Basic Skills: Planning and Organizing Skills E

Planning and Organizing

What is the role of planning in business? What are the tips for development of planning and organizing skills?

Planning and Organizing is the skill that is part of Ability to plan group of basic skills. Planning is the ability to conceive, develop and implement plans with purpose of accomplishing short and long term goals. Planning and organizing is important for different positions and functions.

Definition

Systematically develops plans, prioritizes, organizes and manages resources in order to accomplish business goals within a defined timetable.


Key Behavioral Indicators

  • Focuses activities in order to achieve of desired results
  • Uses knowledge of general business to help formulate appropriate plans
  • Uses project management methodology including estimates of critical path, budget, staff, and resources needed for target achievement
  • Pays attention to the important details
  • Prioritizes, co-ordinates, and organizes resources to maximize all opportunities
  • Takes all important issues into account when making decisions
  • Follows through on commitments
  • Takes quick action to identify and resolve the cause of any problem
  • Flexiblity

Tips for Development of Planning and Organizing Skills

  • Have your manager assign you a planning mentor. The mentor would role model effective planning, behaviors and provides an surrounding for receiving the feedback and advice on an ongoing basis
  • Research other departments or companies who are noted for their effective and efficient planning processes and tools
  • Plan realistically, otherwise you may set unrealistic goals for yourself for completing a project in an attempt to appease or impress someone else
  • Create a planning process model for all future projects. Once the planning model is operational, solicit on going feedback and recommendations to improve the process
  • Working with your manager, write your department’s annual strategic goals, objectives, strategies (approach) and tactics. This plan should include the key performance indicators that the group needs to track and measure
  • Complete a self-analysis and/or 360 degree instrument detailing your strengths and weaknesses as a planner and organizer. Develop a 90-day improvement plan; during this time solicit formal and informal feedback. Participate in a re-survey after this time
  • When beginning work on a project initiate the following five-step process:
    1. Prepare a breakdown of all functional tasks
    2. Analyze each component to detect areas of risk
    3. Categories the potential problems into high and low risk areas
    4. Prepare several possible approaches to overcoming such problems if they may occur
    5. Build a safety net into your planning for high-risk areas
  • Become familiar with the flow of information in your organization: Who receives what kind of information? What information do you get that others would find valuable?
  • Utilize calendar, gantt charts and ‘to do’ lists effectively with priorities and follow up plan on projects and deadlines


Ask people for their input on your plans and proposals before the proposals are in final form. People generally feel more comfortable offering suggestions about a plan that is in process.

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Readers' Questions

  • temesgen
    How to improve planning and organizing skills?
    9 months ago
  • Improving planning and organizing skills can greatly enhance your efficiency and productivity. Here are some strategies to help you enhance these skills:
    1. Prioritize tasks: Make a to-do list or use a task management app to prioritize your tasks based on their importance and urgency. Focus on completing high-priority tasks first.
    2. Set SMART goals: Set specific, measurable, attainable, relevant, and time-bound (SMART) goals for yourself to provide clarity and direction to your planning efforts.
    3. Break tasks into smaller, manageable chunks: Large tasks can be overwhelming and difficult to plan. Break them down into smaller, more manageable tasks, making it easier to plan and track progress.
    4. Use a planner or calendar: Utilize a physical planner, online calendar, or any productivity tool that suits your needs. Schedule your tasks, appointments, and deadlines to ensure you stay organized and on track.
    5. Create a routine: Establishing a consistent daily routine can be beneficial for planning and organizing tasks effectively. Allocate dedicated time slots for specific activities and stick to the routine as much as possible.
    6. Eliminate distractions: Remove or minimize distractions as much as possible. Turn off notifications on your phone, close unnecessary tabs on your computer, and create a clean, organized workspace to help you stay focused and on task.
    7. Delegate tasks: Learn to delegate tasks to others when possible. Delegation can help reduce your workload and free up time for tasks that require your expertise.
    8. Review and evaluate regularly: Take time to review your planning and organizing strategies regularly. Analyze what works for you, what doesn't, and make necessary adjustments to improve your effectiveness.
    9. Use technology wisely: Take advantage of productivity tools and apps that can aid in planning and organizing tasks. Tools like project management software, time-tracking apps, and note-taking apps can streamline your planning process.
    10. Learn time management techniques: Research and adopt time management techniques, such as the Pomodoro Technique (working in focused bursts with short breaks), time blocking (scheduling specific tasks for specific time blocks), or the Eisenhower Matrix (prioritizing tasks based on importance and urgency).
    11. Remember, improving planning and organizing skills takes time and practice. Be patient and persistent in implementing these strategies, and you will gradually see improvements in your ability to plan and organize effectively.