Planning-The How

Planning – The How
2010/03/23 by Anton van den Berg
How?
I will go through the most basic but essential steps to effectively plan most things (from going to the shop to building a lunar capsule).


MOST IMPORTANT RULE ABOUT PLANNING!! -> WRITE IT DOWN

1. What EXACTLY has to be achieved?
The description here is to determine what the desired outcome, product or process is. In this example – Write the next Blog post

2. What is required (from the start) to achieve this goal?
This contains two sets of requirements
• What is needed to complete the planning?
This has to be addressed to make sure that you have the resources at your disposal to complete the planning process. Most plans require more than just the answer to the first question to allow planning to occur. In the case of going to the shop, we need to have a list of required purchases as well as the knowledge of in which shops the items to be purchased are located. In the case of a lunar capsule, we have to know if it has to contain a landing vehicle or not. In the blog example – Time and interesting subject matter.

• What are the non negotiable requirements to reach the goal?
This requires that we look for “deal breaker” resources, those that would prevent us from attaining the goal. In the three examples; going to the shop – don’t have sufficient funds, lunar capsule – don’t have solar panels, blog example – don’t have a blog to post to.
Note:
From here the plan may require additional elements or tasks. The refinement requires provision of more detail, but that only makes the plan clearer and more achievable

1. “Raw” or basic steps for achieving the goal
There are several different ways to achieve the same result, what we would like to do is simply arrive at step 1 to step no (whatever). In the shopping example we have – drive to shop 1, buy 3 items, drive to shop 2, buy 2 items, drive home. Lunar module obviously too big for the space available here. Blog example – write, check, publish, let people know.

2. Logical flow or dependencies
Here we try and find what has to happen before what as well as before we can begin doing this, we have to complete that. In our shopping example drive to shop 1 has to be completed before we can buy 3 items. Lunar capsule’s parts have to be purchased before assembly. Blog requires clear thought before the writing can begin.

3. Resources
Do we need people, time, materials or money? As we define each of these four elements to each of the tasks defined up to now, we may discover that we need to separate a task into multiple tasks because more than one person (or group of people) may be required to perform that specific function. We may also discover that the requirement for resources may introduce new tasks on its own. Shopping example – shop 2 requires cash and we have to introduce a trip to the bank or ATM. Lunar module obviously too big for the space available here. Blog example –graphics are required which introduces many different other tasks.

4. Scheduling
The aim of scheduling is to reduce the overall time span, cost and risk exposure to the absolute minimum. We have gathered enough information about each task to allow packing them together as closely as possible. In the packing process we have to consider which dimension is the most relevant in the environment into which we introduce a specific task. There is also the possibility that many tasks could be addressed simultaneously. In the shopping example we may want to move the banking event or task to precede purchasing the items in shop 1 because we know there is an ATM close by and we would like to mitigate risk at the same time. We all know that a lunar capsule would e built by numerous 3rd party vendors, well now we see how many of them can start working on the capsule at the same time. The blog is a bad example here – 1 man, 1 laptop, 1 blog.

5. Scope Finalisation / Risk Mitigation / Cost Management
This is a very interesting phase where each element that is not absolutely critical to achieving the desired goal, is removed. Every cent of expenditure is questioned and every minute interrogated to realise the minimum input required to achieve the goal. This is also the moment where we precisely define what the goal is in terms of defined deliverables, nothing more. Everything that is omitted, not mentioned or will not save us money, time or reduce our risk, will not be considered for inclusion to the plan after this moment. We can not consider getting take-away on the shopping trip because we don’t have the time or the money. Lunar capsule only, not the moon rover, other people’s responsibility. Blog about planning not cost management or quality or anything else.

6. Communication
Depending on the complexity of the plan, communication as a formal discipline may emerge much sooner in he planning process. Having said that now is the moment where each participant in the plan can see and evaluate their involvement in finite terms. They can evaluate with who or what they have to interact when. Cash flow and budgeting is now clear, as well as the work throughput requirement of each person or group. Everybody has the opportunity to say their say and get their opinions viewed.

7. Provide for the Unexpected
Any plan is bound to go wrong somewhere. The “going wrong” part has measurable implications i.e. it takes longer, cost more or something works differently. To compensate for this, provision has to be built into the plan. The shopping trip requires leaving 30 minutes earlier to compensate for traffic AND you may consider leaving some of the items simply because you can’t find it. Well the lunar capsule is hectic and may require many many provisions or concessions to ensure that things run smoothly. On this blog I have to consider publishing it later than anticipated as I still have to do graphics and what not.

