basic planning process

8/3/2019 Basic Planning Process

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BASIC GUIDELINES FOR

SUCCESSFUL PLANNING

PROCESS


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Planning in its Larger ContextPlanning

Setting the direction for something some system

(input, processes, outputs, outcomes) and thenguide the system to follow the direction.

Input: raw materials, money, technologies, people

Process: aligned and coordinated activities that wouldultimately achieve the goals set.

Output: products and services

Outcomes:benefits for consumers


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Whether the system is an organization,

department, business, project, etc., the processof planning includes planners working

backwards through the system.

WHY?


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Some Basic Terms in Planning Goals (output) specific accomplishments that must be

accomplished in total, or in some combination, in order toachieve some larger, overall result preferred from the system(eg. mission).

Strategies or Activities (processes) methods or processesrequired in total, or in some combination, to achieve thegoals.

Objectives (milestones when implementing strategies) specific accomplishments that must be accomplished in total,

or in some combination to achieve the goals in the plan. Tasks activities required to implement the plan (if the scope

of the plan is very small, tasks and activities are often thesame).

Resources (input) people, materials, technologies, money,

etc. required to implement the strategies or processes.


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Basic Overview of Typical Phases in Planning

Whether the system is an organization, department,

business, project, etc., the basic planning process

typically includes similar nature of activities carriedout in similar sequence.

NOTE: Different groups of planners might have different

names for the following activities and groups them

differently. However, the nature of the activities and their

general sequence remains the same.


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1. Reference overall singular purpose (Mission) ordesired result from system

2. Take stock outside and inside the system

3. Analyze the situation

4. Establish goals

5. Establish strategies to reach goals

6. Establish objectives along the way to achieving

goals7. Associate responsibilities and time lines with each

objective

8. Write and communicate a plan document

9. Acknowledge completion and celebrate success


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Guidelines to Ensure Successful

Planning and Implementation

Common failure:plans are not implemented.

1. Involve the right people in the planning

process Its critical that all parts of the system continue to

exchange feedback in order to function effectively.

When planning, get input from everyone who will be

responsible to carry out parts of the plan, along withrepresentative from groups who will be effected by

the plan.


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2. Write down the planning information and

communicate it widely

Even if managers do communicate their intentions andplans verbally, chances are great that others wont

completely hear or understand what the manager

wants done.

Key stakeholders (employees, management, boardmembers, funders, investors, customers, clients,

suppliers, etc.) may request copies of various types of

plans.


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3. Goals and objectives should be SMARTER

Specific

Write a paper Work harder

Measurable

Write a 30-page paper

Writing a paper

Acceptable

Realistic

Write a 30-page paper in the next 10 seconds


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Time frame (Time-bounded) Write a 30-page paper in one week.

Write one-page a day for 30 days.

Extending The goal should stretch the performers capabilities.

Imight be more interested in writing a 30-page paperif the topic of the paper or the way thatIwrite it willextend my capabilities.

Rewarding Im more inclined to write the paper if the paper will

contribute to an effort in such a way thatImight berewarded for my effort.


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4. Build in accountability (regularly reviewwhos doing what and by when?)

Plans should specify who is responsible for achievingeach result, including goals and objectives.

Responsible parties should regularly review status ofthe plan.

Be sure to have someone of authority sign off on the

plan, including putting their signature on the plan toindicate they agree with and support its contents.

Include responsibilities in policies, procedures, jobdescriptions, performance review processes, etc.


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5. Note deviations from the plan and replanaccordingly

The plan is not a set of rules but it is an overall guideline.It is OK to deviate from it.

As important as following the plan is noticing deviationsand adjusting the plan accordingly.

6. Evaluate planning process and the plan. Regularly collect feedback from participants. Its critical

to collect feedbacks regularly during planning process.

During regular reviews of implementation of the plan,assess if goals are being achieved or not.


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7. Recurring planning process is at least asimportant as plan document

The real treasure of planning is the planning process NOTthe plan document.

During planning, planners learn a great deal from ongoinganalysis, reflection, discussion, debates, and dialoguearound issues and goals in the system.

Conducting ongoing communications around thedocuments is as important as putting emphasis on writtencodes of ethics and codes of conduct.

Ongoing communications are what sensitize people tounderstanding and following the values and behaviors

suggested on the codes.


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8. Nature of the process should be compatible

to nature of planners

9. Critical but frequently missing step

acknowledgement and celebration of results


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- END -

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