All of us plan or decide on what to do ,when to do ,how to do most of our work assigned or tasks assigned in a methodical way.We try to find the best ways to do it and we also look at the pros and cons of doing.Well we are actually organizing things.Let us look at more ways to learn what is organization skills and how to stay organized.
Any action or inaction that take leads to success or otherwise. We would prefer it to be successful naturally.
I am a Clerk now and would like to be Managing Director of my own firm
My sales is 1 lakh per month and I would like to reach 10 lakhs per month
I manufacture one product only and would like to reach ten products
My daughter is in 10th standard and would like her to become a Doctor
The above statements indicate a person’s goal, ambition, objectives. Then the process that is generally known as ‘Planning” takes shape with the following ingredients
The route drawn for me to reach my aim, goal, objective, ambition, etc. may be called the Planning.
Then what is “ organizing ”?. There is a murmur that one more Management jargon is out. We will have a long definition but at the end indicating that both planning and organizing are close to each other in terms of content and clarity and can be used interchangeably.
As Top Management, one starts jotting down the details. Surely as Top Management, you are not expected to go into nitty gritty of the execution. Instead, ensure that you have identified the right person or persons to carry out the task and reach the organization to the right destination. Now the organizing takes place = identifying the strategy to take the Enterprise to the next stage.
The planning also depends on the designation you hold in the corporate ladder.The amount of planning will vary to a great extent based on what you are doing.The planning from the top management will be mostly be based on how business units are performing and what will be the scope of their future.The top management in finance will plant the various sources from which the cash fill flow in and sources from which the cash will flow out.If you look at the implementation from the level of a junior executive or manager,the work will be based on day to day activities without a broader view of strategy.
The Team Leader or the person who has been given the role of executing the plan sits with Top Management and understands thoroughly the current situation / status / market penetration and in short takes stock of the situation prevailing. This leads to the next stage of organizing. It is important to document these details in order to communicate to the selected team members the end result and a flow chart of actions expected from each and every one present.
Let us consider the team leader or manager as a planner
Now most planners will have an overview of the plan.The planner will try to split it up into smaller components of various other departments.Then the planner would have to look at the timeline and try and allocate funds to the various departments.The planner would also have to look into how all the timelines fit into a bigger picture.
The organization takes shape from the vision of the Team Leader who would hand pick each and every team member depending on their skill set and their behavioral pattern. Ensures that the right person is on the right job and that intuitive group is in place to carry out the task cut out for achieving the goal within the time frame allocated and also measuring the results upto expectation of the Top Management if not exceeding it.
The most important skill a manager should have is to get the right person for the right job.It matters a lot as to what job roles are serviced by various employees.We should make sure that we are allocating jobs based on interest to the employees.We may not be able to give every employee their dream job but at least the most suitable job from an available array of jobs.
The Team Leader so chosen will then take stock of the cash on hand and the requirement of funds at various stages of the execution plan. Will then sit with the Finance team and take them through the Plan and allowing them to do the cost benefit analysis and come up with a strategy of cash flow that will at no point in time of the plan execution hamper the progress. He will also ensure to have contingency plans in case Plan A fails and Plan B will automatically take the role and seamless execution takes place
Here he would not only choose the bright accountant but also a financial wizard as his team member depending on the size of the project and eye for details. Would expect them to brainstorm and come back with lacunae in the overall plan and plug all loop holes before the plan kick starts.
Smaller teams will be formed and each team will get to report their progress through a common meeting organized by the Team Leader. Focus of the manager should be on the weaker links in the chain and corrective measures should be undertaken as and when noticed rather than waiting for a bad call leading to stoppage of work or delay in plan execution.
When we are the manager and we are selecting a team leader,we should make sure we are selecting motivated individuals who will drive the team to the goal without our intervention.
A perfect Supply Chain Manager will be exclusively chosen for the project who would ensure continuous materials flow is injected into the project. He would also ensure quality of materials as also timeliness of delivery. Manager is the one for ensuring quality product but at the competitive rate so that the project does not result in overrun. This he would achieve by working in conjunction with the Finance professional who would feed him with the workings and the actual status of the project budgeted cost and the actual incurred so far at any point in time.
When we are talking of material it may mean Raw material,Logistics or even the right set of skills to complete a task at hand
The Team Leader ensures that a periodical report is sent to Top Management for their information and valuable inputs. Manager would not only indicate the success side of a project but also the corrective measures that had to be taken up where things did not go as per plan.
The Top Management has always to be in the loop since at times the Owners pull perfect strings to hasten progress rather than the Team Leader himself whose weight may not be comparable to the Top Management’s.
The Milestones originally planned will guide the Team Leader to reassure that the project is on stream and on time. Any contingency plan that has to be put in place because of any factor that was either anticipated or not will rests squarely on the shoulders of the Team Leader.
The various goals that are set by the higher management seem very static during th e planning phase.When a project progresses,there are going to be multiple problems and challenges that we would have to navigate through to meet goals.In some cases ,the initial goals may be unrealistic and obsolete .This is the situation where all managers have to put their thinking caps on.The approach would be to assess the current situation of the project and project members.Taking into account all the resources and time lines make an improvised plan to achieve something very close to the original goal.This is not a one time process ,rather an iterative one, in which people keep improvising the plans again and again till the reach the best approach possible.
One crucial factor that will outweigh all other resources and planning is the team’s motivation. The Team Leader will always be constantly on the look out for involved work force, committed to the task and cooperative as ever.
Periodic feedback and progress report and also the milestones of the overall project would keep the team in good cheer. At times even a hitch could be discussed in a tea meeting and solutions could be found out since it is not necessarily the Managers who would bring in solution and a workman can give a better solution.
We should look at the incentives to a workforce as one of the biggest motivating factors in an organization.The incentives that we give an employee may be tangible or intangible based on the type of work done by the employee.Most managers have misunderstood the concept of incentives.Most organizations give increments or promotions as incentives for best performers.Most organization do not explore the possibility of conducting small functions to appreciate the achievers.Appreciation and recognition are as important as incentives and promotions.If organizations strike a perfect balance between these two,they could do a great job in motivating their workforce.
A story here would make this exercise gain weight.