"Many times, planning is doomed even before it begins, because very little is expected of it or because it does not put enough force on it", TJ Cartwright.
The success of a company consists of a series of efforts that allow an organization to flow in harmony with all the elements with which it interacts.
Planning is a stepping stone in any organization and is a fundamental part of decision making.
This article will specify the characteristics that a proper planning must have, as well as the classification it can have based on its objectives and the importance of planning.
The planning tools will be identified and classified into qualitative and quantitative, in addition to explaining the benefits or importance of some of the tools.
WHAT IS PLANNING?
Planning (planning or planning) is an administrative function that includes the analysis of a situation, the establishment of objectives, the formulation of strategies to achieve said objectives, and the development of action plans that indicate how to implement these strategies (K, 2015)
Another definition of planning is the rational application of the human mind in anticipatory decision making, based on prior knowledge of reality, to control present actions and foresee their future consequences, aimed at achieving a satisfactory fully desired objective (THEORY OF PLANNING).
Planning is an administrative function that determines the direction in which the organization is heading, which includes, the analysis of the situation, the establishment of objectives and the formulation of strategies based on prior knowledge of reality and thus minimize tending risks. to achieve the purpose of the organization, generating a greater probability of success.
FEATURES
For a planning to be successful it must contain some important characteristics, such as:
- Be precise: contemplate specific objectives expressed in terms of quantity and time Be feasible: contemplate objectives that are within the possibilities of the company, the area or department for which it has been carried out Be consistent: contemplate all the objectives, strategies and plans made in the company to ensure that all are consistent with each other. Be constantly evaluated: contemplates the evaluation of results and development. Be flexible: contemplates allowing changes, adjustments and corrections as it is executed. Be permanent: It is intended to be a permanent and continuous process where once the proposed objectives have been achieved, new objectives must be proposed.
IMPORTANCE
Planning analyzes where we are, establishes where we want to go, and indicates what we are going to do to get there and how we are going to do it. Some of the advantages of good planning are:
- Define the direction of the organization: foresees that all efforts and resources are directed to its objectives. It reduces uncertainty and minimizes risk: by anticipating changes in the environment and indicating how you will react to them as soon as they come, reduces uncertainty that presents the future and minimizes the risk that these changes negatively affect the company by generating alternatives to face these contingencies Generates efficiency: by proposing specific objectives and indicating what is going to be done to achieve them, avoid improvisation and, on the contrary, it allows a better coordination of tasks and activities, and a better use of resources. It generates commitment and motivation: being a process that involves all members of the company and requires the participation of several of them in its elaboration,It generates commitment and identification with the objectives, and with it, motivation in their achievement. It establishes the bases to carry out the control.
PLANNING PROCESSES
Arturo K. (K, 2015) establishes that the planning process is composed of 4 stages, which are:
- Analysis of the situation.
- General planning: involves carrying out the analysis of the different external forces that affect or could affect the company (economic, social, governmental, technological, consumers, competition, etc.), as well as the analysis of the different areas that may exist in the company. company (administration, marketing, finance, human resources, production, etc.) Planning for a specific area: it involves analyzing the different elements that may exist in that area; For example, for the marketing area, it could involve the analysis of the product, the price, the distribution, the promotion, the advertising, the customer service, etc. Planning at the operational level: it implies carrying out the analysis of the elements necessary to perform a specific task or activity;
- Organizational strategies (affects the company) Functional strategies (affects a functional area).
- Tasks to be carried out Allocation of resources Persons in charge and those in charge The program of tasks (schedule) Required budget.
TYPES OF PLANNING
Lourdes Münch (MUNCH, 2010) establishes that according to the hierarchical level in which it is carried out (See Illustration 1), with the scope of organization it covers and with the period it covers, planning can be:
Pyramid of hierarchical levels within an organization.
STRATEGIC
It is done at the highest levels of the organization. Refers to general planning; it is generally in the medium and long term, and from it all plans are prepared for the different levels of the company.
The company's environment and its internal situation are analyzed, strategic objectives are established, organizational strategies are formulated, and action plans are designed that seem simple and generic but that affect a wide variety of activities (strategic plans).
Other characteristics of strategic planning are:
- It considers a global approach to the company It is developed by the top of the company (owners or senior managers) It is projected in the long term (in theory for a period of 5 years or more, although today in practice, due to constant changes in the environment, for a period of 3 to 5 years). It serves as the basis for the other plans of the company (tactical planning and operational planning).
