Planning: Models & Theories
- personal995
- Jun 16, 2024
- 9 min read
Updated: Dec 6, 2024
Introduction
Models & Theories are essential tools for understanding, exploring, and interacting with the world around us. They help us unlock the mysteries of nature, solve practical problems, and drive progress and innovation in various fields of human endeavor.
With that in mind, first we want to align this with what we are trying to achieve. Ultimately we want to grow and achieve our Goals. The Models & Theories then, need to help us to formulate strategic plans that can do just so.
The thing with strategic plans is they are more often than not dealing with systems of chaos (human nature, environments, economies, complex adaptive systems etc), and as such can not be completely fixed. They need to be adaptable.
Dwight D. Eisenhower, the American military officer and statesman, once said, "In preparing for battle I have always found that plans are useless, but planning is indispensable."
There are very few perfect models or theories that suit every situation. Every individual's unique goals have specific requirements to successfully execute them.
However, there are often general, timeless, adaptable or customisable Models & Theories that can be utilised to begin building momentum, or which are suitable to create from, a unique and flexible strategic plan.
These Models & Theories are selected and continually curated with this aim in mind.
Get creative. Use the Models & Theories verbatim, if they serve you in that form. If not, use them purely as idea generators, as partials to build upon or as starting points to adapt and customise.
If none specifically suit, move on to the Self Review, Lessons and Case Studies and create your own working model.
Process
With your Values and Goals front of mind, what is it you are aiming to do or achieve? Once you have that clear for yourself:
Review all the Models & Theories below. Do any appear to provide the beginnings of a structure you can use as a strategic plan?
If so, start working through the steps and build momentum, adapting as it suits for your specific situation.
If not, do some partial aspects or a sum of parts approach to help you customise a strategic plan?
If still not, move on to the Self Review, Lessons and Case Studies and create your own working model.
Models & Theories
1. On OKRs (Objectives and Key Results)
Summary: OKRs (Objectives and Key Results) is a goal-setting framework widely used by organizations and individuals to align efforts, prioritize tasks, and measure progress effectively. When applied to personal development and work optimization, OKRs can assist individuals in living well and achieving their best work by providing clarity, focus, and accountability.
Here's a brief overview and steps for using OKRs:
Overview
OKRs consist of two main components: Objectives and Key Results.
Objectives: Objectives are ambitious, qualitative goals that define what individuals want to achieve. They provide direction and purpose, guiding efforts toward a specific outcome. Objectives should be aspirational, motivating, and aligned with personal values and long-term vision.
Key Results: Key Results are measurable, quantitative outcomes that indicate progress toward achieving the objectives. They serve as concrete milestones or metrics to track success and ensure accountability. Key Results should be specific, achievable, and time-bound, providing a clear indication of whether the objective has been accomplished.
Steps to Implement OKRs
Set Clear Objectives: Identify the most important areas of focus in your life or work. What do you want to achieve? Define specific and inspiring objectives that reflect your aspirations, values, and priorities. Make sure objectives are ambitious yet attainable within a set timeframe.
Define Measurable Key Results: For each objective, determine the key outcomes that will signify progress and success. These should be measurable and quantifiable, providing a clear indicator of achievement. Align key results with the corresponding objective, ensuring they are realistic and actionable.
Establish Metrics and Targets: Define specific metrics or targets for each key result to measure progress effectively. This could involve setting numerical goals, percentages, or other measurable criteria. Ensure that key results are challenging enough to stretch your abilities but not so difficult that they become unattainable.
Regularly Review and Update: Regularly review your OKRs to track progress, assess performance, and make any necessary adjustments. Evaluate whether key results are being achieved and if objectives are still relevant. Update or revise OKRs as needed based on changing circumstances, priorities, or feedback.
Maintain Focus and Alignment: Stay focused on your objectives and prioritize tasks that contribute directly to achieving them. Ensure alignment between daily activities and the broader goals outlined in your OKRs. Eliminate distractions and avoid spreading yourself too thin across unrelated tasks.
