Monday Mornings with Madison

PLANNING FOR PROFIT: PART 3

HOW TO WORK YOUR PLAN

In the last two weeks, we have considered what to do when a colleague, employee or team member is just not ‘carrying their weight’ at work. They miss deadlines or fail to do what they need to do. If they are working with others, their failure to produce often creates problems for others on the team. Know anyone like that? Typically not a matter of laziness or incompetence, the problem is often either that person’s failure to plan or their failure to work the plan consistently.

Last week, we examined how to plan work. As Marcus Tullius Cicero once said, “Before beginning, plan carefully.” Specific steps were suggested to help ‘Plan the Work.’ However, it is not enough to plan. As Augusten Burroughs said, “The secret to being a writer is that you have to write. It’s not enough to think about writing or to study literature or plan a future life as an author. You really have to lock yourself away… and get to work!” Burroughs understood that the best laid plans amount to nothing without action. That makes sense.

It would seem that there is really nothing to say about ‘Working the Plan’ other than to – as Nike would say – just do it! Perhaps it is not quite that simple. Most professionals today have more than just one task before them each day. Most people juggle a multitude of projects and tasks and must continuously decide what to do first. Small tasks compete against large projects for attention. Emails, phone calls, mail, questions and instant messaging are constant sources of interruption. With so much input vying for attention, it is no surprise that focus and persistence suffer. Some tasks could fall through the cracks. Things to be done by a certain date could be overlooked or forgotten amongst an ocean of demands.

It helps to know the steps for executing a work plan. (Yes, there are steps.) Execution involves coordinating people and resources, as well as integrating and performing the activities of the project according to the plan. The deliverables are the outputs from the processes performed.

Step 1 – Work, work, work!
Start on time. Identify work to be done for the day according to the plan. Then, get to it.

Step 2 – Minimize distractions and interruptions
Here are some tips on how to avoid getting off track, persevere and stay the course.
• Allocate time slots when colleagues can interrupt you. Those time slots should double as a break to decrease mental fatigue.
• Setup filters in your email to sort what’s urgent from stuff that can wait.
• Do not check personal email in the morning.
• Set your IM status to busy.
• Use the headphones but leave the music off.
• Bring your lunch and have it at your desk.
• Leave personal calls and tasks for lunch time.
• Keep your work space clean and organized.
• Use shortcuts on your computer.
• Close programs you’re not using so you are not distracted.

Step 3 – Monitor and control
Monitor and control execution so potential problems are identified in a timely manner and corrective action is taken, when necessary. When working a project, observe and measure regularly to identify when performance is veering from the plan.

Here are some questions to ask:
• Where am I / are we in the process?
• Where should I / we be in the process? Look at cost, effort, scope, etc.
• How can I / we get on track again? Identify corrective actions to address issues and reduce risk.

Step 4 – Use feedback to make changes
The next step is to use what was learned in order to take corrective action. Ask, “What can I / we do to keep on track in the future?” Use the feedback obtained in monitoring the work to implement corrective or preventive actions to bring the actions into compliance with the plan.

Next time someone at work is not carrying their weight, suggest that perhaps everyone needs to plan the work and work the plan. Pull out your planning and implementation steps. Help that coworker or employee to plan the work and work the plan. With some help, every member of the team will be able to deliver and be successful.

QUOTE OF THE WEEK
“No matter how carefully you plan your goals, they will never be more than pipe dreams unless you pursue them with gusto.” W. Clement Stone

© 2010 – 2011, Keren Peters-Atkinson. All rights reserved.

Print Friendly, PDF & Email
Share and Enjoy:
  • Print
  • Digg
  • Sphinn
  • del.icio.us
  • Facebook
  • Mixx
  • Google Bookmarks
  • Blogplay
Comments Off on PLANNING FOR PROFIT: PART 3

Comments are closed.