Plannin Steps of Organization

8/6/2019 Plannin Steps of Organization

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T R A N S F O P O W E R

I N D U S T R I E S P R I V A T E

L I M I T E D

T R A N S F O P O W E R

I N D U S T R I E S ( P R I V A T E ) ,

K M K A T A R B U N D R O A D ,

O F F M U L T A N R O A D

T H O K A R N I A Z B E G ,

L A H O R E .

P h o n e # : 9 2 - 4 2 - 3 5 7 8 4 0 2 5

F A X # : 9 2 - 4 2 - 3 5 7 8 3 6 3 3

SYED ARSLAN HUSSAIN SHAH

MANAGEMENT THEORY AND PRACTICAL STUDY

ROLL. NO: AH525640

ASSIGNMENT NO: 2

ALLAMA IQBAL OPEN UNIVERSITY ISLAMABAD

SEMENTER NO: 1

SUBJECT CODE: 5531

SUBMITTED TO: Sir. RANA MUMTAZ

STEPS INVOLVED

IN PLANNING OF

AN

ORGANIZATION



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First of all thanks to Allah.

Then thanks to my entire family for being extremely supportive, now and then, I would like to

thank my parents for their unending love and support; my brother Syed Yasir Hussain Shah and

Syed Nasir Hussian, all of my nieces and nephews; my aunts and uncles and all my cousins.

Thanks to my office colleagues Atif Khan and Aftab Hussain and Rana Zaid. Last but not

least, I would like to thank Transfopower Private Limited Lahore and my G.M.C. Hassan Jafri

for allowing me to use office internet and computer for my assignment.

Thanks to my teacher Mr. RANA MUMTAZ. Thanks for overseeing this assignment and

encouraging me to move forward.

Thanks to the prime college of information and technology library for their research help.

ACKNOWLEDGMENTS



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Planning means thinking about the future management does something about it now.

Organizational planning, when it does occur, too often is spurred by crisis, focused on the short

term, and not well thought out.

The two main kinds of planning are:

Strategic planning

operational planning

Steps of planning to give an overview of what needs to be included in a planning process are

1.Progress Review

2. Environmental Scan

3.

Review of theS

trategic Framework 4. Review Strategy

5. Set New Objectives

6. Plan/Review Structure

7. Do Action Planning.

Strengths need to be maintained, built upon or leveraged. Weaknesses need to be remedied or

stopped. Opportunities need to be prioritized and optimized.

Threats need to be countered or minimized.

SUMMARY



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1. Introduction ««««««««««««««««««««. 5

2. Practical Study ««««««««««««««««««««. 6

3. Data Collection Method ««««««««««««««««««««. 7

4. Strengths ««««««««««««««««««««. 8

5. Weakness ««««««««««««««««««««. 9

6. Opportunities ««««««««««««««««««««. 10

7. Threats ««««««««««««««««««««. 11

8. Conclusion ««««««««««««««««««««. 12

9. Recommendations ««««««««««««««««««««. 13

10. References ««««««««««««««««««««. 14

TABLES OF CONTENTS



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The different steps involved in planning for an organization. It should enable the user to

make a clear distinction between strategic planning and action planning. It also provides

some ideas about techniques to use in planning in the organization. It should provide a

fairly inexperienced planning team in any organisation with a clear picture of what

planning should involve, and of how planning links to monitoring and evaluation.

PLANNING:

Planning is the organized process of establishing a need and then working out the best way to

meet the need, within a strategic framework that enables to identify priorities and determines

operational principles in the organization. Planning means thinking about the future so that

management does something about it now.

This doesn¶t necessarily mean that everything will goaccording to plan. It probably won¶t. But if planned properly, ability to adjust, without

compromising overall purpose, it will be that much greater .

KINDS OF PLANNING:

³Planning´ is a big term that includes a number of different kinds of activities . It is possible to

plan at the strategic level, at the activity or operation level, to plan for an organisation, or for a

programme or for a project. The two main kinds of planning are:

Strategic planning

Business/action/operational planning

STRATEGIC PLANNING/STRATEGIC FRAMEWORK:

Strategic planning, or developing a strategic framework, is about the bigger picture.

Organizations often get so caught up in everyday problems that they do not think about the big

picture. They are too busy planning ³to do things´, something that falls under

business/action/operational planning.

BUSINESS/ACTION/OPERATIONAL PLANNING:

It is now that we get to the ³doing´. Most organizations find this much easier than ³being

strategic´. Operation planning means how to work and how to act on the strategic planning of the

organization.

INTRODUCTION



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REGULAR PLANNING STEP-BY-STEP:

Once the ground work has been done focusing on being thorough and rigorous, then it should be

ready to move on in the planning process, based on a solid foundation . Now discuss normal

steps of planning to give an overview of what needs to be included in a planning process.

This looks briefly:

Step 1: Progress review

Step 2: Environmental scan

Step 3: Review of the strategic framework

Step 4: Review strategy

Step 5: Set new objectives

Step 6: Plan/review structure

Step 7: Do action planning.

Although it is assumes an existing organization or project, the steps are much the same for a new

project or organization.

