In the daily vocabulary, the phrase "Everything is going according to plan." It means that everything happens as intended, without the slightest surprise or surprises. But why is this so important? Why do you need a plan of action? What it is? Is it possible to achieve the objectives without a predetermined order of action? Is a plan needed only for work assignments, or is it irreplaceable in life? How to learn to plan your time? Is it hard to do? Are there effective technologies? We plan the next ten minutes to get acquainted with this issue.
What is a plan?
A plan is a deliberate action that is necessary to achieve the goals set within the time limit. In summary, the preparation of the plan consists of the following components:
- Goal setting - setting goals;
- Design - a program of action;
- Variant design - a choice of several ideas;
- Deadline - deadlines;
- Definition of resources - what is needed, where to get it;
- Determination of performers - who will perform the task;
- Fixation of results - making a model, plan or project.
For example, a firm wants to market a new product line. For a start, formulate the goal and objectives. Make sketches of an exemplary program of action, defining strategy and tactics. Then, set the deadlines for the assignment, all its subparagraphs. Then, they search for the necessary resources, their sources, and also determine the areas of responsibility of individual performers. Finally, they record thoughts on a physical medium (paper or digital document), starting to implement them. This scheme is simplified, since there are different types of planning. Their implementation implies the fulfillment of certain special requirements.
What types of plan preparation are there?
Typology of planning is extensive, differing in scope, timing, objects, content, depth, commitment, order, accounting, areas, coordination of planning decisions. In fact, everything is quite simple and logical. So, plans are:
- By scope:
- General - take into account all the details of the task;
- Partial - describe specific elements.
- In terms of implementation:
- Long-term - imply a development strategy for a period of more than 5 years.
- Medium-term - span a period from a year to five years;
- Short-term - solve current problems (up to 1 year).
- By objects:
- Plan goals - goal setting;
- Plan of funds - the definition of the budget and equipment;
- Executive plan - the appointment of responsible;
- Program Plan - Development of suitable programs;
- Action Plan - understanding the effort required.
- Content:
- Tactical plan - the conditions for achieving the goals;
- Strategic plan - the main direction of work;
- Operational calendar plan - specification and setting deadlines;
- Business plan - accounting for all indicators that play a role in achieving the goal.
- Depending on the depth:
- Aggregated - take into account the general parameters;
- Detailed - calculate all possible details.
- By obligation:
- Mandatory (directive) - strictly prescribed;
- Optional (indicative) - rather recommendatory.
- Depending on the order of execution:
- Ordered - requiring sequential execution;
- Extraordinary - appear as necessary;
- Sliding - suggest the possibility of extension.
- By accounting data:
- Hard plans - mandatory compliance with all regulations;
- Flexible plans - the ability to deviate from a given course;
- Tight-flexible plans - the combination of flexible and rigid plans.
- By application:
- Marketing - defining the global strategy of the company;
- Financial - understanding of the economic component;
- Production - providing material and technical base;
- Research - the formation of the basic concept;
- Individual - structuring personal performance.
- By coordination in time:
- Simultaneous plans - consist of one single stage;
- Sequential plans - take place in the case of a long process consisting of separate stages.
The listed types of plans are in most cases universal and can be used both for corporate purposes and for enhancing a person’s personal effectiveness. For example, they can be used to compile a daily plan. What it is? Let's talk further.
What is the day plan?
The plan of the day - a thoughtful sequence of actions for the day ahead. Planning experts advise making it twice. The first time - in the evening, and the second - in the morning, taking into account possible changes.
It is best to keep in mind the physiological characteristics of a person, to take into account daily biorhythms. For example, brain activity is activated from about 10.00 to 12.00. During this period, you can schedule the most important tasks.
Further energy falls. It should be replenished during lunch. Then, it is necessary to allow the body to relax, rest. From about 14.00 to 16.00 there is a re-activation of intellectual and creative activity. At this time it is appropriate to hold meetings or brainstorm.
Closer to 17.00 there is a peak of physical fitness. It is advisable to devote this time to sports or outdoor activities. Then follows dinner, relaxation.
Understanding their most productive time intervals, it is easier to paint important tasks for this time in order to conduct it as efficiently and effectively as possible.
