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Did you know?

In a 2011 survey of 1,500 executives conducted globally, McKinsey & Company found that only 9% of
those surveyed were “very satisfied” with how they allocated time. One-third of the respondents were
“actively dissatisfied.” The survey also explored the degree to which these executives were strategically
aligned in terms of the use of their time. Only 52% said the way they spent their time largely matched the
strategic priorities of their organization. With nearly half admitting they were not focusing sufficiently on
guiding the strategic direction of the business, this shows that the time challenges experienced by
40
executives not only affect them as individuals, but is also likely to impact the well-being of the company.

Tips to develop Plans and aligns

1. Planning without clarity? Define overall goals and objectives. Before developing a plan, take
time to understand its purpose. What exactly needs to be accomplished and why? Is there a problem
that needs to be solved? An initiative that needs to be organized? An effort that needs to be
managed? Who has identified the need? What’s the context? What’s at stake? Who will benefit from
a successful outcome? What will success look like according to key customers and stakeholders?
What criteria will be used to measure success? Defining clear goals and objectives from the
beginning is critical to plan effectively and deliver the desired results. The more specific you are, the
less disagreement there will be about whether you have achieved your objectives.

2. Don’t know what to include? Lay out the work and tasks. Most successful projects begin with a
good plan. Once you’ve identified the objectives, outline the scope, desired outcomes, and key
measures. What skills are needed to accomplish the goals? Who should be on the team? What
additional resources are required? Then create a schedule using the appropriate level of detail for the
project team, sponsors, and stakeholders. A high-level overview typically includes phases,
milestones, and key deliverables set to a time line. A detailed plan adds all the steps from A to Z.
Take special care outlining these steps—many people are perceived as lacking planning skills
because they leave important things out. Consider starting at the end or from a deadline, working
backward from Z to A when mapping out the steps. Laying out tasks in reverse order can help you
develop a realistic schedule. Ask others for feedback on the plans and incorporate their input.

3. Want more structure? Use planning tools and software. Become an expert on frameworks and
tools to create flowcharts, visualize plans, and monitor progress. A Work Breakdown Structure (WBS)
prompts you to subdivide activities into the smallest possible task. For each task, ask, “What has to
be done in order to accomplish this?” until nothing else can be subdivided. Estimate the duration and
resources needed for each task. A Critical Path diagram shows all essential activities needed to
complete the project, plus the total time it will take. The activities should be in the right order. Some
must be sequential—they depend on others being completed first. Other activities can happen
concurrently or in parallel. There are two other widely used flowcharting tools that show time lines,
sequences, and dependencies. Gantt charts are a bar-type visual for smaller projects. A PERT
diagram is used for more complex projects, often as a monitoring tool. Share the output of the various
tools with others so everyone stays up-to-date and can see when a plan is off track. Select software

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