NCM 119: Planning Phase

Planning (Marquis and Houston)

Deciding in advance what to do, who is to do it, how,

where, and when it is to be done

Start of Planning

● Begins with an assessment - which is a very important

step.

● E.g., Nursing care - who will do it, when you do you do it,

how will you do it

● Writing your plan is necessary when you're a first timer at planning.

○ Especially when the matter is important

● You have to stick to your plan in order for it to be effective

Reasons for Planning

Achievement of goals

Effective control

Helps in coping with crisis

Reduces the element of change

Modes of Planning

Reactive Planning

Inactivism

Preactivism

Interactive or Proactive Planning

Reactive Planning

Occurs AFTER a problem has occurred

- Stimulus response, reaction to a problem

- leads to hasty decision making and mistakes

- "band-aid" solution

Inactivism

Prevents changes and protects the status quo

● You only spend minimal energy

○ You spend energy when there is a need, to prevent

change and maintain conformity

○ Happens when you are already adjusted or

comfortable to the plan

Preactivism

future oriented, uses technology

Interactive or Proactive Planning

Planning before a problem

Anticipation of changing needs

Preferred method of planning

● Anticipating and adaptability

● We are looking into possible concerns

● E.g., strategic planning - you call for people from different

levels , people who are in touch with the end consumer

Promotes growth within an organization

Forecasting

Trying to estimate how a condition will be in the future,

"Contingency planning"

Forecasting (Important Considerations)

○ Takes advantage of the input of others

■ E.g., as coordinator, get feedback from other

departments to tell you what is happening

○ Gives you a sequence of activities

■ E.g., before the final teleconference activity,

students were given different activities about

public speaking, health teachings to prepare for

the teleconference.

○ Protection for the organization against

undesirable change

■ E.g., during COVID spike, there were not

enough O2

tanks prepared

○ Have to be well-informed of the environment

(legal, politics, and socioeconomic)

Types of Planning

1. Strategic Planning

2. Operational Planning

Strategic Planning

Planning for an organizatino's next 5-10 years

Uses SWOT analysis and Balanced Scorecard

- done by top management WITH input from middle management

SWOT Analysis (Definition)

strengths, weaknesses (internal), opportunities, threats (external)

SWOT Analysis (Proponent)

Albert Humphrey, 1960s; Revised in 70s

SWOT Analysis (Process)

○ Lists down all strengths, weaknesses, opportunities,

and threats and what you can do to improve them

○ Strength - is it enough in achieving the goal?

○ Weakness - it is enough to hinder the goal?

○ Opportunities - are there opportunities to achieve

the goal?

○ Threats - are there threats that hinder the goal?

SWOT Analysis (Rules)

■ Be realistic

■ Be clear about how the present organization

differs from what might be possible in the future

■ Be specific about what you want to accomplish

■ Keep SWOT short and simple (do not

overcomplicate things)

■ Remember that SWOT is subjective

Balanced Scorecard (Proponents)

by Robert Kaplan and David Norton

Balanced Scorecard (Definition)

○ Use of performance measurement indicators (e.g.,

evaluation sheets) which is an effective tool for

translating an organization's strategic vision into

clear and realistic objectives

Key performance indicators (KPI)

Balanced scorecard (Organizational perspectives)

financial

customers

internal business processes

learning and growth

Vision

● Stated vaguely

● Describing the roles and function of the

organization

● Describe future goals or aims of an organization

(dreams)

short; 1 sentence

Mission

● Services and who are our clientele.

● Statement of purpose or reason of the existence

of the organization

● Should not be shorter than the vision, identifies

the organization's constituency and addresses its

position regarding ethics, principles, and standard

of practice

3 sentences

Velez College's Vision Statement

A globally recognized institution of academic excellence imbued with a high level of competence and integrity anchored on a strong culture of service and research.

Velez College's Mission Statement

To develop competent professionals who are socially responsible, and morally fit productive citizens of the world with a passion for service and lifelong learning.