Planning Methods
Among the variety of options for drawing up plans, there are several of the most effective, which are especially popularized by supporters of time management:
- ABC planning;
- Eisenhower Matrix;
- Gantt chart;
- SMART planning;
- GTD technique.
These methods can be applied separately or combined with each other. Each of them is effective in solving specific problems, focusing on a specific aspect of planning. For example, the choice of priorities, goal-setting, or ordering cases.
ABC Planning
This method of drawing up plans is partly comparable to the Pareto rule, according to which 20% of efforts bring 80% of the result and vice versa. If you learn to identify the most productive areas, they will provide the "lion's share" of success. So, the ABC methodology is based on prioritization, according to their importance:
- A - the most significant tasks (as a rule, there are no more than 15% of them, but they give about 65% of the result);
- B - matters of average importance (there are about 20%, and the efficiency of their implementation is within 20%);
- C - not important tasks (provide 15% success when filled 65% of the time).
Having determined and concentrating his efforts on the performance of tasks from category A, a person considerably increases his personal or labor efficiency, since he spends less time on useless work.
Eisenhower Matrix
Effective planning, based on a choice of priorities, which was named after the American commander and president, Dwight David Eisenhower. According to this method, plans need to be formed based on the importance and urgency of the cases. Graphically, it looks like a quadrant divided into four parts:
- Important, urgent tasks - development sector;
- Important, not urgent tasks - a square of necessary affairs;
- Not important, urgent tasks - zone "routine";
- Not important, not urgent tasks - time loss zone.
The first two points make up a zone of growth and success. The third and fourth are driving people to the routine. Therefore, it is better to avoid them when planning, mastering the ability to delegate such tasks.
Gantt Chart
A good way to visualize what's planned is to create a Gantt chart. The essence of the method consists in the construction of lanes displaying individual tasks, followed by their placement along the time axis. The use of column diagrams (histograms) for the implementation of their plans was proposed by an American engineer and a specialist in scientific management - Henry Lawrence Gantt.
This method works in addition to other technologies, allowing you to visually monitor all stages of project implementation, as well as understand the effectiveness of the efforts made.
SMART planning
It refers rather to the field of goal-setting, but without a properly set goals a good plan is impossible. According to this technology, all goals should be analyzed by the main criteria:
- Specific - concreteness;
- Measurable; measurable;
- Attainable - reachability;
- Relevant - comparability with other tasks;
- Time-bounded - limited in time.
If the goal meets these requirements, the further development of the plan will not cause serious difficulties, since success will be laid at the very beginning of this work.
GTD technique
The original method developed by American expert and time management consultant David Allen. The abbreviation GTD stands for “bringing things to completion.” This technology provides a clear algorithm of actions for organizing your life. Recommendations begin with the proper organization of the workplace. In the future, it is necessary to streamline all your affairs and plans, making lists using a calendar-scheduler:
- The following actions cover the near term;
- Projects - tasks that are performed for a long time;
- Deferred - section of authority delegated to someone;
- Not mandatory - vague matters for sometime.
According to the GTD method, for successful planning it is necessary to answer the following questions:
- What goal should be achieved?
- How will it be implemented?
- What is the path to move to achieve it?
Having streamlined their tasks and answering the listed questions, it becomes much easier for a person to draw up a suitable action plan and implement it.
What is a planning error?
No matter how flawless the plan may look, anyway, it cannot be insured against errors. Their essence lies in an overly optimistic approach to forecasts. A striking example is work that takes an hour and a half, instead of the planned 60 minutes. Both individual and collective plans are subject to similar inaccuracies.
The main causes of errors:
- Insufficient use of previous experience;
- The tendency to impart desire for reality;
- The tendency to argue past delays solely by external factors;
- Inaccuracies in the assessment and perception of time;
- Surface attitude to the task.
In addition to wasting time, mistakes in the plans are fraught with losses of financial or production resources, or even the implementation of the task is questioned. Therefore, it is recommended that a specific “reserve” of time and effort be put into any plan, allowing you to maneuver in the event of unforeseen circumstances or adjustment of tasks.
No matter how serious the task is, it will require a plan for its implementation. No matter what scale it will be, on what media will be recorded. The main thing is to meet all the necessary requirements for its preparation, including the forecast of the necessary efforts and resources. There are many methods to do this, so you should carefully read each one in order to choose the one that fits individually.
