EFFICIENCY AND IMPROVEMENT

Planning and Reviewing

The behaviours in the table below show how you can demonstrate the skill of Planning and Reviewing at each of the competency levels in which it appears. Click on the plus sign to show the behaviours at that level.

Click here to read more about how the competency levels work.

Resources

Below you will find learning resources to help you develop the skill of Planning and Reviewing. Click on the links to access the resources.

PDFs
Managing Complex Information
This PDF covers the ways in which we process information differently and how that can lead to miscommunication, even when we’re not aware of it. It describes the different levels at which we group information and how everybody works at different levels at any one time, following up with a technique to structure a meeting so that everyone is on the same page. This PDF is aimed at structuring information in a group.

Managing Time and Scope
This PDF covers the different levels of scope and range of time that people automatically prioritise and how that can cause conflict. For example, someone with a very immediate, detail focused approach will prioritise differently to someone with a long-term, broad vision. All focuses are important and cover one another’s blind spots.

How Am I Doing? - Giving Effective Feedback
The performance management question covered in this PDF focuses on giving feedback. Often feedback has negative associations because it is used as a catch all term for less useful and negatively charged interactions, such as blaming, that are not very effective at helping address performance problems or to motivate people. The feedback technique covered here is a simple process that engages the other person, emphasises what has gone well, and covers areas for growth in a motivating way. 

VIDEOS

Managing Complex Information

This video explains the ways in which we process information differently and how that can lead to miscommunication, even when we’re not aware of it. It describes the different levels at which we group information and how everybody works at different levels at any one time. It shows you a technique to analyse and describe a topic so that everyone in a group can contribute, can clearly follow, and can be engaged.


Managing Time and Scope

This video explains how people automatically prioritise different levels of scope and range of time and how that can cause confusion and conflict. For example, someone with a very immediate, detail focused approach will prioritise differently to someone with a long-term, broad vision. All focuses are important and cover one another’s blind spots. Learn how to use this technique with a group or team and how to explain a complex topic to others.

ON THE JOB ACTIONS
Structure
Read and/or watch Managing Time and Scope and Managing Complex Information to ensure that your construction of a plan is efficiently done e.g. using the Chunking Diagram to construct the base information and see what can be effectively fitted into different timescales.

Habit of Reviewing
Read and/or watch How am I doing? – Giving Effective Feedback’. Develop the habit of regular reviews. Hold short team reviews at the end of important activities and at regular intervals. Start with ‘What went well?’ Then look at 'What could we have done differently for next time?'.

Consult
Consider how your plans take into consideration the people that are involved, their behaviours and skills. Share your plans with those that are affected by them, explaining what decisions have been made and what is expected of them.

Establish Base Data
Establish the resources currently employed on projects, money, materials, machinery, and people. Review needs and opportunity to exchange, reduce or increase resources for greater efficiency or effectiveness.