The Organisational Activity Model Philosophy Strategy Projects Routine Operations
Why have annual planning and where to start? It is important to develop an annual planning process to convert strategies into activities at organisational, departmental, team and individual level but……
Why have annual planning and where to start? ….it is vital to do this in a structured way and it certainly does not happen overnight.
Where To Start Year One Prepare a register of teams that need annual planning sessions Be proactive and plan dates Have one contact point to request a facilitator, if possible Give facilitators a good mix of teams
Facilitators Key to running the sessions Need common approach Pre-prepare general flipchart e.g. - Corporate Projects - Strategic Priorities - What is a Project - What is a Routine Operation Think carefully about prompts Keep up to date re corporate projects
Pre-meeting with Manager Running order with aid of UIC manual Any sensitive issues Leader speaks - brief, succinct and relevant Prompts Teams or pair work Tools and techniques Partial projects Grid plus action list What happens next Review of meeting
Post meeting with Manager Facilitator Tips Prepare a running order template Have one for yourself and one for the manager Consider timeframe Prepare a flipchart with the teams or pairs on
Annual Planning Year One No previous plan so where to start? How to identify projects?
The Annual Planning Session Arrive early and prepare the room Leader welcomes everyone Introduce yourself and explain your role Round Robin of introductions Leader Speaks Facilitator takes over
The Annual Planning Session (cont’d) Prompt 1 What projects have you got now, as a team, or are you involved in as individuals? Round Robin This will help to consider overall time and resources. You need to be realistic.
The Annual Planning Session (cont’d) Prompt 2 What is working well? Round Robin - this brings everyone together and starts on a positive - all can see and hear - all can input
The Annual Planning Session (cont’d) Prompt 3 What isn’t working as well as it should? or What makes your job or the job of your team more difficult than it should be? - if a large group split into teams - if small group split into pairs or even a round robin - it may be useful to give the teams a sheet of paper with ideas on to consider, such as :-
Ideas to Consider What processes need sorting out What do internal customers comment on What do external customers comment on Any communication issues Are there any key issues facing the team that need addressing You can tailor these to suit the group
Cluster Ask the teams/pairs to cluster their comments and give each a heading Ask each team/pair to report their findings to the group Allow comment
The Annual Planning Session (cont’d) Prompt 4 What can we do to improve this? This is the hard part. Take over to help the group convert these findings into projects or actions. Complete post-its for what can be done
The Annual Planning Session (cont’d) Ask the group to ‘must’, ‘should’ and ‘could’ Then look at ‘total’, ‘partial’ and ‘no’ control Mark on the post-it to identify categorisation Look at the ‘musts’ with ‘total’ control first Complete the grid Consider whose name is being put down, do not overload one person Record actions that are not projects on a separate flipchart
The Annual Planning Session (cont’d) Next the ‘musts’ with ‘partial’ control - if a big ‘P’ then these are fed back up to management for a decision - if a small ‘p’ the group may be able to approach other teams themselves The ‘shoulds’ and ‘coulds’ are recorded for reference and should be reviewed from time to time as capacity becomes available
The Project Steering Grid Remember the grid is a working document and things may change Initial timeframes may seem unrealistic and need amending Review progress at team meeting of both the grid and the action list
The Annual Planning Session (cont’d) The leader will explain what happens next - writing remits The facilitator will do a round robin of reflections
Annual Planning Year Two This year you will have a starting point as you will have an annual plan to review : what has been completed what needs carrying forward to the new year
My Tips Preparation is key Prepare a register of all the teams that need annual planning. This can then be used each year Have one contact point to request a facilitator Have pre-prepared flipcharts with your key information
My Tips (cont’d) Must have a pre-meeting with the leader If having teams put these on a flipchart Plan the time you want to take for each exercise Help with the definition of a project Work with the groups to best advantage Allow sufficient comfort/tea breaks and if lunch booked keep to time
The whole process can be tiring and draining for all. You will be nervous