What is the meaning of 'Dandori Hachibu'? A complete guide from origins and English expressions to 5 practical steps
I've heard of 'Dandori Hachibu' (80% preparation), but I don't know the exact meaning or how to read it.
I can't answer if asked about its origin or etymology.
I know the meaning, but I don't know how to put it into practice.
Do you have concerns like these?
'Dandori Hachibu' is an important concept directly linked to business success.
However, the reality is that surprisingly few people correctly understand this phrase and apply it to their daily work.
If you proceed with work while neglecting the importance of preparation, you may invite constant rework and missed deadlines, potentially losing the trust of those around you.
In this article, we will thoroughly explain everything from the meaning and pronunciation of 'Dandori Hachibu,' its origins in Kabuki and carpentry, its relationship with the Toyota Production System, English expressions and paraphrases, similar famous quotes from figures like Ichiro, and 5 practical steps you can use starting today, along with a 10-item checklist and a collection of examples by situation.
By reading this article, you will correctly understand 'Dandori Hachibu' and acquire concrete methods to significantly improve your work efficiency and results.
1. What is 'Dandori Hachibu'? An easy-to-understand explanation of its meaning and pronunciation
Have you ever been told the phrase 'Dandori Hachibu' by a boss or senior colleague and felt confused because you didn't know what it meant?
While this phrase is used as if it were common knowledge in business settings, it seems that it is often unfamiliar to the younger generation.
In this chapter, we will explain everything from the exact meaning of 'Dandori Hachibu' to its pronunciation and overall concept in an easy-to-understand way.
The more successful people are in their work, the more they value this concept of 'Dandori Hachibu'.
Let's start by firmly understanding the meaning of the phrase.
<What you will learn in this chapter>
(1) Meaning of 'Dandori Hachibu' [Pronunciation: Dandori Hachibu]
(2) What is the overall meaning of 'Dandori Hachibu, Shigoto Nibu' (80% preparation, 20% execution)?
(3) Is 'Dandori Hachibu' a proverb? A four-character idiom? The correct classification
(1) Meaning of 'Dandori Hachibu' [Pronunciation: Dandori Hachibu]
'Dandori Hachibu' is read as 'dandori hachibu'.
The correct reading is "hachibu," not "hachibun," so keep this in mind to avoid embarrassment during conversations with your boss or in presentations.
The meaning of this phrase is that "80% of a job's success is determined by preparation."
In other words, it expresses the idea that the majority of the quality of a job is already determined during the preparation stage before actual work begins.
"Dandori" refers to the procedures, preparations, and arrangements for carrying out tasks.
Specifically, it includes all preparatory work for the actual task, such as thinking about the order of operations, gathering necessary materials and tools, and coordinating with relevant parties.
"Hachibu" means 80% of the whole.
It is appropriate to interpret this not as literally 80%, but with the nuance of "the majority" or "almost all."
In short, "Dandori Hachibu" means that "the majority of a job is determined by prior preparation."
No matter how talented you are, if your preparation is insufficient, you will not be able to demonstrate your abilities when it counts.
Conversely, if you have made thorough preparations, you can approach the actual task with composure.
For example, let's consider a presentation.
If you thoroughly do everything you can in advance, such as creating materials, preparing answers to anticipated questions, checking venue equipment, and rehearsing, you can stay calm and focus on your presentation on the day.
On the other hand, if you face the actual event with insufficient preparation, you may panic due to flaws in materials or unexpected questions, and fail to demonstrate your true potential.
This concept of "Dandori Hachibu" is utilized not only in business scenes but in all fields, including cooking, event management, and sports.
Many professionals who achieve results dedicate sufficient time to prior preparation and planning, which is the factor that increases their success rate in actual performance.
(2) What is the overall meaning of "Dandori Hachibu, Shigoto Nibu"?
The phrase "Dandori Hachibu" is sometimes used in its full form, "Dandori Hachibu, Shigoto Nibu" (80% preparation, 20% execution).
