planning workshop materials

Objective

Plan to succeed

Elements of Success

•Deliver on time

•Within Budget

•Meet Specifications

•Minimal Disruption

•Within the Law

Externally Internally

•Customer pay the bill

•Make a Profit

•Repeat business

•Stress Free

•Job Satisfaction

Definition for ‘Planning’•Determination of goals & objectives of an enterprise through a systematic consideration of alternatives, of the policies, programs and procedures for achieving them.

•This often includes preparing options documents, considering alternatives and issuing final plans.

•The process is to anticipate future occurrences, explore their probable impact, and detailing policies, goals, objectives and strategies to solve the problems.

•Any activity devoted to clearly identifying, defining and determining courses of action, before their initiation, necessary to achieve predetermined goals and objectives.

Definition for ‘Planning’•Planning is a fundamental function of management.

•Planning assumes that rational processes can be used to nominate resources and define appropriate future action which will produce desired outcome.

•Planning is, in effect, deciding in advance what to do, how to do it, when to do it and who is to do it.

•It consists of selecting strategies from among alternative courses of action, both for enterprise as a whole and for every department or section in it.

Initial Planning•Establish Structure

•Sequencing (establish relationship between activities)•Apply elements / constraints:

•Start / Finish date (split or no split)•Human Factors (resource availability)•Allow Nature (snow, storm, gale wind)•Methodology•Plant (accessibility, availability)

•Establish activities under each sub heading•Set Milestones

Blockade during Initial Planning•Too busy

•Incomplete information

•Third Party Unreliability

•Not enough time in the contract

Complete the Plan

CheckCheck

Check&

•Revisit & fine-tune initial plan•Reduce or eliminate Blockade

Progress Planning•Actuals but must be a true view

•Recovery plan must be in place ASAP

•Corrective actions must be minuted and monitored on a regular basis

•Shortfall must be identified EARLY

Recap•Anticipate problem

•Work with People, do not dictate•Assign accountability, not apportion blame

•Must be realistic

•Implement & not Impose

•Don’t be afraid to ask questions

Plan the work, work the plan

Key Performance Indicators

•S•M•A•R•T

Specific

Meaningful

Accurate

Reliable

Timely

Key Performance Indicators

Easy to obtain

Easy to present

Easy to understand

Easy to correct

Keep staff informed

how well they do !!!

Key questions before planning

•What is the plan for? What project?

•Who are the recipients? Who will be using the plan?

•When is the plan needed? When is the deadline?

•Why are we involved? What is the company’s role?

•Where will the plan be followed up? On Site / off site?

How to make Planning tools available?

Common Tools

•Microsoft Projects

•Suretrek

•Power Project

•Primavera

•Excel

•Microsoft Access Database

Lesson Learnt (close out process)

After the programme is completed, or project is finished. Compare the original plan vs actual and ask:

WhyWhy

WhyWhy

Why

Jot down your experience and learn from it !!