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The planning process

The planning process

OBJECTIVES

  • Improve your planning, your ability to pursue your objectives and to link strategy with operations, through the day-to-day work of the position you hold.

DESCRIPTION

Perhaps every morning you list the tasks you have to do during the day, every evening you cross out the tasks you have done and systematically put off tasks until the next day and so on... At the end of the week, a number of tasks scheduled for Monday have still not been done.

All this is a source of stress, dissatisfaction and low self-esteem in your eyes.

Planning allows you to MANAGE your time to be more efficient and less stressed. This implies knowing how to invest time in order to save time, and adopting the right behaviours:

  • Evaluate the time spent on each task
  • Keep track of time spent
  • Prioritise
  • Arbitrate and say no
  • Anticipate

PUT INTO PRACTICE

1. Evaluate and account for

  • Make a list of all recurring activities by allocating a time budget over the week (e.g. emails, telephone... 2 H/ dX 5d = 10 H - or the weekly service meeting: 3 H per week + preparation time and follow-up...).
  • Be exhaustive, count everything that can be counted. Have you counted, for example, the time spent tidying up or the coffee break (the importance of relationships) or "monitoring" your company? If not, add it.

So you have the must-have time and the available time.

  • Budget for the unexpected (unplanned and non-recurring tasks): around 30% to 40% of your total working time. Note that processing emails is not a contingency. On the other hand, when you read them, you may discover a real contingency.

2. Prioritise

EVERY WEEK, at the same time to create a ritual (e.g. every Friday at 9am),

  • Add the important activities (high added value) that you have to do in the week, always with a time budget.
  • If you have not been able to delegate them, add the lower value added but urgent actions.
  • How much time do you have left to anticipate longer-term actions?

3. Arbitrate

  • Block the time slots for the work sessions in the diary, leaving 'free' slots for the unexpected. This is your only guide.
  • Learn to arbitrate between importance and urgency and above all to say NO.

4. Anticipate

  • Start every morning by visualising the day, readjusting it if necessary.