This shall be achieved through:

1. A curriculum designed for each college that meets national and global standards of excellence

2. Implementation of academic programs and activities that will enhance the affective and psychomotor development, moral character, personal discipline, social responsibility and good citizenship.

3. Inculcation of values of life-long education and personal growth

4. Promotion of programs to encourage both quantitative and qualitative research.

Philosophy

● Values and beliefs that guide all actions of all the

people in the organization

● Should align with the vision-mission

● Culture of the organization

Goals

● Stated in general or specific objectives

● Desired result to which effort is directed

● More general than specific

Objectives

● More specific than goals and measurable

● Motivate people to a specific end and are explicit,

measurable, observable, or retrievable, and

obtainable

● Should be SMART: specific, measurable,

attainable, realistic, and time-bound

Goal vs. Objectives

Goal = long term, general

Objectives = short term, specific

Goal answers the "what?" question

Objectives answer the "how?" question

Policies

● Are plans reduced to statements or instructions

● Guide individual actions

● May either by implied or expressed policies

Expressed policies

written or verbally said, CLEARLY COMMUNICATED

■ E.g., MVA patient admitted to ER also

needs to be reported to the police.

■ E.g., Request for medicines need to

have prescription

Implied policies

not explicitly stated but understood to be part of the organization

■ E.g., when the teacher is talking,

students must listen.

Procedures

● Step-by-step instructions; written in manuals

● Delineate a sequence of steps of required action.

Rules

define specific actions and only allow one action

Ex. do NOT cheat

Operational Planning

Short term planning

1-3 years ahead

less complex

done weekly, monthly, or annualy

concerned with the day-to-day operations

Revenue

Total money gained over a set of time, financial gain of an organization

Budget

Financial plan where money is spent over time

Can also relate to people

Operating Expenses

Costs to keep a business working daily

(ex. maintenance, food, water, oxygen, supplies)

Direct Costs

Expense tied to a specfici project or service of the company

(ex. salary, equipment needing capital)

Cost containment

Business practice of maintaining expense levels

to prevent unnecessary spending

Keep a cap on our budget; to not go beyond

Effective and efficient delivery of services while

generating needed revenues for continued

organizational productivity

Cost-effective

achievning desired outcomes while mitigating future costs

Fiscal Planning

managing resources to maintain an organization's financial health

Types of Budget

1. Personnel Budget

2. Operating Budget

3. Capital Budget

Personnel Budget

relates to how workers are used and distributed

forecast long and short term personnel needs (ex. more patients = more nurses needed)

Monitoring overstaffing and understaffing

Staffing mix = each worker has different qualities, so place them appropriately based on skill sets

Operating Budget

budget used for the day to day expenses of an organization

Ex. budget for salaries

Capital Budget

done for major expenses

ex. new building, expensive equipment

Time management

consciously planning how time is spent

3 Basic steps of time management

1. Allow time for planning

● Do not procrastinate

● Making lists

● Make use of inventory

● Dealing with interruptions or time wasters

(technology)

2. Complete the highest priority

● If you finish your highest priority, make sure to

follow through your next priority

3. Reprioritize the remaining tasks and on new information

● Set original priorities if a crisis occurs.

Suggestions/Principles on Time-efficient Work

Environment

1. Gather all the supplies and equipment

2. Group activities that are in the same location

3. Use time estimates

4. Documenting nursing intervention as soon as possible

5. Always strive to end the workday on time

Time-saving techniques, devices, and methods to better

use of time

1. Conduct an inventory of activities

2. Set goals and objectives and write them down

3. Make use of calendars, executive planners on what you

expect to accomplish

4. Break down large projects into smaller parts

5. Devote a few minutes at the beginning of each day in

planning

6. Organize your workplace to be functional

7. Close your door when you need to concentrate

8. Learn to delegate

9. Distribute agenda ahead of time for meetings

10. Take or return calls during specified time

11. Do not be afraid to say "no"

12. Take rest breaks and make good use of spare time.