Theory of Constraints Handbook - James Cox Iii [721]
4. Estimate the resources (time, materials, and equipment) required.
Estimate the resources required for each project to be completed. For example, to complete the expansion project report, you will have to set up an appointment with the contractor, you have to get estimates of equipment investment, you have to get permits, etc. To set up the project plan, you will have to set up a meeting with several different people. This part of the assignment will take approximately 4 hours, and the actual meeting to develop the project plan will take another 4 hours. Your capacity plan indicates 4 hours of work this week in setting up the meeting and the actual meeting scheduled for late next week.
5. Compare the resources required to the resources available.
Once you have a good idea of the resources required for an activity or project, you have to compare these estimates to the resources available. You might have 4 hours available this week and another 4 hours available late next week for the meeting. You probably need another 2 hours to prepare for the meeting early next week.
6. Develop a simple plan for accomplishing your activities.
Keep the plan simple (it can be a simple “to-do” list)! This plan entails identifying tentative dates and times for initiating each activity. When can you fit the 4 hours for contacting the project team? While you have 4 hours available tonight, most team members are working; therefore, you can’t use this time for setting up the project meeting. What high priority work can you accomplish this evening related to school? To complete your plan, you need to identify the next priority item on your “to-do” list. You must ensure that resources are available when needed. The simple buffered “to-do” list discussed later in this chapter has proven highly effective for most students and managers.
7. Focus on the activity at hand. Find a quiet place and time to perform critical tasks.
Do it and move on to the next item on your “to-do” list. Do not multitask on important tasks. Eliminate distractions.
Focus, focus, focus! Clearly define the objective of the task and have all the materials needed to complete the task—then do it. Put yourself at a time and in a place that minimizes interruptions. Turn off your cell phone, the television, the radio, etc. This helps prevent multitasking.
8. As activities are accomplished, delayed, changed, and eliminated, adjust your list accordingly.
Check your plan (“to-do” list) frequently. When you complete an activity, mark it as complete. When you start or complete an unplanned activity, check the plan to see if you need to change or reprioritize activities. Murphy strikes! Murphy is the fictitious character who always disrupts plans. Murphy is alive and well and loves to create havoc with your plans. Any number and type of disruptions can wreck your plans. The objective in developing your plan is to recognize that Murphy will strike, and despite all good intentions, you cannot execute the plan exactly as established. Flexibility is the key—the ability to adjust your “to-do” list accordingly.
Using Buffer Management to Increase Your Effectiveness
Buffering is a critical activity that few people perform. Buffering your schedule can help you plan and control your daily activities in moving closer to your short-term objectives. Buffering protects the schedule from constant disruptions. Your “to-do” list incorporates the functions of priority and capacity planning and control. More importantly, it is based on time being a precious commodity and focuses on its effective use.
Let’s examine this buffering concept in detail.