Planorka is a very simple and effective management tool, but at the same time it is important that it be used in accordance with certain rules, the implementation of which significantly increases the effectiveness of this event. It also contributed to increasing returns. This article will present a plan and examples of how to correctly and efficiently conduct planning meetings.
Basic Rules
The word “planning meeting" includes the main points that should be followed in order to achieve maximum efficiency.
The meeting plan is as follows:
- the presence of participants in the planning meeting (or persons replacing them);
- conducting the main part of the planning meeting, discussion of the tasks;
- completion of it.
At the stages of preparing the planning session, each participant must clearly understand what data he should prepare. Of course, he is obliged to write and record for himself a report on completed tasks (it is better if he does this in writing), and it is advisable for this to give the top manager a margin of some time.
According to observations, if a working day starts at 9 in the morning, then, as a rule, a planning meeting begins after 20-30 minutes. Accordingly, the top manager has time for preparation. In addition to the fact that he must prepare a report on the implementation of his tasks, many top managers prepare some written data - these may be reports on the implementation of plans for margin and revenue, since the planning meeting is a discussion of the completed plan. And the results that he helped achieve.
Holding a planning meeting
Have you had any experience with such meetings? And you do not know what the correct planning meeting consists of? This is a control function. At this phase, control is carried out to see how well and fully the tasks that were set at the previous meeting were completed.
Each participant quite clearly, concisely and quickly reports on the results of work for the past day, reports on completed tasks. If he fulfilled it, it’s good, if he didn’t, he should follow the proposals on how they will be implemented soon.
The goal of the leader is to give feedback and, as a rule, this connection should be positive. If, nevertheless, any nuances arise with non-fulfillment, it is best not to engage in the scribing of your subordinates on a planning meeting. It is recommended to criticize and negative feedback later, in a different setting. After the top manager reported on the indicators of his completed tasks for which he was responsible, and received feedback, he is engaged in planning.
Top Manager Planning
A top manager offers a certain set of tasks and goals that he is going to do during the day. It is also very important that these tasks are correctly and correctly formulated (in a smart format, for example).
Important details are as follows. You need to pay attention to them. The participant should not plan tasks for himself in such obscure and fuzzy formulations as:
- engaging in current activities;
- sales improvement;
- overtime work.
The task should be formulated clearly and clearly, not cause questions and doubts. Only in this case it is realistic to achieve effective results from employees who will precisely understand what exactly is required of them and when it is necessary to submit a report on completed tasks.
Coordination process
Given the fact that many units participate in solving many problems, a certain coordination process begins on the planning meeting. If the top manager needs resources from other departments, then, accordingly, this is announced on the planning meeting - and here and now he coordinates the implementation of his tasks, agrees on who and at what stages is connected, in what way, what resources are required for this. That is, there is a coordination process where all parties, all participants agree on how they will solve problems.
Planning - information process
If you have any important information that you consider necessary to convey, then on the meeting you can do this. For the reason that everyone is in the same office and focused on the meeting. And this place is ideal for informing your colleagues and employees so that they think about a particular message.
Morale boost
After the meeting, subordinates should be maximally mobilized, maximally assembled, with a good and positive mood. The planning session also provides that employees will try to effectively carry out the tasks assigned to them. The role of the leader in this moment is key.
Therefore, it is recommended to always hold planning meetings in the most positive direction. It is important to circumvent some difficult situations that require deep analysis, negative points. Indeed, if employees of the department leave the planning meeting in a bad mood, this will negatively affect their work and results. First of all, the head and activities of his company will suffer from this.
How to do it?
First of all, the leader needs to be extremely constructive and moderately positive. This attitude must be constantly maintained and try to broadcast to your subordinates.
Since a planning session is always a serious event with a certain amount of stress, there is a rather unusual way to end a meeting so that this discussion will inspire subordinates with motivation for work productivity. At the end of each meeting, you can tell an interesting story or even a joke. This can be done not only by the leader, but also by any participant who knows how to talk lively and interestingly.
Psychologists recommend practicing this advice, since there is an opinion that the first and the last are always remembered: positive should be present both at the beginning of the meeting and at the end of the meeting.
Common errors
- Discussion of any local and operational issues develops into global solutions to problems. As a result of this, a planning meeting can drag on very much - this is not worth doing. If, nevertheless, such moments arise, it is necessary to fix the issue that requires immediate resolution. You should plan another meeting and decide who will attend the meeting. It is also recommended that someone responsible for this meeting be appointed. To delay the planning meeting (for example, discussing global problems and methods for solving them) is not necessary.
- Do not criticize in any way. If you see that your employee or subordinate for one reason or another is doing poorly with the assigned tasks, you should not give him a negative feedback with everyone present. The most optimal solution would be to fix this issue for yourself and for him. Agree that you discuss these issues in some other format. In a personal meeting, it is advisable to talk in more detail on a topic that interests you and find ways to solve it.
- And the last point that cannot be ignored: stay positive always and in all circumstances. It is very important that subordinates and employees broadcast the most positive emotions and constructive information. This will significantly increase the effectiveness of the team and create a friendly and warm atmosphere in the department.
Isn't that a great method for companies whose employees are forced to work closely? As a result of regular meetings, the productivity of departments and the company as a whole will increase significantly.