The Art of Planning: A Lesson from a Snickers Bar

Throughout my life, I’ve held various leadership roles, from being a Marketing Team Leader, to a People Operations Team Leader, and then serving as President of the Egyptian Students Union at Medipol University (ESUM) for another year. Today, I find myself managing marketing, operations, and projects at Zeroday Academy. Over the past 5 years, one thing has remained constant: the critical importance of planning. However, the gravity of this lesson was never more apparent than during an event at ESUM, where forgetting something as small as a Snickers bar set off a chain of events that nearly derailed the entire plan.

What is a Plan?

Before diving into the story, let’s start with the basics. A plan, as defined by PMI, involves outlining the scope, objectives, deliverables, resources, schedule, budget, risks, quality, and stakeholder expectations of a project. In simpler terms, it’s about knowing what needs to be done, how to do it, who’s responsible, and when it all needs to happen.

In my experience, successful planning is not just about having a plan; it’s about understanding every facet of the project, including the seemingly insignificant details. These are the small things that, if overlooked, can snowball into larger issues—like the Snickers bar incident I’m about to share.

The Snickers Bar Incident: An Example of What Happens When We Don’t Plan

During my tenure as President of ESUM, we were tasked with organizing one of the most significant events of the year. It was a massive undertaking involving numerous stakeholders, tight deadlines, and a complex schedule. As a team, we had meticulously planned the event—at least, that’s what we thought.

However, as the event day approached, there was one small detail we had entirely forgotten: snacks for the attendees. We didn’t realize it until the event was already in full swing. By then, it was too late to rectify the situation smoothly.

The Consequences of a Missed Detail

As the day progressed, it became clear that our oversight was more significant than we had anticipated. Attendees started to get restless and tired, as the event dragged on with no refreshments available. In a panic, one of my team members decided to leave their post to buy some snacks, including Snickers bars. Unfortunately, two other team members, independently of each other, noticed the same issue and also left to get snacks, thinking they were solving a problem.

This sudden disappearance of three key team members from their assigned roles created a vacuum. Others had to step in, filling positions they were not familiar with. The registration desk became chaotic, the speakers weren’t managed correctly, and technical issues began to surface. What started as a minor oversight turned into a cascade of problems, all because we failed to plan for something as simple as snacks.

Why Good Planning Matters

This experience was a stark reminder of the importance of good planning. Here are some lessons I learned, which I now apply rigorously in my current role at Zeroday Academy:

• Detail Matters: A good plan covers all aspects of a project, from the big-picture goals to the smallest details. We had meticulously planned the major components of the event but failed to consider something as basic as attendee comfort. A good operational plan should be clear, prioritized, and logically sequenced, ensuring that nothing is left to chance.
• Communication is Key: The confusion among my team was a direct result of poor communication. A well-planned event includes not just the logistics but also clear communication channels. Every team member should know their role and responsibilities and have a clear understanding of the plan as a whole.
• Task Assignment and Scheduling: Understanding the critical tasks and assigning them appropriately is crucial. Our oversight led to a scenario where critical tasks were left unattended, causing a ripple effect of inefficiencies and errors.
• Contingency Planning: We learned the hard way that even the best-laid plans need a backup. A contingency plan for unforeseen issues—like running out of snacks—could have prevented the chaos that ensued.

The Process of Planning

Effective planning involves a series of steps, each critical to the overall success of a project. These include:

1. Studying the Current Situation: Understanding what resources you have, what work is already done, and what the key influences on your operations are. If we had taken a step back to review our checklist more thoroughly, we might have caught the oversight before it became a problem.
2. Scope Definition & Work Breakdown Structure (WBS): Clearly define what needs to be done and who will do it. This step is crucial in ensuring that all aspects of the event, including minor details like snacks, are accounted for.
3. Task Scheduling & Assignment: Ensuring that tasks are scheduled in a way that aligns with the overall timeline and that each team member knows their responsibilities. Had we done this better, we could have avoided the confusion that led to three team members abandoning their posts.
4. Task Estimation: Understanding how much time and effort each task will take. This allows for better scheduling and helps to avoid last-minute scrambles.
5. Execution: The final step, where the plan is put into action. If the previous steps are done correctly, execution should be smooth. However, as our experience showed, even minor oversights can cause major disruptions.

Conclusion: Planning is Everything

The Snickers bar incident at ESUM taught me that planning is not just about the big picture; it’s about the details, communication, and preparation for the unexpected. These are lessons I carry with me in every project I manage today.

Planning isn’t just a static document; it’s a dynamic process that requires constant attention and adjustment. As Abraham Lincoln famously said, “Give me six hours to chop down a tree and I will spend the first four sharpening the axe.” In planning, as in chopping down a tree, preparation is everything.

Stay tuned for my next article, and remember, it’s not just about having a plan; it’s about mastering the art of planning.