VV 21 – The Planning Process (Part 2)
This episode of VideoVocab.TV is part two in our series about the planning process.
Today we’ll examine the implementation and review of a plan.
Introduction
Good planning means nothing without effective implementation. Implementing a
plan begins with an effective communication strategy. People within the
organization need to know what the plan is, what is expected of them, and how the
plan will make a difference.
To execute a plan, organizations need to appoint project managers who will
monitor the implementation. Project managers need to track progress and hold
people accountable for the tasks assigned to them. This may involve the use of
project management software with project dashboards, which keep managers
constantly updated on project developments.
Still, things can and do go wrong. Managers must be ready with contingency
plans in the event that things go off track, over time, or over budget. There are
several tools planners can use to improve plan implementation and processes. Six
sigma is a method that allows organizations to make measurable improvements
in quality and outcomes.
Vocabulary
Implementation
Implementation refers to putting a plan into action. The
implementation phase must be managed very carefully (often
by project managers) to ensure that everything stays on
track and that activities are properly coordinated.
As the lead project manager, I was responsible for all
aspects of the plan’s implementation.
Communication Strategy
Organizations need communication strategies to make sure that
everyone knows what they need to know, both inside and outside
the organization.
Many employees didn’t know a thing about the plan because
there was no effective communication strategy.
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VV 21 – Pr oject Management: The Planning Process (Part 2)
Monitor
When we monitor something, we watch it to see how it is
progressing. Monitoring happens at all stages of the planning
process, allowing managers to make adjustments if necessary.
Gerald didn’t monitor the project very closely so he was
quite surprised to learn we were so far behind schedule.
Track Progress
Tracking progress means checking to make sure
that tasks and activities are going according to
the plan. It also means keeping a record of what
has been done so that others can see what a
plan’s status is.
The CEO hired a consultant to track progress
of the strategic plan.
Accountable
If you are accountable for something, it means
you are responsible for making sure it is done.
We often use the expression “hold someone
accountable” when we make sure people
understand, accept, and follow-through on
their responsibilities.
Although I delegated tasks to the right
people, my plan failed because I didn’t hold
anyone accountable for their activities.
Project dashboards
Project management software usually features a project
dashboard that shows charts, graphs, and notes on the
status of a project. This allows managers to monitor
projects and keep them on track.
Every morning, I log onto the project dashboard to see
the progress on all the projects in my department.
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VV 21 – Pr oject Management: The Planning Process (Part 2)
Contingency plan
When things don’t happen according to plan, we turn to
contingency plans. A contingency plan dictates what we
do in certain undesirable or unplanned circumstances.
We need a contingency plan to deal with any
unexpected events.
Off track
If a plan or project doesn’t proceed as
expected, we say that it is off track. The
opposite expression – “on track” – means that
a plan is going as expected.
When the software project got off track,
Brianne called a meeting to see how the
timeline had to be adjusted.
Six Sigma
Six Sigma is a methodology that aims to reduce problems,
mistakes, and variations in a process. Implementing a Six
Sigma approach can improve the quality of a project’s
outputs by carefully monitoring the entire process.
The hospital employed a Six Sigma approach in order to
reduce the rate of surgical infections.
Measurable
If something is measurable, it means we can quantify it with
numbers, figures, or statistics. We often use “measurable
results” to refer to outcomes that can be quantified.
When asked for a measurable outcome, I told the Board
that sales had increased by 12% in the third quarter.
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VV 21 – Pr oject Management: The Planning Process (Part 2)
Practice
Now it’s your turn to practice some of the words we’ve looked at in this episode.
You’ll hear a series of sentences with a word replaced with a beep. Repeat the
whole sentence, including the missing word.
For example, if you hear:
Example Cue: Every morning, I log onto the project <beep> to see the progress
on all the projects in my department.
You should say:
Example answer: Every morning, I log onto the project dashboard to see the
progress on all the projects in my department.
We’ll play an example answer after each exercise.
Ready? Let’s give it a go.
Cue 1: A 44% improvement in customer satisfaction was one <beep> result of
the plan to improve customer service.
Learner:
Cue 2: Even when I’m on vacation, I can track <beep> on my projects with my
iPhone.
Learner:
Cue 3: As a part of our communication <beep>, I emailed details of the plan to
all departments.
Learner:
Cue 4: A specialist in six <beep> methods was hired to reduce the number of
manufacturing defects.
Learner:
Answer 1: A 44% improvement in customer satisfaction was one measurable
result of the plan to improve customer service.
Answer 2: Even when I’m on vacation, I can track progress on my projects with
my iPhone.
Answer 3: As a part of our communication strategy, I emailed details of the plan
to all departments.
Answer 4: A specialist in six Sigma methods was hired to reduce the number of
manufacturing defects.
Online Practice
Click the “Launch” button to open the FLASH version:
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