Work planning and goal organization

Published on 05/04/2024

Work planning and goal organization

Published on 05/04/2024

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Work planning and goal organization

We have a lot of work to do and little time. Work planning and goal organization allows you to manage yourself better and achieve completing all the challenges you set for yourself. Discover how to optimize your organization in this article.

Despite it being quite common to blame the lack of time for leaving tasks unfinished or not meeting set expectations, it actually boils down to the absence of organization in our daily routine or the incorrect management of time resulting from:

  • Insufficient planning: This can stem from lack of autonomy, overly hierarchical structures, the use of coercive and improvised methods for employees, short-term solutions to problems, difficulty in delegating, or improvisation in decision-making. To avoid this problem, the company must become aware of its role in time management and take measures to increase individual autonomy and encourage taking responsibility.
  • Lack of order: If certain minimums are not maintained, efficiency is affected as it becomes difficult to find files, remember where necessary information is located, and important documents can be lost. In addition to the time wasted, concentration is lost, impacting productivity. It’s worth investing a few minutes at the end of the day to tidy up the desk and workspace.
  • Time loss at work: Activities such as meetings, searching, reading, and analyzing documentation, and work chats are often considered time-consuming when they actually represent an investment of minutes throughout the day that optimize the workday.

Planning is the best ally for achieving goals as it involves preparation and is structured around an optimal distribution of available time. In essence, planning can be seen as gaining time, and experience teaches us that the more time invested in planning, the less time it takes to achieve set objectives. The result is a time-saving in the overall scheme of things.

To optimize time management, good planning is indispensable, which should be supported by:

  1. Establishing objectives.
  2. Choosing the most suitable means to achieve them before taking action, such as plans and programs.
  3. Making decisions before taking action.
  4. Deciding in advance what needs to be done and how it should be done.

A minute invested in planning activities saves up to ten minutes in their execution. The procedure to follow can resemble the following:

  1. At the end of the day, make a list of activities to be done.
  2. At the beginning of each day, review the list before starting.
  3. Evaluate the degree of urgency and importance of each task and establish priorities.
  4. Mark each completed activity on the list and update it when necessary or if any changes affect the scheduled order of execution.

There are some tricks that optimize performance, among the most practical are:

  • Postponing, whenever possible, activities we enjoy the most to the end instead of delaying the execution of those that are more cumbersome, require more effort, or we like less. The sooner we get rid of this issue, the less time we will spend thinking about it, and the more we can invest in other topics with easier solutions.
  • Executing tasks that take little time as soon as possible to check them off the list.
  • Identifying the hours when one is most productive (usually between 10 and 12 in the morning), to do tasks that require more concentration or effort during that time.
  • Avoid scheduling meetings for the end of the workday, as they are not productive because much concentration is lost in watching the clock.

The Importance of Defining Objectives

“A business is like a bicycle; either you keep moving or you fall.” – John D. Wright

The first guideline for good planning and, therefore, for efficient time management is to clearly define the objectives to be achieved and not to deviate from them. When establishing them, the following should be taken into account:

  • Direction: To know where to move, it is necessary to be able to specify the mission and vision into objectives.
  • Strategy: Strategic objectives validate vision and mission.
  • Structure: Achieving specific objectives leads to achieving general objectives.
  • Execution: It focuses on specific objectives, but understanding general objectives and vision/mission.
  • Plan: For the project, whatever it may be, to conclude successfully, vision and mission are as necessary as objective planning.

The procedure to follow for correct objective planning is as follows:

  •  Define objectives and establish priorities.
  •  Specify them in detail and compile them into a list or a scheme.
  • Set a deadline for their achievement.
  • Determine the tasks on which the achievement of each objective depends.
  • Transform the initial list or scheme and the detail of tasks into an organized plan associated with an order of action.
  • Take action.
  • Measure the results.
  • Detect deviations and adjust.
  • Measure again and adjust as necessary.

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