TACTICAL OR FUNCTIONAL:
It includes the plans that are elaborated in each one of the areas of the company in order to achieve the strategic plan.
The situation of a certain area or department is analyzed, tactical objectives are established, functional strategies are formulated, and action plans are designed with a smaller scope but more detailed than the strategic ones (tactical plans).
Other features of tactical planning are:
- It considers only a certain area or department of the company. It is prepared by the managers or heads of each area. It is projected in the medium term (for a period of 1 to 3 years). It is governed according to strategic planning.
OPERATIONAL:
It is designed according to tactical plans; and, as its name implies, it is carried out at the operational levels.
The situation of the elements necessary to carry out a specific task or activity is analyzed, operational objectives are established, simple strategies or courses of action are formulated, and action plans or programs are designed with a smaller scope but more detailed than the tactical ones (plans operational).
Other characteristics of operational planning are:
- It considers only a specific task or activity. It is prepared by the heads or managers of each work team. It is projected in the short term (for a period not exceeding 1 year). It is governed based on tactical planning.
PLANNING TOOLS
The tools are techniques that can be used during all stages of the administrative process, specifically when making decisions. They are divided into quantitative and qualitative
QUANTITATIVE
They apply a set of mathematical rules or statistical models to a previous data series to predict future data.
- Generals
- Market research CPM and PERT networks Decision trees Feasibility studies Simulation The seven Ishikawa tools Environment analysis Gantt chart Mathematical models software
- Financial statements and cost statements Budgets Proforma statements Financial ratios State of source and application of resources Break-even point Software
- Marketing
- Forecasts and trends Budgets Sales and profit equation Software
- Times and movements (work engineering) Just in time Economic engineering Linear programming (operations research) Software
- HR forecasts and inventories. Job valuation. Regional salary survey. Software
GANTT CHART
It consists of a graphical representation on two axes; In the vertical the project tasks are arranged and in the horizontal the time is represented (RODRÍGUEZ).
This graph simply consists of a coordinate system (See Illustration 2) in which it is indicated:
On the Horizontal axis: a calendar, or time scale defined in terms of the most appropriate unit for the work to be executed: hour, day, week, month, etc.
On the Vertical axis: The activities that constitute the work to be executed. Each activity is matched with a horizontal line whose length is proportional to its duration in which the measurement is carried out in relation to the scale defined on the horizontal axis as illustrated.
Conventional Symbols: In the development of the Gantt chart it is customary to use certain symbols, although many others can be designed to meet the specific needs of the user. The basic symbols are as follows:
- Initiation of an activity. Term of an activity Fine line connecting the two inverted "L" s. Indicates the expected duration of the activity. Thick line. Indicates the fraction of the activity already carried out, in terms of percentage. It must be drawn below the thin line that represents the expected period. Period during which the activity cannot be carried out. Corresponds to non-productive time, it can be noted above the symbol using an abbreviation. It indicates the date when the last update of the graph was carried out, that is, when the comparison was made between the activities planned and those actually carried out.
Example of a Gantt chart
BREAKEVEN
It is that point of activity (sales volume) where the income is equal to the costs (See Illustration 3), that is, it is the point of activity where there is no profit or loss (VÁQUIRO).
The procedure to find the equilibrium point are:
- Define costs. Classify fixed and variable costs. Find unit variable cost. Apply equilibrium point formula Pe = CF / (PVU-CVU) Graphs Analyze results
Example of break-even point graph.
FORECAST
It is the prediction of what will happen to a given element (See Illustration 4) within the framework of a given set of conditions (EXPERT, 2002).
To select the best-suited forecasting method, the following factors are considered.
- The context of the forecast The relevance and availability of historical data The degree of accuracy desired The period of time to be forecast The cost-benefit analysis of the forecast The point of the life cycle of the product.
Some are:
- Tempo series analysis
- Moving Average Simple Average Exponential Smoothing Growth Curves Seasonal
- Causal
- Simple Regression Multiple Regression
Forecast Plot Example (Linear Regression)
ECONOMIC ENGINEERING
It is a specialty that integrates engineering knowledge with the basic elements of microeconomics. Its main objective is decision making based on economic comparisons of the different investment technology alternatives. The techniques used range from the use of standardized spreadsheets for cash flow evaluations (See Illustration 5), to more elaborate procedures, such as risk and uncertainty analysis, and can be applied to both personal investments and industrial ventures (FAO).