This means "80% preparation, 20% execution," expressing the ratio of preparation to execution in work.
"Shigoto" in "Shigoto Nibu" refers to the execution phase where you actually perform the work.
"Nibu" means 20% of the whole, and together with "Hachibu," it makes 10 parts (100%).
In short, "Dandori Hachibu, Shigoto Nibu" (80% preparation, 20% execution) conveys the lesson that "you should place 80% of the overall weight on preparation (planning) and consider the actual work to be about 20% of the effort."
This does not literally mean you should spend 80% of your total time on preparation.
It expresses that if preparation is done thoroughly, the execution phase will proceed smoothly, and as a result, it will only require about 20% of the effort.
When applying this concept to project management, processes such as task breakdown, schedule design, and coordination with stakeholders correspond to "preparation."
If that is done properly, the work on the day will proceed smoothly.
"For a company to execute business, it needs to acquire capabilities as an organization without relying on a single employee. Capabilities can be acquired through management systems, which are mechanisms and rules that streamline organizational operations."
As shown here, the importance of not only individual preparation skills but also institutionalizing preparation as an organization is pointed out.
If the quality of preparation can be improved across the entire team, the organization's performance will also improve significantly.
When quoting "Dandori Hachibu, Shigoto Nibu," using the full phrase correctly can demonstrate a deeper understanding.
Be sure to remember this when using it in business settings, such as reporting to a supervisor or giving a speech at a morning assembly.
(3) Is "Dandori Hachibu" a proverb? A four-character idiom? Correct classification
Many people seem to be confused about the classification of the phrase "Dandori Hachibu."
In conclusion, "Dandori Hachibu" is strictly not a four-character idiom, but is classified as a proverb or maxim.
A four-character idiom is a compound word composed of four kanji characters that expresses a single meaning.
"Killing two birds with one stone" (Isseki Nicho) and "Adapting to circumstances" (Rinki Ohen) are typical examples.
Although "Dandori Hachibu" is written as "段取八分" in kanji, its nature is different from typical four-character idioms.
It is an expression that came to be used by combining "Dandori" (preparation) and "Hachibu" (80%) in daily life, and it is not a four-character idiom derived from classical Chinese.
A proverb is a short expression of lessons or wisdom that has been passed down since ancient times.
"Dandori Hachibu" is a relatively new expression that has come to be used mainly in business and manufacturing settings, but due to its didactic nature, it is positioned close to a proverb.
It is also sometimes classified as a "maxim".
A maxim is a concise statement of a truth or precept of life, and it is also treated as a famous quote or business term.
"Dandori Hachibu" (Preparation is 80% of the work) is familiar to many business professionals as a maxim that succinctly expresses the importance of preparation in work.
When quoting "Dandori Hachibu" in document creation or presentations, it is appropriate to use the terms "proverb" or "maxim".
Be careful, as describing it as a "four-character idiom" is not strictly accurate.
Note that the term "Dandori Hachibu" is often not listed in major Japanese dictionaries such as Kojien.
This is thought to be because it is a relatively new business term that has been passed down primarily through spoken language.
However, due to its practicality and instructional value, it is a widely recognized term in modern business settings.
2. The origin and etymology of "Dandori Hachibu" | Whose words are they?
When using the phrase "Dandori Hachibu," knowing its origin and etymology adds persuasiveness to your explanation.
When quoting it in presentations or morning assemblies, accurately conveying the source will also increase your credibility.
In this chapter, we will examine two representative theories regarding the etymology of "Dandori Hachibu" and delve deeper into its relationship with the Toyota Production System.
To state the conclusion first, "Dandori Hachibu" is not a famous quote spoken by a specific person, but is considered to be an industry term that emerged naturally in the field and spread.
The background to this is deeply related to traditional Japanese performing arts and artisan culture.
<What you will learn in this chapter>
(1) Is the etymology from Kabuki? Or carpentry? Verifying two origin theories
(2) The deep relationship between the Toyota Production System and "Dandori Hachibu"
(1) Is the etymology from Kabuki? Or carpentry? Verifying two origin theories
There are two main theories regarding the etymology of the word 'dandori'.