Celebrate Achievements and Learn from Setbacks: Celebrate successes and milestones as you make progress toward your objectives. Recognize achievements and use them as motivation to keep moving forward. Similarly, learn from setbacks or failures, using them as opportunities for growth and improvement.
Iterate and Improve: Continuously iterate and refine your OKRs over time. Reflect on what worked well and what didn't, and adjust your approach accordingly. Use feedback and insights gained from the OKR process to enhance your goal-setting and performance management practices.
Conclusion: By following these steps and implementing OKRs effectively, individuals can clarify their objectives, measure progress, stay focused on what matters most, and ultimately live well while achieving their best work.
2. On SMARTER Goals
Summary: SMARTER Goals is an extension of the traditional SMART goal-setting framework, adding two additional criteria: Evaluated and Reviewed. This enhanced framework ensures that goals are continuously assessed for progress and adjusted as needed, leading to greater accountability and success.
Here's an overview of SMARTER Goals and how to use it effectively:
Overview of SMARTER Goals
SMARTER Goals is an acronym that stands for:
Specific: Goals should be clear and well-defined, answering the questions: What do I want to accomplish? Why is it important? Who is involved? Where will it take place? What are the constraints or limitations?
Measurable: Goals should be quantifiable or observable, allowing progress to be tracked and evaluated. Establish concrete criteria for measuring progress and determining success.
Achievable: Goals should be realistic and attainable, considering factors such as resources, time, and skills. Set goals that stretch your abilities but are within your reach with effort and commitment.
Relevant: Goals should be aligned with your values, aspirations, and broader objectives. Ensure that your goals are meaningful and contribute to your overall well-being, personal growth, or professional development.
Time-bound: Goals should have a deadline or timeframe for completion. Set specific dates or milestones to create a sense of urgency and accountability.
Evaluated: Goals should be regularly assessed to track progress, identify obstacles, and adjust strategies as needed. Establish checkpoints or review periods to evaluate your progress and make any necessary revisions to your goals or action plans.
Reviewed: Goals should undergo periodic review to ensure alignment with changing circumstances, priorities, or aspirations. Reflect on your goals regularly and adjust them as necessary to stay on track and maintain relevance.
Steps to Use SMARTER Goals for Personal Well-being and Productivity
Identify Your Goals: Start by clarifying what you want to achieve in various aspects of your life, such as health, relationships, career, personal growth, or hobbies.
Make Them SMARTER: Refine your goals using the SMARTER criteria. Ensure they are Specific, Measurable, Achievable, Relevant, Time-bound, Evaluated, and Reviewed.
Create Action Plans: Break down each goal into smaller, actionable steps or tasks. Determine what actions you need to take to make progress towards your goals.
Set Deadlines and Milestones: Establish deadlines or milestones for each step or task to create a sense of urgency and momentum. This helps you stay focused and motivated to make progress.
Regularly Assess Progress: Periodically review your goals and action plans to track your progress. Evaluate whether you're on track to achieve your goals and identify any obstacles or challenges that need to be addressed.
Adjust as Needed: Be flexible and willing to adjust your goals or action plans as circumstances change. If you encounter setbacks or find that your priorities shift, modify your goals accordingly to stay aligned with your aspirations.
Celebrate Achievements: Acknowledge and celebrate your successes along the way. Recognize your progress and accomplishments, no matter how small, to stay motivated and inspired to continue pursuing your goals.
Conclusion: By using the SMARTER Goals framework, individuals can set meaningful, achievable goals, track their progress effectively, and make adjustments as needed to live well and do their best work.
3. On Gantt Charts
Summary: Gantt charts are powerful tools for organizing and visualizing tasks and timelines, commonly used in project management. They can also be adapted for personal use to assist individuals in living well and doing their best work.
Here's an overview of Gantt charts and how to use them effectively:
Overview of Gantt Charts
A Gantt chart is a horizontal bar chart that visually represents a project's schedule. Each bar on the chart corresponds to a task, and the length of the bar indicates the duration of the task. Gantt charts also display the start and end dates of each task, as well as any dependencies between tasks. This visual representation allows individuals to see the sequence of tasks, their durations, and deadlines at a glance.
