Train an Assistant

You will rarely have time to carry out all the work necessary for planning all by yourself,

therefore it is imperative that you train a plan assistant to help you.

To train a plan assistant follow these steps:

1. Define the process;
2. Screen and select a person for doing it;
3. Orient the person to the job duties;
4. Review the system, let him sit in with the a planning session and then try doing some small projects;
5. Use careful observation, coaching and supervision;
6. Provide adequate incentives and motivation.

This person can save a great deal of time for all members of top management, invest enough time to do the job properly, and become truly proficient in a relatively short time. This will make him useful for similar projects in the future.

Keep in mind that total business plans are in the realm of top management. Management could and should delegate as appropriate. Even though someone else handles the mechanics top management should review, control correct and improve the final product.

Here are the six key steps to train a plan assistant:

1. Define just what you mean by planning. The trainee should have an exact knowledge of what the business needs from the planning process, this makes the  definition of planning very important. Try and develop a job specification for the plan assistant.
2. Screening and selection. At this point selection among available candidates becomes a lot easier for you because you have done preparation and homework. Now you can match each candidate with the job specification.
3. Orienting the new planner trainee should be a matter of covering a few key points. First, your own philosophy and way at looking at the plan. Then the 5 W's what it is, who does it, when, where and why. You might review both the job duties and job specifications. You might outline how the procedure will be followed, who helps, what will be done with the final plan, and hoe this is expected to help the company.
4. Explanation-Demonstration and Practical projects. This is a formula use by successful teachers. Explanation might simply mean elaboration or expansion of the orientation plus a more detailed review of the planning process. You will also want the trainee to review the total market information and company facts. The trainee should discuss these with the department heads and change the format to fit your specific company.
5. Supervision involving close coaching especially in the early steps of the training process. Eventually you can back away a bit and let the planner prepare some small plans. Don't leave the trainee stranded but on the other hand avoid over supervising, as this may cause the trainee to become over dependent. Seek a middle ground, where the trainee feels free to touch base with the lead person if necessary.
6. Provide adequate incentives to generate strong motivation. This might be the possibility of a bonus a salary increase, or promotion. Other things might work as well or better than money, such as company stature and respect, recognition, awards, or even the feeling of accomplishing something worthwhile by improving company growth.

Training a Plan Assistant