In order to see how these steps would work in practice, go to the Example given at the end.

PROGRESS REVIEW:

Step 1 of organizational planning process should involve a work progress review.

For organizations that have already been functioning for a while, the progress review, against

targets set in the previous planning process, is the logical place to begin planning . Before

moving on, it need to know what has achieved, what has failed to achieve, and why has or has

not met the targets set.

ENVIRONMENTAL SCAN:

An environmental scan is a way of assessing the context in which an organization is functioning

and will function. It recognizes that no organization is an island and that the social, economic,

political, technological, ecological, and legislative contexts in which or organization functions

have a profound effect on the ability of the organization to do their work . This could be a well-

informed person from within the organization, or someone from the outside who understands

both the bigger picture and sector within which it function. After the input, list the main trends

or issues in the environmental context that are likely to affect in the organization over the next

three to five years.



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REVIEW OF THE STRATEGIC FRAMEWORK:

Step 3 is to review the strategic framework within which it has located your organization . For a

new organization, this step would be to establish a strategic framework .

When organization establish or review strategic framework, look at things like:

Vision

Values

Mission

Overall goal or aim

Development goal

Project purpose

REVIEW STRATEGY:

4th step in the planning of the organization is review of the strategy of organizational vision to

see overall picture of how management would like things to be as a result of efforts and those of

others working in related fields. It is how organization sees the ideal society. It is important that

to develop a vision together with Board and staff members.

SET NEW OBJECTIVES:

Step 5 involves setting new objectives, based on the revised strategy, or adjusting the existing

objectives where necessary, or setting objectives from scratch for a new organization.

All objectives need to be SMART:

S = S pecific

M= Measurable

A= Agreed upon (by everyone involved)

R= Realistic

T= Time bound

REVIEW STRUCTURE:

Step 6 looks at how you need to organize the company, or re-organized the company rules and

structure and strategy, if the objectives are to be met.

In the end, the form or structure of the organization should follow its function ± what it plans to

do. Don¶t assume that the structure you have used before will fit, particularly if your strategy

changes in some way. Be open to changes.



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ACTION PLANNING:

Step 7 involves business/action/operational planning. This means identifying the tasks that need

to be done in order to achieve the objectives. The action plan records what must be done, the

date by which it will be done, who will be responsible for getting it done, and what resources

will be needed to do it money and people.

TIME MANAGEMENT:

Organizations need to be able to manage their time well if planning is to translate into

implementation. Time management is long term and short term.

REGULAR PLANNING STEP-BY-STEP:

PROGRESS REVIEW

ENVIRONMENTAL SCAN

REVIEW OF STRATEGIC FRAMEWORK

REVIEW STRATEGY

SET NEW OBJECTIVES

FORM FOLLOWS FUNCTION PLAN/REVIEW STRUCTURE

ACTION PLANNING

TIME MANAGMENT



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INTRODUCTION:

TRANSFOPOWER INDUSTRIES PRIVATE LIMITED is the third largest transformers

manufacturing company in Pakistan.

It is manufacturing transformers since 18 year .

It is relatedto the WAPDA and his Disco¶s.

There Disco¶s in which the company participated in the tenders and win the tenders at low price.

Disco¶s are HESCO, LESCO, FESCO, IESCO, KESC, PESCO, QESCO, AJK .

PLANNING STEPS OF TRANSFOPOWER INDUSTRIES PRIVATE LIMITED:

the Board of Transofpower Private Limited agreed to a request from the management team for

trnsfopower to initiate a full-scale planning process.

EVALUTAION :

Step1:

In preparation for the planning process, Transfopower Pvt Ltd. commissioned two experts on

sustainable development to do an evaluation of what it had achieved in the past years, and

requested that they work with an organisational development consultancy which would do an

organisational diagnosis, looking at internal issues within Transfopower Pvt Ltd. that impacted

on the work .

PROBLEM ANALYSIS:

Step 2:

As a further preliminary step to the planning process, Transfopower Pvt Ltd. got one of its ex-

staff members, who was then working for an international agency, to come in and lead a seminar

in which all staff and some Board members participated.

FACILITATE:

Step 3:

The management team then asked one of the members of the evaluation team from the

organisational development consultancy to facilitate a strategic planning workshop. Although

they could have done this themselves, they felt that having an outsider with an in depth

understanding of the organization would push them to be more accurate.

PRACTICAL STUDY



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REVIEWED THE STRATEGY:

Step 4:

With this clarified, Transfopower Pvt Ltd. helped by the external facilitator, reviewed its strategy

and decided that it was very limited and would have to be extended so that a wide target group

and a wide variety of techniques were included in tranformers manufacturing . Its strategy now

became very strong.

OBJECTIVES:

Step 5:

In a further session, still with the external facilitator, Transfopower Pvt Ltd developed new

SMART objectives and reviewed its structure. On the basis of its reworked strategy, it decided

that it needed an encouragement, as well as the formation of partnerships and budget control.