Let's take a closer look at each theory.
The Kabuki Origin Theory
The most prominent theory is that it originated from backstage terminology in Kabuki.
In Kabuki, a division of an act in a play is called a 'dan', and the act of constructing the overall composition or plot was referred to as 'dandori'.
On a Kabuki stage, every timing—including actor movements, lighting, music, and scenery changes—must be calculated precisely.
To ensure the success of a performance, it was essential to carry out this 'dandori' with great care.
Refining the composition of each act and designing the overall flow was the most critical task in determining the success or failure of the stage production.
It is said that this Kabuki backstage jargon spread to general society and eventually came to be used to mean 'the procedures and preparations for carrying out tasks'.
In the world of performing arts, the idea that 'preparation determines the performance' is deeply rooted, and it is believed that this evolved into the expression 'dandori hachibu' (preparation is 80% of the work).
The Carpenter/Construction Origin Theory
Another strong theory is that it originated from the work of carpenters and stonemasons.
When building stone steps on a slope, selecting stones of the appropriate size to match the incline and planning the number of steps was called 'dan wo toru' (taking the steps).
To complete a set of stone steps, preliminary preparation work such as surveying the terrain, selecting the necessary stone materials, and calculating the number of steps is extremely important.
If this preparation is insufficient, the work will not proceed smoothly, as stones might run out halfway or fail to match the incline.
This is the theory that the importance of the 'dan wo toru' task was recognized among craftsmen, and it became established as the word 'dandori'.
At construction sites, preparations before starting the actual work—such as arranging materials, planning the process, and scheduling craftsmen—greatly influence the success or failure of the job.
There is also a view that the concept of 'dandori hachibu' was born from this rule of thumb.
Which theory is correct?
In conclusion, it is difficult to determine which theory is correct.
Common to both theories is the idea that 'prior preparation and planning determine the majority of the final outcome.'
Whether it is the Kabuki theory or the carpenter theory, there is no doubt that the importance of preparation was strongly recognized in traditional Japanese craftsmanship culture.
It is appropriate to understand the phrase 'Dandori Hachibu' not as a famous quote by a specific person, but as a term that spread spontaneously as industry jargon condensed with the wisdom of the field.
In any case, the reason this phrase has been used for so long lies in its universal truth.
In any kind of work, the lesson that the quality of preparation determines the result is something that remains valid across generations.
(2) The deep relationship between the Toyota Production System and 'Dandori Hachibu'
The presence of Toyota Motor Corporation is behind the reason why the phrase 'Dandori Hachibu' has become widely known in the business world.
The Toyota Production System (TPS) is studied all over the world as the most systematic example of practicing the concept of 'Dandori Hachibu'.
Basic philosophy of the Toyota Production System
The Toyota Production System is a systemization of the concepts proposed by Toyota Motor Corporation founder Kiichiro Toyoda and others, by Taiichi Ohno and others.
Its basic philosophy is 'cost reduction through the thorough elimination of waste,' and the two pillars to achieve this are 'Just-in-Time' and 'Jidoka' (automation with a human touch).
According to Toyota Motor Corporation's official website, Just-in-Time is the concept of 'making or transporting only what is needed, when it is needed, and in the amount needed.'
To achieve this, precise 'preparation' (dandori) is required at every stage of the production process.
The meaning of 'dandori' in the manufacturing field
In the manufacturing field, the word 'dandori' has a particularly important meaning.
The work of changing the setup or configuration of machines, jigs, and equipment when the product being manufactured changes is called 'setup change' (dandori-gae).
In modern times, where high-mix low-volume production has become mainstream, the frequency of these setup changes has increased.
If setup changes take time, the production line stops during that period, reducing production efficiency.
Therefore, 'shortening setup change time' has become an important improvement theme at Toyota.
The 'Single-Minute Exchange of Die' (SMED) practiced by Toyota is an initiative that aims to complete setup changes within 10 minutes.