Goal Achieving Process Part 1: Reflection and Evaluation

Goal Achieving Process Part 1: Reflection and Evaluation
You must follow a certain process if you want to set and achieve your goals. When you are going on a road trip, you plan carefully how to get from A to B and follow that process. Goal achieving is similar, and if you follow a certain process, you will get to your goals in an effective manner.

There are five steps in the process of achieving your goals:
1) Reflection and evaluation
2) Dreaming big dreams
3) Create smart goals for your big dreams
4) Implement, take accountability and follow-up
5) Wash, rinse and repeat the 4 previous steps until you get to your goal.

In this article, I will discuss the first step of the process, and continue with the other 4 in follow-up articles. First, take a reality check and evaluate where you are in life at the moment. How are you doing in the different aspects of your life, such as physically, mentally, financially, relationships, leisure, spiritually, and career? Is there a particular area where you feel you are lacking or don’t feel happy? This is a critical first step. If you miss this step, then you can’t go through the goal setting and achieving process to get to where you want.

Once you’ve evaluated an area where you want to make an improvement, identify the past and present limiting factors in your life. These include your limiting thoughts, words and people in your life. An example of a limiting thought can include, “I’m not smart enough to do this.” If you kept thinking these thoughts throughout your life, you probably missed out on a number of opportunities. In other words, these negative thoughts can keep you from pursuing what you really want to do. In essence, thoughts create feelings, which create your behaviors. Your behaviors influence your actions, which produce your results. If you have limiting thoughts, it’s going to keep you doing what you want to do and getting the results you want.

Another limitation can be the people with whom you are associated. They can be your friends, teachers, and family members. They tell you things such as, “You’re crazy! You can’t do that.” Take a close look and see how people may have formed your limiting beliefs. For example, you might have had a school teacher who told you often that you’re not smart enough. Make sure you identify the people who have played a role in limiting your beliefs.

Once you have identified the limiting factors, reprogram yourself for success. Reduce or eliminate the time you spend with limiting people. If you have friends who are always critical of you and don’t encourage you, limit the amount of time you spend with them. This may sound harsh, but if you really want to achieve your goals, you must take action and decide how much time you will spend with them. What’s more important to you? Being liked and accepted by negative people? Or reaching your dreams? The next step is to associate yourself with like minded people. You want to be around people who believe in the impossible and want to go somewhere in their lives. Join organizations with like minded people, such as a business group or a toastmasters club in your local area.

Finally, monitor your thoughts. If you are thinking negative or self-doubt thoughts, eliminate them. Everything comes from thought, which eventually leads to your results. Read books on success, listen to audio programs and attend personal development seminars. I will continue with the rest of the steps in future articles, so stay tuned.

Kris de Leon

‘I can’t believe anyone still uses SMART!?!’

‘I can’t believe anyone still uses SMART!?!’

…but strangely enough, Everyone agrees with TOM!

(from a Blog by Ross Page – 04/02/10)

SMART has been a great workhorse. I actually used it for many years myself (until 2006). But… it’s sadly out of date. In short, SMART is dead – it died of hard work and old age.

First, for those of you unfamiliar with SMART as a Goal-setting mechanism, here’s a quick rundown, and then we’ll tell you why it’s ‘old hat’. Sorry

There are many variations, but generally it’s agreed that SMART stands for:

S – Specific

M – Measurable

A – Achievable

R – Realistic

T – Time-bound

Word has it that the S.M.A.R.T. acronym was first introduced by George Doran back in a 1981 issue of Management Review, in which he wrote: ‘There’s a S.M.A.R.T. way to write management goals and objectives.’

It started out slowly, as most new ideas do, but grew to be the Goal-setting ‘tool of choice’ for millions around the world. This was often as part of improving project management processes in business. When it came to creating project objectives the SMART goal was the way used to define and agree consensus on goals – and in many ‘slow to change’ organisations, it still is! It’s used for setting all sorts of objectives or goals – career, health, financial, personal development, and work… SMART is valid, but massively outdated.

BUT… here’s why SMART is dead and VISTA is King!

