Good Planning Is An Important Skill For Supervisors

The multidimensional job of the supervisor makes it a very challenging one.  Supervisors play a pivotal role in the company, linking the demands of management with the day to day requirements of production.  However, many supervisors are appointed to their jobs with little formal training in the fundamental skills required to be a good supervisor.  One of the many skills required for supervisors is good planning.  As basic a task as planning is, we are tempted to begin many projects without spending any time on it.  We fall into the "Nike" syndrome and just "Do it"!  However, the lack of sound planning can be the source of many costly problems.  When we don't plan, or plan effectively, we create scrap, increase rework and reduce the efficiency of even the most capable and talented staff.

Why then, is careful planning either ignored or simply forgotten?  Does it take too much time?  Taking time to plan is time well spent, especially when you consider the alternatives.  Perhaps, we don't plan so we can remain flexible to meet the demands of the job.  This approach really boils down to "winging it!"  While flexibility is desirable and necessary, it shouldn't take precedence over planning.  Or, maybe we do plan, but could use some hints to make our planning easier and more effective.

How do you identify what needs planning?  First there are two types of jobs that need planning; routine tasks and special projects.  Since special projects are "special" they're easily targeted.  The routine tasks are easy to neglect, simply because they are routine.  Are you aware of all the routine tasks in your job that require planning?  Are they written down in an organized manner, or just in your head?  Remember, operating in a State Of Control means that you have an organized plan.

So how do you begin planning?  First, set time aside each day for planning.  Make it a habit.  Look at the big picture.  Use your job description and departmental procedures and policies to tell you the specific tasks that need to be accomplished and planned.  Here's a simple, but worthwhile exercise to help you get started.  Make a copy of your job description that lists all your duties and responsibilities and underline those items you think need planning. (Hint:  for each item that requires more than one task, is time sensitive, or depends on interaction with others, you'll need to do some planning.)

Repeat the exercise, looking at the procedures, schedules and policies you are responsible for following and don't forget to include those procedures you supervise others accomplishing.  The documentation you use, follow, or are responsible for maintaining, will help you define what needs to be included in your planning.  Ask yourself, what is the time frame?  What are the desired results?  Follow the same process for any special projects.

Next define your goals and objectives.  Develop a clear understanding of the scope of each task.  Define who, what, when, where, why and how the plan is to be carried out.  If it is a large or complex job, break it into several smaller, "doable" steps and define the same points for each step.  If other departments are affected or could affect you, communicate your needs with them.

Assess your plan for completeness and practicality and be careful not to add so much detail that it gets in the way of getting the job done.  Are your expectations realistic within the given time frame with your resources?  Recall Murphy's law and try to anticipate any problems that could hinder your plans.  Brainstorm potential failure points and be aware of where they are.  Remember, even if you do think of all the possible ways to out smart the law of Murphy, there will inevitably be one glitch that turns up!  If this happens, don't dwell on it.  Work to solve the problem, ask others to help if necessary, and refocus the plan.  

Next, prioritize.  First prioritize your plans, and then the smaller steps necessary for getting the job done.  Develop a flow chart for your plans.  Create mileposts to measure your achievements.  Post the flowchart so you can quickly and easily refer to it.  Don't forget to communicate your plan and desired results to others who are part of the team.  Ask for their input, especially with regard to areas that they are directly involved in supporting.  Never be afraid to get the help of experts.