To achieve this, thorough preparation is required, such as preparing necessary tools and parts in advance, standardizing work procedures, and eliminating wasteful movements.
Characteristics of the Toyota-style "80% of success is preparation"
General preparation aims to eliminate waste, increase speed, and proceed according to plan.
However, in addition to these, the Toyota-style approach includes elements such as increasing added value, finishing at the best possible time, and improving the quality of the business.
At Toyota, a method called "5 Whys analysis" is used to pursue the root cause of problems.
For any problem that occurs, they repeatedly ask "Why did that happen?" to identify the true cause.
This analytical method can also be considered a part of "preparation" to ensure that problems do not occur during actual operations.
"The greatest benefit of team task management is the visualization of tasks. By visualizing tasks, it becomes possible to grasp whether tasks that should be performed from the perspective of management strategy are set without omissions, and whether responsibilities are assigned and roles are divided for those tasks."
As this point suggests, task visualization is extremely important for improving the quality of preparation.
The "Kanban system" of the Toyota Production System can also be said to be a mechanism for realizing efficient preparation by visualizing necessary information.
The Toyota-style approach to preparation spreading across the world
The Toyota Production System has been researched and systematized overseas as "Lean Manufacturing" and has been introduced in a wide range of industries, including not only manufacturing but also hospitals, the air force, and retail.
There is a reported case where Boeing in the United States introduced the Toyota Production System and significantly increased its production capacity from 17 to 42 aircraft per month.
In this way, the concept of "80% of success is preparation" has influenced business people around the world through Toyota.
A production philosophy originating in Japan is recognized as a global standard.
When explaining the importance of preparation, mentioning that "even Toyota emphasizes preparation" will significantly increase the persuasiveness of your argument.
When practicing "80% of success is preparation" in a business setting, try referring to the concepts of the Toyota Production System as well.
3. Paraphrases, English expressions, and similar quotes for "Dandori Hachibu"
Repeating the expression "Dandori Hachibu" too often can make your writing or conversation sound monotonous.
Additionally, when giving presentations in English or explaining things to foreign colleagues, you will need to know appropriate English expressions.
In this chapter, we will explain in detail paraphrases that can be used in business settings, ways to express it in English, and similar quotes.
By increasing your variety of expressions, you can achieve richer communication.
Make sure to master these so you can use them appropriately depending on the situation.
<What you will learn in this chapter>
(1) 5 paraphrases you can use in business
(2) How to express "Dandori Hachibu" in English?
(3) Differences from similar quotes like Ichiro's "80% preparation"
(1) 5 paraphrases you can use in business
Here are 5 paraphrases that have the same meaning as "Dandori Hachibu".
Each has a slightly different nuance, so please use them according to the situation.
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Preparation is 90%
This is the simplest and easiest paraphrase to use.
"Preparation is 90%" can be said to be an expression that emphasizes the importance of preparation even more than "Dandori Hachibu".
It is often used in the titles of business books and is a familiar expression for the younger generation.
Example of use: "Success in a presentation is 90% preparation. Let's prepare thoroughly so we don't panic on the day."
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Better safe than sorry
This is a proverb passed down from long ago, meaning "if you prepare in advance, you won't have to worry when the time comes."
It is easy to use in formal situations or speeches and is an expression that is easily understood by older people as well.
It is a highly versatile phrase that can be used in a wider range of situations than "Dandori Hachibu".
Example of use: "Better safe than sorry. Let's prepare an alternative plan just in case."
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A stitch in time saves nine
This is a proverb meaning "to make preparations or take measures in advance to avoid failure."
It can be used effectively in situations where you want to emphasize risk management or preventive preparation.
While "Preparation is 80% of the job" advocates for the importance of overall preparation, this expression has a stronger nuance of taking preemptive measures to avoid trouble.
Example usage: "As a stitch in time, I have listed the potential risks."
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Advance preparation determines success or failure
This is a business-like and direct expression.