ACTION PLANING:

Step 6:

The newly structured departments worked individually to draw up action plans and budgets

which were then reviewed by the management team. As they did not yet have a staffed

encouragement, the management team worked on this action plan and budget, in preparation for

drawing up job descriptions and human resourcing plans.

TIME MANAGMET:

Transopower Private Limited is stiriclty working on time managmet issue in the factory and in

the marketing office. Transformores are dileverd on time and action and reaction on right time.

Tender must be submitted on time otherwise it will be not acceptable. So for the company time is

very important.



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I am personally working in the Transfopower Private Limited as a commercial officer in

marketing office the and collect the data and information. I ask different questions with my

office colleague and from manager about the steps planning of the organization. They tell me the

planning steps of the company related Transfopower Private Limited. So data collected from

1. G.M.C. Syed Hasan Jafri.

2. Office collogues, Atif Ali Khan, Zaid Rana and Aftab Hussain.

3. From the profile of Transfopower Private Ltd.

4. From Transfopower Privet Ltd. Strategic planning department.

5. Definitions and theory of planning of organization from books and internet.

DATA COLLECTION METHOD



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STRENGTHS:

Transfopower Private Limited planning is mostly related to the WAPDA and their Disco¶s so

strengths of Transfopower Private Limited in planning g of the organization are as:

REGULAR STRATEGIC REVIEWS & STRATEGIC PLANNING:

Transfopower Private Limited is doing regular strategic reviews after every tow years or yearly

period. Similarly working on regular strategic planning after every three to five year time period

to make sure that your strategies are still sound and the best available.

INVOLVE ALL DEPARTMENTS:

The management team to ensure that resources are appropriately allocated according to the

action plan

PARTICULAR ATTENTION

Transfopower Private Limited company pays particular attention to the strategic planning phase.

RULES AND REGULATIONS:

Transfopower Private Limited fallows the rules and regulations of planning and implementation

and in transformers manufacturing issues.

TIME MANAGMENT:

Transfopower Private Limited is working according to the time and on right time so organization

gets the benefits which are his strengths in planning. Due to time management we can see the

clear boundaries of time e.g. ³I am not available between 10 a.m. and 1 p.m.´

GOOD ACTION PLANNING:

Transfopower Private Limited is working on good action plan strategy which helps the

organization to get more profit, forces the organization to decide how it intends to reach an

objective. Good action helps to resolve issues of sequence. It provides a basis for measuring

progress and doing a work progress review for the Transfopower Pvt Ltd.

DATA COLLECTION METHOD:SWOT ANALYSES



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MISSING EXPERTS IN SOME AREA:

Transfopower Private Limited is weak in the some areas dua to lack of experts and experience

people in some departments. Shortage of consultants at operating level rather than partner level

NON EXISTENCE OF PROJECT PLANNING:

Transfopower Private Limited management should implement the project planning system and

fallow it.

EXISTING WORK LOAD IS TOO GREAT:

Transfopower Private Limited is unable to deal with multi-disciplinary assignments because of

size or lack of ability.

OPPORTUNITIES:

If Transfopower Private Limited fallows the good planning process according to the situation

and its steps then planning process serves a variety of purposes in organizations, including to:

Clearly define the purpose of the organization and to establish realistic goals and objectives

consistent with that mission in a defined time frame within the organization¶s capacity for

implementation.

Communicate those goals and objectives to the organization¶s constituents.

Ensure the most effective use is made of the organization¶s resources by focusing the resources

on the key priorities.

It provide a base from which progress can be measured and establish a mechanism for informed

change when needed.

It provides clearer focus for the organization, thereby producing more efficiency and

effectiveness.

Planning process increases productivity from increased efficiency and effectiveness

and solves major problems in the organization.

WEAKNESS



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EXPENSES:

Effective planning takes some time and funds. So if Transfopower Private Limited spends time

and money extra on planning then it is very threat full for the future of the company.

COMPETITION:

Competition which may be creating new threats for the Transfopower private limited company

because now companies are entering in the transformer manufacturing g business

NEW TECHNOLOGIES:

New technologies which may be causing fundamental changes in products, processes of planning

and implementing

HIRING:

Transfopower Private Limited Company is not hiring people which have major/degree or higher

education and qualification.

PROBLEMS:

Transfopower Private Limited Company does not fallow planning process then it will decreases

productivity and decrease efficiency and effectivenes

and creates problems in the organization.

THREATS



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Planning process of Transfopower Private Limited intended to provide a framework in which

logical, orderly planning for future development of the company occur . It requires the periodic

review and update of the Transfopower Private Limited company planning Framework as the

basis for recommendations for future change to the company. The process also provides a

framework for comprehensive recommendations, allows for policies relating to the future to be

established, and responds to incremental changes in conditions in an effective way.

RECOMMENDATION:

Transfopower Private Limited company should strictly follow the rules and steps of planning

process.

Division of work in planning should be in proper way and on merit.

Transfopower Private Limited should know how to change in the policies fo planning or rnewal

of planning strategies according to the situation.

Transfopower Private Limited Proper should give proper training for implementation of process.

CONCLUSION



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Management Theory and Practice

3rd

Edition

Stephen P. Robbins and Mary coulter

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