Best practice Planning and Organizing skills, principles, tools and processes

1. PLANNING AND ORGANIZING
SKILLS
CHARLES COTTER
INNOVATION HUB
25-26 JULY 2016
http://www.slideshare.net/CharlesCotter

2. 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

3. 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

5. 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.

6. THE CONTEXT OF MANAGEMENT

8. 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

10. MANAGEMENT SKILLS

13. 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

14. KEY COMPONENTS OF PLANNING

15. 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?

16. CASCADING NATURE OF PLANNING

17. LEVELS OF PLANNING

18. LEARNING ACTIVITY 1
• Group Discussion:
• By referring to the NIPMO work
environment, provide relevant examples of
appropriate plans at the following levels:
Strategic
Operational
Tactical

19. PLANNING PROCESS/CYCLE

20. 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

21. STEP 1: IDENTIFYING PERFORMANCE
GAPS (IMPROVEMENT)

24. STEP 2: DEFINING SMART GOALS

25. STEP 3: ESTABLISHING STRATEGIES
FOR ACHIEVING THOSE GOALS
• Strategies bridge the gap between the
undesirable status quo (required
improvement) and desired, future end state

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

27. 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

28. 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

30. PLANNING BUSINESS RESOURCES

31. LEARNING ACTIVITY 3
• Group Discussion:
• Describe how you will efficiently, effectively,
economically and ethically plan the assigned
and allocated NIPMO management
resources.

34. 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

37. ORGANIZATIONAL CHART

39. 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.

41. LEARNING ACTIVITY 5
• Group Discussion:
• Apply the organizing process within the
NIPMO work environment.

44. RESPONSIBILITY, AUTHORITY AND
ACCOUNTABILITY

45. DELEGATION PROCESS

46. DECIDING WHAT JOBS TO DELEGATE?

47. URGENCY/IMPORTANCE MATRIX

48. 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.

49. CONCLUSION
• SUMMARY OF KEY POINTS
• LEARNING “TAKE-AWAYS"
• QUESTIONS
• TRAINING ADMINISTRATION
• CERTIFICATION
• THANK YOU!

50. CONTACT DETAILS
• Charles Cotter
• (+27) 84 562 9446
• charlescot@polka.co.za
• LinkedIn
• Twitter: Charles_Cotter
• http://www.slideshare.net/CharlesCotter