It is a phrasing that is easy to use in formal documents such as reports and presentation materials.
It is suitable for situations where you want to avoid proverbial expressions or explain things more logically.
Example usage: "Advance preparation for the project determines its success or failure. Please ensure sufficient time is allocated during the planning phase."
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Preparation is life
This is an expression often used in the food and beverage industry, but it can also be applied to business in general.
'Shikomi' (preparation) refers to the groundwork done before the main event, specifically the preparation of ingredients that chefs perform before opening for business.
It is effective in casual situations or when you want to appear approachable.
Example of use: 'Preparation is life for sales, too. Let's make sure to gather information thoroughly before a business meeting.'
By using these expressions selectively depending on the situation, you can add variety even when conveying the same content.
Also, by choosing expressions that match the age or industry of the other party, you will be able to achieve more effective communication.
(2) How do you express 'Dandori Hachibu' in English?
While there is no expression in the English-speaking world that is exactly the same as 'Dandori Hachibu,' there are several phrases that carry a similar meaning.
Here are some useful expressions for presentations in English or for explaining the concept to non-Japanese speakers.
The Six Ps
The most famous phrase in the English-speaking world that preaches the importance of preparation is the '6Ps'.
This is an acronym for 'Prior Proper Planning Prevents Poor Performance,' which means that proper planning beforehand prevents poor results.
This phrase is said to have started being used by the British military during World War II, and it is still widely cited in business and military contexts today.
Variations such as '5Ps' and '7Ps' also exist, and the phrase is sometimes used with more or fewer words.
Example of use: "Remember the 6Ps: Prior Proper Planning Prevents Poor Performance."
Preparation is key
This is a simple expression meaning 'preparation is the key'.
It is short, easy to remember, and is a highly versatile phrase that is easy to use in any situation.
It is effective at the beginning of a presentation or when giving instructions to a team.
Example of use: "Preparation is key to success in any project."
80% is in the preparation
This is a phrase that expresses 'Dandori Hachibu' in a form close to a literal translation.
It can be said to be the optimal expression when you want to convey the Japanese concept of 'Dandori Hachibu' directly in English.
By using numbers, you can concretely convey the importance of preparation.
Example: "80% is in the preparation. The actual work is just 20%."
Well begun is half done
This is a proverb meaning "A good start is like being halfway finished."
It is said to originate from the words of the ancient Greek philosopher Aristotle and is a widely known expression in the West.
It can be used at the start of a project or in situations where you want to emphasize the importance of planning.
Example: "Well begun is half done. Let's make sure we start this project on the right foot."
Fail to prepare, prepare to fail
This is a phrase meaning "Failing to prepare is preparing to fail."
Known as a quote by American statesman Benjamin Franklin, it is effective when emphasizing the dangers of insufficient preparation.
Because it has a strong cautionary nuance, it is suitable for situations where you want to issue a warning.
Example: "Fail to prepare, prepare to fail. Don't underestimate the importance of planning."
By remembering these English expressions, you can effectively convey the concept of "Dandori Hachibu" even in global business scenes.
Please make use of them when working at foreign-affiliated companies or participating in international projects.
(3) Differences from similar famous quotes, such as Ichiro's "80% preparation"
Just like "Dandori Hachibu," there are many famous quotes that preach the importance of preparation.
Here, I will introduce particularly famous similar quotes and explain the nuances of each.
Ichiro's famous quote: "Preparation is about eliminating anything that could become an excuse"
Former Major Leaguer Ichiro has left behind impressive words regarding preparation.
His famous quote, "Preparation is about eliminating anything that could become an excuse; it is about doing everything you can possibly think of to achieve that," is cited by many business professionals.
The difference between Ichiro's words and 'Dandori Hachibu' lies in the fact that he clarifies the 'purpose' of preparation.
While 'Dandori Hachibu' states the result that 'the majority of a job is determined by preparation,' Ichiro's words explain the mindset of 'creating a state where you cannot make excuses.'
