholders
Communicate broad initiatives to enhance or migrate core IT systems
Show a high-level view of planned short- and long-term technology projects
Visualize the release schedule for IT plans
Strategic roadmap template
Now, Next, Later roadmap template
Release roadmap template
