making a time plan

8/7/2019 Making a Time Plan

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ARKS KEYS TO PARTICIPATION-REPUBLIC OF IRELAND

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Planning and Choosing: Making a Time-Plan

What exactly is a time-plan?

It is a plan, or an overview of what is happening and when. The time-plan can

include space for who is responsible for each stage or task. Using a time-plan is oneway to ensure that:

q targets are met things happen when they are supposed to

q nothing is overlooked or forgotten no details are missed out

q all the work is not left until the last moment

q the event runs smoothly

A time-plan should mean more control and less stress for those involved.

How to make a time-plan

Below are two methods commonly used to make time-plans. Look at bothmethods and decide if either would help you to organise an event.

Remember: when deadlines have to be met it is important to have amargin of time in place as insurance against error or mishap,eg if something goes wrong at the last moment, you will havetime to respond and to implement your contingency plan.

Method 1

Key events diary for fundraising 60s concert for local hospice

The diary below is a record of all the tasks, and the order in which theyneed to be done, to ensure that everything is ready for the event on timeand that it runs smoothly.


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Method 1 Key Events Diary

FUNDRAISING CONCERT FRIDAY DECEMBER 1st

MONTH DATE KEY EVENTS TASKS

Sept Tues 5th 1ST Planning meeting Decide date, venue

Decide artists, compre

Plan the programme

By 23rd Estimate the cost

Tues 19TH 2ND Planning meeting Confirm date

Oct By 7th Bookperformers/artists

and continuity announcer

By 13th Prepare programmeFrom 13th Rehearsals

By 14th Prepare contingency plan

By 21st Detailed costing

By 14th Book the hall/theatre

By 14th Book the sound & lighting

engineers

Tues 17th 3RD Planning meeting

Nov By 4th Print the programme and

tickets

By 4th Arrange advertisingBy 25th Sponsorship of raffle prizes

By 25th Distribute tickets to outlets

and sellers for sale

Tues 7th 4TH Planning meeting Compi le f inal checkli s t

Allocate tasks for the

concert - Front of house

manager, etc

Thu 19th Dress rehersal

Fri 30th Concert

Dec Tues 5th Final meeting Evaluation of concert

By 17th Arrangements for

presentation of cheque &

press coverage

Before Presentation of funds

25TH to hospice


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Method 2

Flow chart

This chart has been drawn up in weekly segments and shows the flow ofwork that needs to be done over a period of time. Depending on what youare organising, flow charts can be drawn up, hourly, daily, weekly, whateverbest suits your circumstances.


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FUNDRAISING CONCERT FRIDAY DECEMBER 1st

TASKS SEPT OCT NOV DEC

4 11 18 25 2 9 16 23 30 6 13 20 27 4 11 18

1st Planning meeting

Decide date, venue

Plan the programme

Decide artists, compre

Estimate the cost

2nd Planning meeting

Confirm date

Book performers/artistsand continuity announcer

Prepare programme

Prepare contingency plan

Detail the cost

Book the hall/theatre

Book the sound &

lighting engineers

3rd Planning Meeting

Print the programme and

tickets

Arrange advertising

Sponsorship of raffle prizes

Rehearsals

Allocate tickets to outlets

and sellers for sale

4th Planning meeting

Compile final checklist

Distribute tasks for the concert

- Front of house manager, etc.

Dress rehearsal

Concert

Final meeting

Evaluation of concert

Arrangements for presentation

of cheque & press coverage

Presentation of cheque to

hospice


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Activity 1

Make a Wall Time Planner

Now its your chance to make a time-plan. Either choose an event in yourown life or read the case study below and create a time plan using one ofthe methods demonstrated above. For example, you could make a time-plan for redecorating your house, organising a sports tournament, puttingon a play, a treatment schedule for someone recovering from a seriousillness, a study schedule or introducing new equipment at work. Try to make yourtime-plan for something that is of particular interest to you. Use coloured pens tocode different parts of your plan if you wish. Compare your results with others. Ifother members of the group have used different methods you can discuss whichmethod you prefer and which is most effective for this example.

You will need:

q large sheets of paper, A2 if possible

q coloured markers

Case Study

You are a member of staff at a local sports centre. The centre hassports halls, racket courts, a steam room, changing rooms, meeting

and classrooms and a play group. When the play group could not meetthe demand for its services, and had no room to expand, the centredecided to add an extension for a new, upgraded play group area. Thisleft the old play group area free and was turned into a gym.

The new play group facilities, and state of the art fitness suite, werefunded by grants, a bank loan and local fundraising. They are nowfinished and ready for use and the manager of the centre would like toorganise an official opening and launch. A staff meeting has been calledto plan the opening.

Activity

ReadingTask


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Activity 1 continued

Imagine that your study group is the work team that has to organise the opening.

Appoint a Centre Manager from your group to chair the meeting, and make a timeplan for the opening.

The purpose of the planning meeting is to:

q set a date for the opening

q decide what will happen

q decide who will be invited

Brainstorm all the tasks that need to be done, then start to prioritise themin order of time.

You should now be ready to draw up your time-plan.

Activitycontinued


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Evaluation Questions

Would your time-plan have worked? Say why or why not.

Could someone else read and understand Yes Noyour time-plan?

When could you use these methods again? Think of situations where youcould apply them.

What haveyou learned?

making a time plan

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