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Better Planning

Better planning. It is often said if work is not ready in time. It is also seen as a solution for organizations to increase efficiency or a better service. It is all true and can thus be saved much money. If this money for the picking, why do we still not done?

Effective planning in practice is not so easy. Understanding the different types of planning is a first step. As is known in which a planning organization desired, then a road to be made to such a plan to come.

Planning is receiving attention. It has worked there since organizations. Yet planning is not an area where organizations always successful.

The constantly changing circumstances, think of changing availability of staff. The standard 40 hours for all is long past time. There are unexpected events. Suddenly there is additional demand in the market, etcetera. Despite the continuously changing circumstances is necessary for efficient operation. The competition is not that extra space (eg in the form of additional people) in an organization is to smooth out the changes.

There is still debate whether there are as many as possible should be centrally or planned. Central planning makes it much easier for all resources as efficiently as possible way. Decentralized planning produces the advantage that the local changes can easily be played, partly because the planner knows the people who planned and are thus relatively easy to bear in mind such as someone once one hours is not available.

The timeliness of planning will include illustrated by a recent article in a magazine automation, which by KPMG introducing a central planning as one of the solutions put forward for redundancies to prevent secondment providing ICT.

What little is written about the people who planned to carry. Rarely is the question whether the documents the employee as it likes to bring the project to which he is assigned. Of course there will a planner in practice into account. If this happens do not explicitly adopt or unconsciously. This may be the main reason why in practice there are many decentralized planning.

To clarify how an organization can better pick up the schedule, we first distinguish the following planning concepts.

-Agenda Planning

-Planning Tasks


-Planning Agenda

-As the name implies, is planning agenda only to establish a planning agenda of the different resources to come. This could mean hourly, half day or a fixed time each day in the calendar is planned. This situation occurs frequently in field personnel or resources for an organization that posting a few days or weeks makes available to its customers. Also in the planning in a call center is often referred to agenda planning. See also the article: Scheduling Optimization for Call Center

Planning Tasks

In planning tasks are tasks in the various resources planned. A task is an activity that after a certain date should start before a certain date and should be ready. The task is how long it must be taken to implement this. Accounting firms and advertising agencies work with many planning tasks. The professional knows that in a given week 5 to 6 hours per job tasks spend, but he himself can fill in what order the tasks it handles. The worker will not be told where exactly where he needs to work. As it is known when it is off than he himself would appreciate the week to complete.


Is often thought to project when discussing planning. When planning a project involves the planning of several interdependent tasks. Construction projects are a good example. In one building, the foundation can be ready before the start of the masonry walls. The development of software is a good example of a project that requires project.

When planning a focus in the organization, it is prudent to first determine what type of planning is involved. Is there planning calendar, task and project planning. Sometimes, there are several species in a planning organization. It is advisable to first look into the planning issues, which are predominant in the organization.

Existing planning rules

Any exceptions must be made on what the planning rules is created. This has two advantages. It is clear that the planning rules and those rules need to be evaluated and which were probably useful in the past but not now, or how certain rules otherwise be filled. It is through critical to the planning rules used to look and not too quick to accept that a rule is still relevant today, may be more flexibility in the creation of the plan are achieved. This increased flexibility often leads to cost savings. In a service environment, eg the rule that in 95% of reports within 3 hours after the reported failure of the service technician must be present. If this rule is replaced by 95% of reports in the interference within 8 hours after the notification must be resolved, give the organization more flexibility and gives the customer that what is really important to her.

Central or decentralized planning

It should also be given to whether centrally or will be scheduled. If manual is planned, there is often much to be said for a decentralized planning to make. In a little volume it is not central to overlook. If automation can be planned it is easier to central planning. However it is important that the various departments can exert influence on how the schedule is created.


The peculiarities should properly be identified.

The desired capacity is every first Monday of the month 30% higher on January 1 and 60 resources are needed. The details of the various resources must be known. The one the other works 36 hours every 2nd Friday of the month only in the morning until 11 hours et cetera.

Employees hold in general if not on them when they decided to have no effect. Furthermore, it also possible that a section on special circumstances at issue. This should be factored in or planning.


What are the unforeseen circumstances that may arise? What is the priority when it comes to? Who decides this? How can we determine whether, based on the experience gained in the past, take account of unforeseen circumstances in the future? Ad hoc solutions have always possible, but just a good inventory of the expected “unexpected situations”, the number of ad hoc solutions are limited. This is an important aspect, because practice shows that many developed planning systems failed, precisely because of unexpected circumstances often ad hoc solutions are chosen so that it seems more the rule than the exception.


Around the planning process there is often a culture. By force of habit is already planning a certain way. The way the plans are made is often a process of evaluation of years. It requires courage of the people here to open fully candid and critical look at. Therefore it is important that this happens in a constructive and open atmosphere.

If all the above aspects are examined, can be examined whether and how the planning process can be automated support. Often there may soon be offered to help the planner. This could for example the use of Excel or a comprehensive planning package. The proposed plan will always be judged by the planner and still be adjusted before the final planning.

The rules for the different schedules used, strongly determine the final schedule. This in turn determines to a large extent the costs are made in the organization and the quality of the services provided. Consider this in all circumstances or based on minimal cost should be scheduled as long as the minimum quality requirements or that there are strategic projects to naming, where even at maximum quality must be planned. Although planning in the final form a strong operational process, regular involvement of management is still required, because the planning rules used to continuous change.

Planning is important in organizations, but is often a difficult process. A process that is time consuming, not always with conclusive results. By identifying what type of planning situations exist, create better understanding of the possibilities. By then the clear and critical process inventory, creates a picture of what the organization. Precisely by existing rules into question could possibly be playing much. If the rules are known which will be scheduled, look how the process can be automated can be supported. This can save time for the planner and lead in complex situations to ensure better planning, because in a short time, the various alternatives can be calculated.