What is the Difference between Planning and Management

Planning and management are two distinct but interconnected processes within the realm of project management and general organizational activities.

Here's the key difference between the two:

Planning:

Definition:

Planning   is a mental activity. Planning is deciding in advance what to do, how to do it, when to do it, and who should do it and how much resources you need,

Planning  focuses on future courses of action. It specifies the objectives to be achieved in the future and selects the best course of action to achieve defined objectives.

If you are interested in learning more about project  planning click  here.

Nature of Planning

It is a forward-looking and proactive  thinking process that  should occur before the actual work begins. Planning is focused on creating a roadmap  for the project or the desired activities.

The planning process aka thinking process can be only improved if it can be maasured. In order to understand the deviations of any plan, to manage complex tasks, the execution of the work itself, it is so important to learn how to make the planning process vizual. 

Key Activities:

During  the planning, tasks include goal setting, defining project scope, identifying resources required, setting timelines, and developing budgets.

Planning  involves many different thinking activities like

• Analyzing the  situation
• Goal setting
• Deciding about technical, personnel, financial, and other elements essential to implement the planned f action.
• Scheduling
• Anticipating risks and measures to reduce risks.

Planning involves the process of setting objectives, defining strategies, and establishing the course of action needed to achieve specific goals or outcomes.

Output:

The primary output of the planning process is a well-structured document or set of documents. "The Plan". If you want to learn more about the typical  steps and documents  included  read here: 

Here are some typical plans

1. strategic plan
2. financial plan
3. business plan,
4. project plan,
5. sales plan
6. marketing plan,
7. leadership development plan
8. product development plan
9. communication plan

or any other type of document that serves as a guide for subsequent actions. A task list is just a part of a project plan. 

A project plan is a detailed document that outlines the specific goals, tasks, resources, and timeline needed to successfully complete a project. 

Purpose:

Planning helps to define everything what needs to be done, how it should be done, and what resources are needed to achieve the desired objectives. All types of plans are prepared to achieve the defined objectives.

A project plan serves as

• a roadmap for project execution, providing a structured approach to achieve the project's objectives.
• a vision that helps to align stakeholder and team members to align their actions
• a foundation for financing  the project idea.

Example:

Let's use the example of planning and managing a charity fundraising event: In the planning phase, you would outline your goals, objectives, and the purpose of the event. You'd decide on the event's format, date, and location. You'd create a comprehensive plan, breaking down tasks like securing sponsors, choosing entertainment, planning the menu, and creating a marketing strategy. Your plan would outline a timeline, budget, and allocate responsibilities.

Let's say you're organizing a charity gala to raise funds for a local animal shelter. In the planning phase, you'd set objectives (e.g., raising $50,000) and choose a date and venue. You'd plan tasks like reaching out to potential donors, designing invitations, and coordinating with a catering service.

Here is a scheme showing  how the planning is part of management tasks.

Management:

Definition:

Management is mostly a communication process of distributing and collecting information. involving people, coordinating, executing, and overseeing the planned activities to ensure that they are carried out efficiently and effectively. It involves distributing and collecting information. leading people, allocating resources, and monitoring progress. 

Nature:

It is an ongoing and reactive process that takes place during the execution phase.  Management requires lot of communication and includes:

• Observing ( monitoring)
• Decision making
• Communication

Management is about making sure that the planned activities are carried out as intended.

Key Activities:

Management tasks encompass assigning responsibilities, guiding the team, allocating resources, monitoring performance, addressing issues, and ensuring that goals are met,

During the execution management involves a lot of communication like:

• moderating meetings,
• giving and receiving feedback, 
• taking decisions,
• collecting and sharing information
• observing and monitoring the work progress 

Output:

The main output of management is the successful execution of the planned activities, leading to the achievement of the defined objectives.

Purpose:

Management is all about taking the plan and making it a reality. It involves making real-time decisions, adapting to changing circumstances, and ensuring that the project or operations run smoothly.

Example:

As the event approaches, this phase involves executing the plan. You'd manage the logistics, ensuring the venue is set up correctly, the catering is on time, the entertainment runs smoothly, and the guests are welcomed. During the event, you'd handle any unexpected issues that arise, oversee the volunteers and staff, and ensure everything aligns with the plan.

Typical management activties are:

supervise the progress, coordinate vendors, ensure everyone is on time, track time and expenses. manage deviations and conflicts between people. collect feedback and listen.

In the management phase, you'd be on-site on the day of the event, ensuring the decorations are in place, the auction runs smoothly, and guests have a great experience. You might manage last-minute changes, like accommodating more guests than expected.

In essence, planning is the strategic phase where you decide what needs to be done, and management is the tactical phase where you ensure it gets done effectively.

In summary, planning lays the groundwork for what needs to be done and how, while management involves the actual implementation, coordination, and control of the activities specified in the plan. These processes are iterative, meaning that as management proceeds, new information and feedback can influence the planning process, leading to adjustments and refinements in the plan. The dynamic interplay between planning and management is essential for the success of projects and organizations.

How do we support our clients:

For more than 20 years we delivered public and inhouse training in form of  a 3-4 day project  consulting bootcamp on how to plan complex projects..  Learn more here.

If this is something you are interested in our streamlined thinking process  please check out our online program here: The Project Plan Academy 

If you are more interested in leadership communication you may consider our program The confident project leader.

For individual leadership coaching please apply below