1.6 Explain the relationship between operational planning and resource management

This guide will help you answer 1.6 Explain the relationship between operational planning and resource management.

Operational planning and resource management are closely linked in health and social care. Both are needed for services to run smoothly and meet the needs of people using the service. Knowing how these two areas fit together helps managers and staff deliver safe, quality care.

What Is Operational Planning?

Operational planning means preparing detailed plans for the day-to-day running of a service or department. These plans break down higher-level strategies into practical steps. An operational plan covers the “who, what, when, where, and how” for all main activities.

Key features of operational planning:

• Sets daily, weekly, and monthly tasks
• Allocates jobs and responsibilities
• Establishes short-term goals and priorities
• Includes budgets and timelines
• Plans for regular review and updates

Operational plans are usually made by managers who know the needs and routines of the team.

What Is Resource Management?

Resource management is about making the best use of available resources. This includes staff (human resources), money (financial resources), equipment and facilities (physical resources), and time. Good resource management ensures nothing is wasted and services can be delivered safely.

Main areas of resource management:

• Assigning the right number of staff for each shift
• Managing budgets
• Ordering and maintaining supplies
• Scheduling use of rooms, vehicles, or specialist equipment
• Responding to changes, like staff sickness or shortages

Resource management aims to match resources accurately to what is needed, when it’s needed.

How Operational Planning and Resource Management Work Together

Operational planning and resource management happen at the same time and influence each other. An operational plan will not work unless resources are available. Likewise, deciding how to use resources is only possible with a clear, up-to-date plan.

Operational Planning Relies on Resource Management

To make effective plans, managers need a clear picture of the resources they have. This includes knowing:

• How many staff are available and their skills
• The amount of money in the budget
• Which materials, equipment, and facilities are working or need repair

For example:
If the operational plan calls for extra activities next month, resource management must check there are enough staff, space, and supplies. If resources are not available, the plan must change.

Resource Management Is Guided by Operational Planning

Resource management decisions are based on the requirements of the operational plan. The plan sets expectations and priorities, so resources can be allocated accordingly.

For example:
If the plan includes a flu vaccination clinic, managers arrange for extra nurses and order more vaccines. If there is a planned deep clean, enough cleaning staff and supplies are arranged in advance.

Adjusting to Change

Situations often change in health and social care, such as new people being admitted, unexpected staff absence, or equipment breakdown. Regular review of operational plans and resource availability is needed.

• If there are more service users, the operational plan may need extra shifts. Resource management responds by arranging extra staff or overtime.
• If funding is reduced, the plan and allocation of resources may have to change, with some tasks delayed or cancelled.

The two areas operate in a cycle—plans are made, resources are checked and assigned, activities are delivered, then plans are reviewed and updated based on what worked or did not work.

Benefits of Linking Operational Planning and Resource Management

When operational planning and resource management are closely tied together, services:

• Run smoothly, avoiding last-minute emergencies
• Meet quality standards
• Manage costs more effectively
• Respond faster to needs and changes
• Use staff, money, and supplies efficiently
• Support better outcomes for people using services

Staff understand what is expected and can focus on care, rather than fixing problems caused by poor planning or shortages.

Examples from Health and Social Care

Example 1: Weekly Rota and Staffing
The operational plan sets out weekly shifts needed to cover care for all residents. Resource management checks who is available, manages leave, and arranges agency cover if needed. The result: all shifts are filled and care is delivered as planned.

Example 2: Equipment Replacement
An operational plan highlights the need to replace old beds next quarter. The manager uses resource management processes to get quotes, make a purchase, and schedule delivery. The plan and resources match up, so the beds are replaced smoothly.

Example 3: Annual Budget Planning
As part of operational planning, the service reviews goals for the next year—such as starting new activities or refurbishing areas. Resource management works out the costs, arranges for suppliers, and checks if extra staff are needed to support any changes.

Review and Continuous Improvement

Effective services regularly review both their operational plans and how resources are managed. Feedback from staff and service users is collected and used to improve both planning and resource use.

• If plans fail because resources were lacking, they are updated.
• If resources were left unused, reasons are investigated and plans adjusted.

This cycle supports ongoing improvement and avoids repeated mistakes.

Final Thoughts

Operational planning and resource management are inseparable in health and social care. The operational plan sets out what needs to happen. Resource management finds and allocates the necessary staff, money, and supplies to deliver those plans. When these areas are managed together, people using the service receive safer, more reliable, and higher quality care. Regular review and adjustment keep services responsive, efficient, and effective.