PLANNING AND ORGANIZING SKILLS

CHARLES COTTER

INNOVATION HUB

25-26 JULY 2016

http://www.slideshare.net/CharlesCotter

TRAINING PROGRAMME OVERVIEW (DAY 1)

• Introduction and Preview of training (day 1)

• Understanding the business context and environment

• Fundamentals of management practice – roles, skills and functions

• Fundamentals of planning

• Applying the 6-step planning process

• Effectively planning and managing business resources in a work environment

TRAINING PROGRAMME OVERVIEW (DAY 2)

• Introduction and Preview of training (day 2)

• The definition and fundamentals of organizing – structure and design

• The 6 key elements of organizational design

• Applying the organizing process

• Applying the 5-step delegation process

INTRODUCTORY LEARNING ACTIVITY

• Individual activity:

• Complete the following statement by inserting one word only. In order to effectively plan in the NIPMO work environment, I need to/to be………………………………………………………

• Jot this word down and find other learners who have written down the same word.

• Write this word down on the flip-chart. • You’ll be given the opportunity to substantiate your choice

of word.

THE CONTEXT OF MANAGEMENT

THE IMPORTANCE AND NECESSITY OF MANAGEMENT

• Management directs a business towards its goals

• Management sets and keeps the operations of a business on a balanced course

• Management keeps the organization in a equilibrium with its environment

• Management is necessary to reach the goals of the organization at the highest possible level of productivity

MANAGEMENT SKILLS

DEFINING PLANNING

• “Determine what must be done, who must do it and when it has to be completed, so that someone can take responsibility and get the work done.” (du Toit, et.al, 2007)

• Planning is the management function that involves defining goals, establishment strategies for achieving those goals and developing plans to integrate and coordinate activities

KEY COMPONENTS OF PLANNING

DEFINING ORGANIZING• According to Robbins & Coulter (2007), organizing means to orderly and

logically classify work activities and effectively assign people to achieve work objectives. It involves the process by which responsibilities are distributed in such a way that everyone knows "who does what."

• du Toit et.al (2007), emphasize that organizing involves:

Determining what tasks are to be done?

Who is to do them?

How the tasks are to be grouped?

Who reports to whom?

Where decisions are to be made?

CASCADING NATURE OF PLANNING

LEVELS OF PLANNING

LEARNING ACTIVITY 1

• Group Discussion:

• By referring to the NIPMO work environment, provide relevant examples of appropriate plans at the following levels:

StrategicOperational Tactical

PLANNING PROCESS/CYCLE

PLANNING PROCESS/CYCLE• Step 1: Identifying performance gaps (improvement)

• Step 2: Defining SMART goals

• Step 3: Establishing strategies for achieving those goals

• Step 4: Developing plans to integrate and coordinate activities

• Step 5: Implementing Plans

• Step 6: Monitoring, Evaluating and Revising Plans

STEP 1: IDENTIFYING PERFORMANCE GAPS (IMPROVEMENT)

STEP 2: DEFINING SMART GOALS

STEP 3: ESTABLISHING STRATEGIES FOR ACHIEVING THOSE GOALS

• Strategies bridge the gap between the undesirable status quo (required improvement) and desired, future end state

STEP 4: DEVELOPING PLANS TO INTEGRATE AND CO-ORDINATE ACTIVITIES

PLANNING PROCESS/CYCLE

• Step 5: Implementing Plans

Plans need to implemented and resourced

• Step 6: Monitoring, Evaluating and Revising Plans

Plans need to reviewed and amended as required

LEARNING ACTIVITY 2• Group Discussion:

• With the appropriate tools, apply steps 1-4 of the planning process within the NIPMO work environment:

Step 1: Identifying performance gaps (improvement)

Step 2: Defining SMART goals

Step 3: Establishing strategies for achieving those goals

Step 4: Developing plans to integrate and coordinate activities

PLANNING BUSINESS RESOURCES

LEARNING ACTIVITY 3

• Group Discussion:

• Describe how you will efficiently, effectively, economically and ethically plan the assigned and allocated NIPMO management resources.

THE FUNDAMENTALS OF ORGANIZING

• Organizing, involves the assignment of tasks, the grouping of tasks into departments and the assignment of authority and allocation of resources across the organization.

• Organizing can be defined as the process of creating an organization’s structure. This process is important and serves many purposes, namely:

Divides work to be done into specific jobs and departments Assigns tasks and responsibilities associated with individual jobs Coordinates diverse organizational tasks Clusters jobs into units Establishes relationships among individuals, groups and departments Establishes formal lines of authority Allocates and deploys organizational resources

ORGANIZATIONAL CHART

LEARNING ACTIVITY 4

• Group Discussion:

• Apply the 6 key elements of organizational design within the NIPMO work environment. Provide practical work examples.

• Describe whether you believe that NIPMO has a mechanistic or organic organizational design. Justify your response.

LEARNING ACTIVITY 5

• Group Discussion:

• Apply the organizing process within the NIPMO work environment.

RESPONSIBILITY, AUTHORITY AND ACCOUNTABILITY

DELEGATION PROCESS

DECIDING WHAT JOBS TO DELEGATE?

URGENCY/IMPORTANCE MATRIX

LEARNING ACTIVITY 6

• Group Discussion:

• Identify one supervisory/management task. By applying the 5-step delegation process, explain how you as a supervisor will effectively delegate this task.

CONCLUSION

• SUMMARY OF KEY POINTS

• LEARNING “TAKE-AWAYS"

• QUESTIONS

• TRAINING ADMINISTRATION

• CERTIFICATION

• THANK YOU!

CONTACT DETAILS

• Charles Cotter

• (+27) 84 562 9446

• charlescot@polka.co.za

• LinkedIn

• Twitter: Charles_Cotter

• http://www.slideshare.net/CharlesCotter