1. Goals or Objectives don’t start with Specifics. No matter what the desired outcome. ALL outcomes starts off as mental pictures. Think about it! (…and I bet that thought was a picture of some sort.) Whether it’s asking someone, ‘Can you stack these boxes over there please?’ …or something as huge as planning the opening ceremony of the Olympic Games, the outcome can be described as an image. It may be vivid or fuzzy or ill defined, but an image none the less. All goals or objectives start as Visualised (or mentally conceptualised) desired outcomes.
2. And then… You still don’t go from the Visualised outcome straight into Specifics unless you want to. If this Visualised picture makes you ‘feel’ like you ‘want’ to achieve the Outcome being described or pictured i.e. the Visualised outcome is Inspirational – it is only then that it can be described in terms of Specifics.
3. Specifically, we will probably need to take action on a number of steps to achieve that Visualised outcome.
4. Next… The final desired Outcome needs to be Time-Bound (Time-Bound rather than Timely as it ‘inspires’ a sense of urgency) as does each step along the way; and each of these steps needs to be…
5. Assessable – You need to be able to Assess progress at each step of the way. Achievement, then acknowledgment then celebration/reward of each step allows you to build momentum – one small success leading you on to other small successes leading on to the final achievement of the desired Outcome. (of course Assessable is the replacement for measurable in SMART)

But what happened to Achievable and Realistic?… I hear all you SMART devotees say. Well, here’s the rub. How many things have been achieved over the years that the majority have described as ‘impossible’? Including such favourites as: Circumnavigating the globe; the electric light; television; and a black man becoming president of the USA! (which is a great thing by the way!)

And the same for the term Realistic. The meanings of these words are both relative – relative to the current state of mind or knowledge or capabilities of an individual or a culture or an organisation. ‘Nothing is either Good or Bad (or realistic or achievable) except that thinking makes it so!’ (apology to William Shakespeare)

In short… If my Visualisation Inspires me sufficiently, I can achieve virtually anything! So… we don’t really need Achievable or Realistic. I believe anything and everything is achievable – at least mentally and emotionally if not always physically. We crave the thoughts and feelings of success more than the actual attainment of it. And, I know I place unrealistic expectations on myself and others. To be a realist is often a way to mask negativity or allowing myself an ‘out clause’ so I can Blame something or somebody or Justify my lack of progress.

And what does this have to do with TOM? Trust yourself to achieve your goals, set VISTA Objectives that lead to VISTA Outcomes (the ‘O’ in TOM) and ensure there is sufficient Motivation (the ‘M’ in TOM) and again, anything is possible.

Why is VISTA a SMART alternative?

Visualised – What is the mental picture you have of success. Close your eyes and try to imagine what it will look, sound, feel, smell and taste like the exact moment when you realise that you have succeeded

In this imaginary scene, who is there, what is happening and most importantly – how does it FEEL emotionally? A clear and motivating vision of a future state is your most powerful ally in the process of creation. What would be your chances of scoring without being able to see the goal posts; building a house without first drawing plans; or navigating through tricky waters without an accurate chart?

Inspirational – This aspect is a result of the scene you have visualised. Is it powerful enough to move you into action? Not only the final vision, but is every mental picture of succeeding at every step on the way inspirational? (see Assessable)

Specific – What exactly are the specific steps or stages you need to pass through before you match your vision. There may be just one major picture of success you have in mind, or several smaller achievements that combined will give you your all-important ‘feel good factor’. Make certain that when you define your goal you specify every detail you can possibly think of. Write the colour, shape, size, taste, and sound of your goal. Identify how you want to feel when the result is achieved.

Time bound – Place deadlines on each specific step, as well as the final outcome. Goals are most effective when they just far enough out of reach to give an eventual sense of accomplishment, but not so far as to demotivate. We use ‘Time-bound’ rather than ‘timely’ or ‘time specific’, as it implies that you will be bound, almost by an inferred contract with yourself, to deliver on the prescribed date. You are creating a self-imposed deadline. As mentioned under ’Assessable’, it is important to incorporate this check at the same time as stating the ‘Specifics’ of the goal.

Assessable – It is imperative that there be points at regular intervals where your progress is noticeable. Knowing where they are, imagining how it will feel when you get there, acknowledging and celebrating their achievement are all-important stages in achieving your objective. Now you have set a deadline for successful completion, begin breaking up the goal into assessable chunks. Quite simply, decide what is the date you want to see, feel, experience success for each of these chunks. Assessable steps must be quantifiable in terms of time, or amount, or number, so that it is obvious to ‘you’ that you have made progress. They could be: number of sales; confirmation that a decision has been made; a certain amount of money in a savings account; a positive work appraisal. Even 1) the first phone call to set up 2) a first meeting to 3) decide a course of action gives you three assessable points. They can in fact be anything that you can hold up and say, ”Yes! This means I am on track toward reaching my ultimate goal.”

So… Are you going to set exciting new VISTA goals or boring old SMART ones?

Learn how to use VISTA in your life or business. Go to EveryoneagreeswithTOM.com

Copyright Ross Page 2006