Planning

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Planning

• Meetings

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Planning is about resource allocation

• It involves organising limited resources such as
  time, money and expertise
• It consists of a plan for using available
  resources, especially in the near term, to
  achieve goals for the future
• Very frequently it means securing money for a
  specific project or business unit

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Planning also means time management

• People use calendars, diaries, electornic
  personal organisers to organise their time
• For professionals there are time management
  training courses which suggest that you
• Make list of things you have to do. Classify them
  in terms of urgency and priority

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• Pursue tasks one by one. Dont waste time through
  interruptions and distractions
• Delegate. Do not try to do everything yourself.
• Dont be a perfectionist in everything. Do each
  task so that it is good enough for the
  circumstances.

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Time management is also

• The ability to control time with the help of
  tools that increase a business time efficiency
• You can practise a number of techniques which
  help you in getting the things done
• It is important to establish a routine as a
  method of scheduling actions and activities

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Planning introduces the use of Gantt chart

• This is an excellent tool if you have a complex
  project involving many people and tasks
• Gantt chart is a diagram that shows the different
  stages of a project
• It shows the tasks that can be done at the same
  time as others, and those that must wait until
  other tasks are completed

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• It was first used about 100 years ago, today they
  are produced using computer software
• Gantt chart is made of horizontal bars which show
  the relationships between task, activities and
  resources

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Another type of planning is called contingency
planning

• It is a management plan that ensures project
  success if some risk events occur.
• Contingency plan prepares for the worst, with
  specific plans of action for disaster recovery
• In such cases the company handles the media to
  protect companys reputation

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Planning is all about good strategy

• Companies make long term plans about the future
  developments of their activities
• They have to anticipate (predict) competitors
  activities as well as trends in the general
  economic and political environment
• It is a companys overall plan of development. It
  gives direction and distribution of resources for
  all sectors.

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• Very large companies have teams of scenario
  planners trying to predict how situations may
  change and how they might prepare for them.

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Plans for opening a new sales office

• First, I arranged a meeting with the finance
  department to discuss the project.
• We prepared a budget with details of the various
  costs involved.
• Then we collected information about possible
  locations for the new office.
• We considered two options-one in Greenwich
  Village and the other near Central Park.

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• After doing some more research, I wrote a report
  for the board of directors.
• Unfortunately, we made a mistake when we
  estimated the costs as the exchange rate changed,
  and so we didnt keep within our budget.
• We overspent by almost 20 percent.

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• We had to rearrange the shedule for moving into
  the building because the office was not
  redecorated in time.
• The board of directors was unhappy because we
  didnt meet the deadline for opening the office
  by 15 December.
• It finally opened in January. However, we
  forecast sales of at least 500,000 dollars in the
  first year.

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An interview the secrets of good planning

• The most important thing is to know exactly what
  it is that you want to achieve, and define it.
• You must also know by when you want to do it.
  Then you can set a deadline and identify the
  tasks that are necessary. You write a timetable
  and follow it.

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• There are some things that might go wrong, but
  the important thing is to stick to your plan as
  much as possible.

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Brazil tries to kick-start tourism

• The Brazilian tourist industry had problems in
  the past because of high inflation which led to
  short-term planning.
• Hotels are long-term investments, often with
  payback periods of over 15 years.
• For a start, Brazil needs cheaper and more
  frequent international air travel.

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• The other big challenge is to avoid the social
  problems large numbers of people have come from
  the interior in search of jobs.
• Some people believe that the developers have not
  planned the new resorts properly (without adeqate
  infrastrusture).

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• Many of these resorts have poor transport links
  and no local tourism or sports facilities to take
  advantage of.

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Meetings

• Interrupting and clarifying

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Interrupting Clarifying

• Could I say something?
• Could I just comment on that?
• Hold on a minute.
• Sorry to interrupt but...

• How do you mean exactly?
• What exactly do you mean by...?
• Are you saying...?
• So what youre saying is that...