Effective planning and organisation require the ability to create and use logical, systematic processes to achieve goals. Those who are skilled at this competency can visualise the steps needed to reach a goal and naturally organise the process, modifying as necessary. Planning invloves thinking about and preparing tasks that need to be done to achieve specific goals. Organisation involves managing the plan and arranging each task in the appropriate order by considering time constraints and workload. It also includes preparing back up plans. Organising and planning help you te get your work done accurately, avoiding costly mistakes. Organising your work and planning ahead helps you to be more efficient and productive. Being well-organised and developing effective plans also allows you to achieve important business goals and objectives.
RULES FOR EFFECTIVE PLANNING ORGANISING
Organising and planning are two important functions of any job. Follow certain rules to be more effective at planning and organising.
• Prioritising – It is very important to find out which tasks are more important and which tasks can wait. If you know how to prioritise, you will be able to break up your work into smaller pieces. Then you can focus on each task, one at a time, starting with the most important.
• Time management – Time is an irreplaceable asset in today’s fast-paced, over-competitive business world. Thus it is very important to utilise time effectively. Time management is the process of planning and exercising conscious control of time spent on specific activities, especially to increase effectiveness, efficiency and productivity.
• Co-ordinating resources – A resource is something that one needs to complete a task. A resource may vary from material to money to workers to many other things. While working on a project, break the project into different smaller sections to find out the various resources you need. Use your resources optimally and co-ordinate them to create the best product or strategy.
• Delegating – To delegate means to entrust the responsibility of some work to someone. Delegating is a common and essential practice in the workplace. Delegating means that you have found the best way to spread out the work. Delegation of duty and authority is an important tool for planning and organisation.
BENEFITS OF PLANNING AND ORGANISING
The advantages of planning and organising are numerous.
• Gives an organisation a sense of direction – Without plans and goals, organisations merely react to daily occurrences without considering the outcome in the long run. This may lead to a chaotic situation. Proper planning and organising ensure that short-range efforts will support and harmonise with future goals.
• Establishes a basis for teamwork – Diverse groups cannot effectively co-operate in joint projects without an integrated plan. Thus to attain a proper teamwork, planning is absolutely essential.
• Helps anticipate problems and cope with challenge – When management plans, it can help forecast future problems and organize necessary changes upfront to avoid them. Planning for potential problems help to minimise mistakes and losses occuring from them.
• Improves performance – Planning ahead helps to improve your performance and that of your organisation. Good plans and preparations lead to good performance. In fact, there is a direct correlation between the level of your preparation and the level of your performance. With proper planning and organisation, you will experience less stress, be more productive, provide better service, deliver higher quality products and create a more joyful environment to work in.