planning in management presentation .ppt

planning ppt

1. Planning: A Fundamental Management Function Planning is an essential managerial function that involves deciding in advance what to do and how to do it. It sets the stage for all other managerial activities, requiring creativity and innovation to establish clear objectives, identify resources and constraints, and develop strategies to achieve desired outcomes. Effective planning helps organizations adapt to changing environments, anticipate future trends and challenges, and respond quickly to market shifts or technological advancements. By engaging in strategic planning, managers can steer their organizations towards their goals, ensuring all activities are aligned with the overall vision and mission.

2. The Essence of Planning Planning involves two key aspects: setting clear aims and objectives for the organization and developing a strategic course of action to achieve those objectives. It is a proactive approach that helps organizations navigate the path from their current state to their desired future. Setting Objectives Planning begins with defining the organization's goals, which serve as the guiding principles for all future actions. These objectives can be set for the entire organization or for individual departments, ensuring everyone is aligned towards a common vision. Developing a Course of Action Once objectives are established, managers must carefully select and develop a plan that outlines the steps needed to achieve those goals. This involves considering various options, evaluating their feasibility, and choosing the most effective approach.

3. The Importance of Planning Planning is not just a theoretical exercise; it is a crucial practice that brings numerous benefits to organizations. It provides direction, reduces uncertainty, minimizes waste, promotes innovation, facilitates decision-making, and establishes standards for control. 1 Provides Direction Planning outlines the path forward, ensuring that everyone in the organization is working towards the same goals. This eliminates confusion and ensures that efforts are aligned, leading to greater efficiency. 2 Reduces Uncertainty Planning encourages managers to anticipate potential challenges and develop strategies to mitigate risks. By looking ahead, organizations can better prepare for unexpected events and navigate changing circumstances. 3 Minimizes Wasteful Activities Planning helps to streamline operations by identifying and eliminating unnecessary activities. It ensures that resources are used effectively and that efforts are focused on achieving desired outcomes. 4 Promotes Innovation Planning encourages managers to think creatively and explore new ideas. It provides a framework for brainstorming and developing innovative solutions to address organizational challenges.

4. Key Features of Planning Planning is a multifaceted process with several defining characteristics. It is a mental exercise, a primary function of management, pervasive throughout the organization, continuous, futuristic, and involves decision-making. Mental Exercise Planning requires careful thought and consideration. It involves analyzing information, evaluating options, and making informed decisions. It is an intellectual process that demands foresight and strategic thinking. Primary Function of Management Planning lays the foundation for all other managerial functions. It provides the framework for organizing, staffing, directing, and controlling organizational activities. Pervasive Planning is essential at all levels of management and in every department of the organization. The scope and complexity of planning may vary depending on the level and department, but it is a universal requirement.

5. Planning: A Continuous Process Planning is not a one-time event; it is an ongoing process that requires constant adaptation and refinement. As circumstances change, plans must be adjusted to reflect new realities and ensure that the organization remains on track to achieve its goals. 1 Plan Development The initial planning phase involves setting objectives, developing premises, identifying alternatives, and evaluating options. 2 Plan Implementation Once a plan is selected, it is put into action. This involves allocating resources, assigning responsibilities, and monitoring progress. 3 Plan Monitoring and Evaluation Regularly monitoring the plan's progress is essential. Any deviations from the plan should be addressed promptly, and adjustments may be necessary to ensure the plan remains effective. 4 Plan Revision As circumstances change, plans may need to be revised to reflect new information and adapt to evolving conditions. This ensures that the plan remains relevant and effective.

6. Limitations of Planning While planning is essential, it is important to acknowledge its limitations. Excessive planning can lead to rigidity, hinder creativity, and be costly and time-consuming. It is crucial to strike a balance between planning and flexibility to adapt to dynamic environments. Rigidity Overreliance on plans can stifle individual initiative and creativity. Managers may become too focused on adhering to the plan, neglecting opportunities for innovation and adaptation. Costly Developing comprehensive plans can be time-consuming and resource-intensive. The cost of planning should be weighed against the potential benefits to ensure it is a worthwhile investment. Time-Consuming Planning requires careful consideration and analysis, which can take significant time. It is important to allocate sufficient time for planning without delaying critical actions. No Guarantee of Success Even the most well-crafted plans cannot guarantee success. External factors and unforeseen circumstances can impact the outcome of any plan. It is essential to be prepared to adapt and adjust as needed.

7. The Planning Process The planning process is a systematic approach that involves a series of steps to ensure that plans are well-defined, comprehensive, and effective. It begins with setting objectives and progresses through developing premises, identifying alternatives, evaluating options, selecting the best alternative, implementing the plan, and following up on its progress. Setting Objectives The first step is to define the organization's goals, which serve as the guiding principles for all future actions. These objectives should be clear, specific, and measurable. Developing Premises Managers must make assumptions about the future, known as premises, to provide a basis for planning. These premises can be internal, such as changes in capital or sales, or external, such as changes in technology or government policies. Identifying Alternative Courses of Action Once objectives are established, managers should brainstorm a list of possible options or alternatives to achieve those objectives. This step involves exploring different approaches and considering various possibilities. Evaluating Alternative Courses of Action Each alternative course of action should be carefully evaluated to assess its feasibility, potential benefits, and risks. This involves considering factors such as cost, time, resources, and potential impact. Selecting the Best Alternative After evaluating the alternatives, managers must choose the option that is most likely to achieve the objectives effectively and efficiently. This decision should be based on a thorough analysis of the pros and cons of each option. Implementing the Plan Once a plan is selected, it must be put into action. This involves allocating resources, assigning responsibilities, and establishing timelines for completing tasks. Follow Up Action Regularly monitoring the plan's progress is essential. Any deviations from the plan should be addressed promptly, and adjustments may be necessary to ensure the plan remains effective.

8. Types of Plans Plans can be categorized into two main types: single-use plans and standing plans. Single-use plans are developed for a specific event or project, while standing plans are used repeatedly for recurring situations. Type Description Example Single-Use Plan Developed for a one-time event or project. A marketing campaign for a new product launch. Standing Plan Used repeatedly for recurring situations. A company's policy on employee absenteeism.

9. Single-Use Plans Single-use plans are designed for specific events or projects that have a defined beginning and end. They are not intended to be repeated and are tailored to the unique circumstances of the project. 1 Program A program is a comprehensive plan that outlines the details of a project, including objectives, policies, procedures, rules, and resources. It provides a detailed roadmap for achieving the project's goals. 2 Budget A budget is a financial plan that estimates the costs and revenues associated with a project. It helps to ensure that the project stays within budget and that resources are allocated effectively.

10. Standing Plans Standing plans are designed to be used repeatedly for recurring situations. They provide a framework for handling common organizational activities and ensure consistency in decision-making. 1 Policy A policy is a general guideline that provides direction for decision-making. It outlines the organization's stance on a particular issue and serves as a framework for handling similar situations. 2 Procedure A procedure is a step-by-step guide for completing a specific task. It outlines the sequence of actions to be taken and ensures that tasks are performed consistently and efficiently. 3 Rule A rule is a specific statement that defines what is acceptable and unacceptable behavior in a particular situation. It provides clear boundaries and ensures that everyone understands the expectations. 4 Method A method is a standardized way of performing a task. It outlines the best practices for completing a specific activity and ensures that tasks are performed efficiently and effectively.