Ichiro performed all kinds of preparations as part of his daily routine, such as careful stretching before games, precise dietary management, and thorough maintenance of his equipment.
This was not just to achieve good results, but to ensure he would not allow himself the excuse that he 'failed because he neglected preparation.'
This way of thinking provides significant insight for business professionals who value a sense of responsibility and self-discipline as professionals.
Abraham Lincoln's famous quote: 'If I had six hours to chop down a tree, I'd spend the first four sharpening the axe.'
This is a famous quote widely known as the words of the 16th U.S. President, Abraham Lincoln.
Although the actual source is uncertain, it is cited as a representative quote that explains the importance of preparation.
The point of this quote is that it refers to the specific preparatory action of 'preparing tools.'
While 'Dandori Hachibu' refers to abstract preparation in general, Lincoln's quote gives a concrete image of 'preparing tools (skills/environment) to demonstrate maximum effectiveness during the actual performance.'
In a business context, learning for skill improvement, becoming proficient with tools, and building networks can also be called 'sharpening the axe.'
Sun Tzu's famous quote: 'Victories are decided before the battle is fought.'
This is a concept derived from the ancient Chinese military treatise 'The Art of War' by Sun Tzu.
It conveys the lesson that the general outcome of victory or defeat is already determined at the stage of preparation, information gathering, and strategy formulation before the battle begins.
The difference from 'Dandori Hachibu' lies in the scale.
Sun Tzu's words have wars between nations or large-scale strategies in mind, and explain the importance of preparation from a more macro perspective than 'Dandori Hachibu.'
It is effective to cite this when a long-term and overall perspective is required, such as in formulating management strategies or planning large-scale projects.
'It is said that once something becomes a habit, willpower is no longer involved; the habitual action feels natural, and conversely, you feel uncomfortable if you do not perform the action.'
As this point suggests, by making preparation a habit, you will be able to plan naturally without even being conscious of it.
Just as Ichiro thoroughly maintained his daily routine, making preparation a habit can be said to be the most reliable way to improve your planning skills.
While these famous quotes all share the common theme of the "importance of preparation," they each shed light on it from different angles.
Depending on the situation and the message you want to convey, try choosing and quoting the most appropriate words.
4. Why is "Preparation is 80% of the work" important in business?
Many people know the phrase "Preparation is 80% of the work," but surprisingly few people deeply understand why it is so important.
Even if you understand the importance of preparation in your head, do you ever find yourself getting caught up in the busyness of daily life and proceeding with work while underprepared?
In this chapter, we will specifically explain the failure patterns caused by lack of preparation and the benefits that skilled planners enjoy.
By truly understanding "why preparation is important," it should serve as a catalyst for changing your daily actions.
<What you will learn in this chapter>
(1) Three typical failure patterns caused by lack of preparation
(2) Five specific benefits of being good at planning
(1) Three typical failure patterns caused by lack of preparation
Lack of preparation leads to work failures in various ways.
Here, we will introduce three typical failure patterns often seen in business settings.
Please reflect on whether any of these apply to your own experience or that of those around you.
Failure Pattern 1: Missing deadlines due to constant rework
The most typical failure caused by lack of preparation is the occurrence of rework.
If you start working without sufficiently confirming the goals or requirements, situations where you realize "that's not what was intended" will occur frequently.
For example, suppose you are asked by your boss to create a document, and you start working on it without confirming the purpose or the target audience.
When you show it to them after completion, you are told that the "direction is wrong," and major revisions become necessary.
Many people have likely had an experience like this, haven't they?
When rework occurs, you end up repeating the same task over and over, wasting time and energy.
In the worst-case scenario, you will miss the deadline and cause trouble for those involved.
It is not rare for 5 hours of revision work to be generated because you neglected 5 minutes of confirmation beforehand.
Failure Pattern 2: Panicking because you cannot handle unexpected trouble
The second failure pattern caused by lack of preparation is due to poor risk assessment.
If you make a plan based only on the assumption that "everything will go well," you will be unable to respond when unexpected situations occur.
