Backwards Planning
When your organization is planning an event, especially a big one, keeping track of all the necessary steps can be difficult. Backwards planning helps you make sure everything gets done on time.
Make a list of tasks that must be completed before the program. Include:
- publicity and advertising pieces
- space reservations
- travel arrangements and accommodations
- all other details
Using a Calendar, start with the last task before the program
Write it on your planning calendar and consider its components
If there are component tasks which need to be completed by specific dates, work backwards with them and plug them into the calendar.
Proceed with the next to the last task to be completed, and so on
An example:
Assume that your program begins October 1. As you look through the list of tasks that need to be completed between now, August 1, and then, you decide that visitors' schedules should be completed and in the hands of those involved by September 29.
Since you know that there are ten schedules, you decide they must be ready for typing by September 23. You will need travel schedules, times and places of activities, accommodations, and volunteers to host each visitor by that date.
Perhaps you will decide that you will have:
- schedules mailed to visitors on September 26
- travel schedules by September 23
- volunteers committed by September 30
- contracted activities decided by September 16
- confirming letters or calls about activities and accommodations by September 9
- contracts completed by September 2
After this step, go back to your list and go through the same process with the next task.
By working backwards, before you ever start to go forwards, you run less chance of overlooking an important component or realizing that you have eight major tasks to complete by tomorrow. This process of careful pre-planning gives you a better chance for allowing time to complete the tasks efficiently and effectively.