PLANNING is an integeral part of every human’s ability to day-dream. From students to employees, gradual attainment of higher positions and status to achieve some noble objectives in life is the aim that everybody lives with. And this is where the planning part comes into play.
Planning has been defined as :
• a script for guidance in making better decisions
• a pre-meditated procedure for action related to an assignment or for a task that we want to perform.
• a procedure that would prevent us from doing a task in a wrong manner, and
• The best procedure to achieve the objectives
Planning is, in fact, a picture conceived while day-dreaming. We just want to turn it into a reality by making use of our resources. Planning comes naturally to successful individuals. At times said that if we fail to plan, we are planning to fail.
The elements for planning for a better utilization of the available time, include:
• a clear vision of the objectives of life
• a strong determination to achieve these objectives
• one should be able to identify the resources required for the achievement of the goals and should know how to acquire these
• one should also be aware of the hurdles that he or she might possibly have to face
• one should know the persons who could be helpful and should also know how to handle them
• there should be a proper distribution of work and fixing of the targets, keeping in view workforce available, the hurdles and the time available. There should be a proper coordination among the officials of the organization
• time selected for the performance of the tasks should be the most appropriate
• a close watch should be maintained and any flaw detected, must be removed immediately. If unexpected difficulties are faced, the plan should be modified accordingly
• when the goals are achieved successfully, the workers must be rewarded
Planning makes you mentally prepared for the task. For success in today’s world where competition is very hard, one must step into the field with full preparation. There are two aspects to such a preparation: it should be regular and it must be in accordance with the dictates of the times.
The matter might be of individual or of collective concern, but what is needed is that a correct direction is taken after assessing the situation and the available resources. In fact, planning is another name of the fixation of the direction and the thought process involved in it. Any assignment taken up with proper planning is bound to be successful, even if belatedly. On the other hand, proceeding in a haphazard manner leads only to a failure.
If you have carried out a proper planning and even then you face difficulties, then you would know exactly where the fault lies. In that case you would not put the blame wrongly on anyone, as happens usually.
For carrying out proper planning, it is necessary for your personality to have a balance, order and continuity. Your procedures should be easy to follow and work with your colleagues and assign tasks to your subordinates with humility. You should be able to train, persuade and warn them, as the need be.
Planning can be categorized according to the period of its relevance.
LONG-TERM: It can be spread over a period of at least five years. It may be a development plan for the office. Or it may consist of the achievement of certain targets in your household affairs.
MEDIUM-TERM: Such a plan covers a period of at least a year and at the most, three years. For example, a student faced with financial handicaps, might plan to take up a job after matriculation or intermediate and then continue with his higher studies to attain the goals of his long-term plan. Alternatively, he may take up a job outside the country, save enough money for a shop for his brother or father and then resume his studies.
SHORT-TERM: It might be on a monthly or weekly basis. It is another name for performing your duties and responsibilities with proper priorities. It makes one more dynamic. Also, it is easier to assess its success or otherwise.
DAILY: It is the most important category. If you can find time for this, then all other types of planning also become feasible. First, you jot down all the work that is to be done today. Next, you re-write it in the order of priorities of each task. Finally, you dispose of the work, one by one. So, you have acted according to your daily plan. It is not at all necessary to have a costly diary or chart for making your plans. The purpose is to write down your plan and the course of action. To begin with, you can use a small notebook. A daily plan does not require more than a few minutes. So, pressure yourself to write it down.
For long and short term planning, the list of tasks to be done should also indicate the order of priorities along with the deadlines. Allocate a separate page for each one of the tasks. For example in your office, you want to get a move on from one position to another. This is your target. Your plan to achieve this would include some addition to your academic qualifications and improvements in your personality, management skills and public relations.
Now, write down what you actually propose to do under each of these headings and also mention the course of action to be followed in each case. You may draw a floor chart for this purpose.
However, daily planning is the most important of all planning. It should be based on three lists of tasks: tasks already in hand but still incomplete, new assignments to be taken up and the routine tasks. The nature of these tasks might be personal, official or related to the community.
Everyone has his own time for drawing up his daily plans. Some do it early in the morning, for some it is the first task on arrival at the office while others prefer to work on it just before leaving the office in the evening or at night before sleeping as that also makes it possible to assess their own daily performance.
While drawing up your daily plan, you should also consider as to which of the listed tasks can be done in a better way today and at what particular time. You should also be able to differentiate between what is ‘important’ and what is ‘immediate’.
For creative and writing assignments, try to identify your most appropriate time and utilize it in the best possible manner. Normally this slot of time is called prime time. This is the time when you are at the peak of your energy cycle of the day. This usually requires a calm and quite environment.
Try to avoid anger and confusion while leaving your house in the morning or on arrival at the office.
Do not dispose off your work in a hasty or emotional manner. You must be calm and well-composed. By showing your anger or by climbing the stairs in haste, you might succeed in some cases but not always.
A chart, designed according to your requirements and convenience, can be used for planning. However, to begin with, you can make a list of tasks according to your priorities and grading, on a paper slip or card.
Take up the tasks one at a time. Assign symbols for letters, phone calls, contacts and other matters. Tick mark those tasks which have been done and for those which could not be completed today and are to be taken up again tomorrow, use, and write it down in the next day’s list. At the same time, you should keep on assessing your performance.