Steps to Use Gantt Charts for Personal Productivity
Identify Tasks: Begin by listing all the tasks you need to accomplish to achieve your personal goals or complete a project. These tasks could be related to work, personal development, health, relationships, or any other aspect of your life.
Estimate Durations: Estimate the time required to complete each task. Be realistic in your estimations and consider factors such as complexity, resources available, and potential obstacles.
Determine Dependencies: Identify any dependencies between tasks. Some tasks may need to be completed before others can begin. Understanding these dependencies will help you sequence your tasks effectively.
Create the Gantt Chart: Use a spreadsheet or specialized software to create your Gantt chart. List the tasks along the left side of the chart and allocate a row for each task. Then, create horizontal bars to represent the start and end dates of each task. You can adjust the length of the bars to reflect the duration of each task.
Add Milestones and Deadlines: Include important milestones and deadlines on your Gantt chart. Milestones are significant points in your project or goal timeline, while deadlines represent specific dates by which tasks must be completed.
Monitor Progress: Regularly update your Gantt chart to reflect progress made on tasks. As you complete tasks or encounter delays, adjust the chart accordingly. This will help you stay on track and make informed decisions about task priorities and resource allocation.
Adjust as Needed: Be flexible and willing to adjust your Gantt chart as circumstances change. Life is dynamic, and unexpected events may require you to revise your plans. Use your Gantt chart as a living document that evolves with your progress and priorities.
Conclusion: By using Gantt charts for personal productivity, individuals can effectively manage their time, track progress toward their goals, and ensure that they are allocating their resources wisely to live well and do their best work.
4. On Personal Kanban
Summary: Personal Kanban is a visual productivity tool inspired by Agile principles, originally designed for project management but adaptable for personal use. It helps individuals visualize their tasks and workflow, facilitating prioritization, limiting work in progress, and promoting continuous improvement.
Here's an overview of Personal Kanban and how to use it effectively:
Overview of Personal Kanban
Personal Kanban utilizes a board divided into columns representing different stages of work (e.g., To Do, Doing, Done). Tasks are represented by cards or sticky notes, each containing information about a specific task. By moving these cards across the board as tasks progress, individuals can track their workflow and manage their workload effectively.
Steps to Use Personal Kanban for Personal Productivity
Set Up Your Personal Kanban Board: Start by creating a physical or digital board with columns representing different stages of your workflow. Common columns include "To Do," "Doing," and "Done," but you can customize the columns based on your specific needs and workflow.
Populate Your Board with Tasks: Write down or create cards/sticky notes for each task you need to accomplish. Place these cards in the "To Do" column to represent tasks that are yet to be started.
Visualize Work in Progress: Limit the number of tasks you work on simultaneously by setting a WIP (Work In Progress) limit for the "Doing" column. This prevents overwhelm and helps maintain focus. Only move tasks into the "Doing" column when you're ready to actively work on them.
Prioritize Tasks: Regularly review your tasks and prioritize them based on urgency, importance, or other criteria. Move the most important tasks to the top of the "To Do" column to ensure they receive attention.
Work on Tasks: As you work on tasks, move their corresponding cards across the board from "Doing" to "Done" once completed. This visual progress tracking provides a sense of accomplishment and motivates further productivity.
Reflect and Improve: Periodically review your Personal Kanban board to assess your progress, identify bottlenecks, and reflect on your workflow. Are there tasks that consistently get stuck in the "Doing" column? Are there opportunities to streamline your process or eliminate non-essential tasks? Use these insights to make adjustments and improve your productivity over time.
Adapt as Needed: Personal Kanban is a flexible tool that can be adapted to suit your evolving needs and preferences. Feel free to experiment with different column layouts, WIP limits, or additional features to optimize your workflow.
Conclusion: By using Personal Kanban for personal productivity, individuals can visualize their workload, manage tasks more effectively, maintain focus, and achieve their goals with greater efficiency and satisfaction.
By reviewing these models and theories above you can pick and choose what may work best for you and your own unique situation, try, test and refine your process to suit. To the point where you begin to see improvements and compound your results moving forward.
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