The concepts they handle are:
- Time value of money Interest rate Interest period Rate of return Salvage value Cash flow
Example of the application of Economic Engineering.
POSITION VALUATION
It is a process (See Illustration 6) that is assisted by a set of special techniques, to determine the individual value of a position within a company in relation to the other positions in it (POSITION VALUATION).
Some of the benefits are:
- Provide the scientific basis for good administration of wages and salaries. Establish accurate data to achieve correct planning and control over labor and labor costs. Form a basis for negotiating work quotas with the union or with other authorities. Reduce complaints and staff turnover.Achieve the objectives for the company and for the workers, improving morale and relationships. Improve the external image that the company has.
Example of the application of a valuation of positions by the point method.
QUALITATIVE
They use the judgment, experiences and opinions of insiders. They are generally used when accurate data is limited or difficult to come by.
- Generals
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- Quality circles and improvement teams Brainstorming Delphi method Nominal group technique
- Marketing
- Interviews and surveys. Marketing mix. Marketing information system. Market research.
- Production
- Plant layout Control board Process diagram Thread diagram Flow diagram Binomial diagram Route diagram Work simplification
- Human Resources.
- Performance evaluation Job analysis Attitude, opinions and climate survey Interviews
RAIN OF IDEAS
It is a group work tool that facilitates the emergence of new ideas on a specific topic or problem. Brainstorming is a group technique to generate original ideas in a relaxed environment (LICENCIATURA EN RR. HH., 2002). Steps to carry out this method:
- The topic or problem is defined. An exercise leader is appointed Before starting the “brainstorming”, he will explain the rules. Ideas are freely emitted without drawing conclusions at this stage (See Illustration 7). Ideas are listed They should not be Do not criticize The exercise ends when there are no new ideas They are analyzed, evaluated and organized, to assess their usefulness based on the objective that was intended to be achieved using this technique.
MARKETING MIX
The set of controllable marketing tactical tools that the company combines to produce a desired response in the target market. The marketing mix includes everything the company can do to influence the demand for its product (MERCA2.0, 2013).
- It refers to the goods, products, services, organizations, etc., that are offered in a particular market. Within this category you can talk about the product portfolio, the differentiation of these, as well as the brand and presentation. This is the exchange value of the product and is established prior to launch. The price is set without basis in studies that determine whether this or that product will be purchased by the public, as well as the price of its competitors. Also known as distribution, this section seeks to make the product reach the consumer's hands. Here, different distribution channels are used, as well as planning of this, as well as various marketing or merchandising techniques.- This category includes all those communication strategies that aim to spread a message to the audience that we hope will become a consumer of our brand's products.
FLOWCHART
A flowchart is a graphical representation of a process. Each process step is represented by a different symbol that contains a brief description of the process step. The graphic symbols of the process flow are linked to each other with arrows indicating the direction of process flow (AITECO).
The flow diagram offers a visual description of the activities involved in a process showing the sequential relationship between them, facilitating the rapid understanding of each activity and its relationship with the others, the flow of information and materials, the branches in the process, the existence of repetitive loops, the number of process steps, the operations of interdepartmentals. It also facilitates the selection of process indicators.
INTERVIEW
It is an act of oral communication that is established between two or more people (the interviewer and the interviewee or interviewees) in order to obtain information or an opinion, or to know someone's personality. In this type of oral communication, we must bear in mind that, although the interviewee responds to the interviewer, the recipient is the audience that is pending the interview (ROMEO & DOMENECH).
Considering the purpose for which it was written, we can distinguish two types of interviews:
- Informative: know the opinion on a certain topic. Psychological: know the personality or the environment that surrounds the interviewee.
CONCLUSION
The planning tools generate a stratospheric contribution of information which will allow the plan to be supported and have greater reliability at the time of decision making.
Proper planning will catapult a company into success, as long as you identify the right tool based on the information you want to get.
We have to understand that an organization is a system that is constantly changing and that in turn needs to be constantly aligned to its objectives, goals and purposes, for which the combined use of tools will generate a greater adaptation to the system and thus predict the changes. futures.
BIBLIOGRAPHY
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