For example, what would you do if the projector broke on the day of an important presentation?
How would you respond if a key person were suddenly absent?
If you have not anticipated these situations, you will fall into a panic during the actual event, leading to the worst possible outcome.
The optimistic thinking that "something like that won't happen" is a typical sign of insufficient preparation.
The more experienced a business person is, the more they proceed with preparation under the assumption that "anything could happen."
Failure Pattern 3: Losing trust due to misunderstandings with stakeholders
The third failure pattern is due to a lack of prior coordination with stakeholders.
Projects involve multiple stakeholders, and their expectations and perceptions may differ.
If you do not resolve these discrepancies in understanding beforehand, they will develop into major problems later on.
For example, suppose you neglect to lay the groundwork with relevant departments when launching a new project.
Once you reach the execution stage, you are told "I haven't heard about this" or "our department cannot cooperate," causing the project to stall.
Such situations occur due to a lack of prior coordination.
Misunderstandings with stakeholders not only lead to project delays but can also result in damaging your own credibility.
Being labeled as someone who 'cannot handle groundwork' or 'is lax with prior confirmation' can also impact your career.
'The primary reason for the lack of productivity in Japanese companies is the absence of a sense of crisis.'
As this point suggests, the lack of preparation is rooted in a lack of a sense of crisis, or the assumption that 'it will somehow work out.'
Understanding failure patterns and approaching preparation with a sense of crisis is the first step toward improving your planning skills.
(2) 5 Concrete Benefits of Being Good at Planning
Now that we understand the dangers of insufficient preparation, let's look at the benefits enjoyed by those who are good at planning.
By improving your planning skills, you will significantly change not only your work results but also the way you work itself.
Benefit 1: Work efficiency improves dramatically
When planning is solid, you eliminate the time spent wondering 'what should I do next?' while working.
Because the order and priority of tasks are determined in advance, you can immediately start the next task as soon as one is finished.
Also, by gathering necessary documents and tools in advance, interruptions during work are kept to a minimum.
Wasted time such as 'Where is that document?' or 'Who should I ask about this data?' is eliminated.
As a result, you can complete the same work in less time, which also leads to a reduction in overtime hours.
By dedicating the freed-up time to self-improvement or new challenges, you can expect further growth.
Benefit 2: Work quality becomes consistent
When you make planning a habit, the quality of your work becomes consistent.
This is because having checklists and standard procedures in place reduces the risk of overlooking important steps.
For example, if you use the same preparation checklist before every presentation, you can ensure that important tasks such as 'checking slides for typos,' 'preparing for anticipated questions,' and 'verifying equipment functionality' are executed without omission.
As a result, the quality of your presentations will stabilize, and you will be able to achieve consistent results every time.
Stable quality is directly linked to gaining trust from those around you.
The reputation of being someone who can be relied upon is born from a high level of preparation skill.
Benefit 3: Creates psychological breathing room
When preparation is thorough, your psychological composure when facing the actual event is significantly different.
The confidence that 'I have done everything I needed to do' enables a calm response.
The concept mentioned by Ichiro, 'eliminating the materials for excuses,' is also related to this psychological breathing room.
By removing sources of anxiety through thorough preparation, you can focus on your performance during the actual event.
Conversely, if you face the event with insufficient preparation, impatience and anxiety will prevent you from demonstrating your true potential.
The anxiety that 'I might not have prepared enough' will cross your mind, causing your concentration to scatter.
Benefit 4: Enables flexible response to unexpected situations
Solid preparation, surprisingly, increases 'flexibility'.
The goal of preparation is not just to proceed according to plan.
Being able to quickly correct your course when unexpected situations occur is also an important element of preparation skill.
For example, if you grasp the overall picture of a project, you can immediately judge how a partial change in plans will affect the whole.
You will also be able to immediately consider alternatives or changes in priority.
On the other hand, if you proceed ad-hoc without preparation, you cannot even grasp the scope of the impact of a plan change.
As a result, small changes will cause major confusion.
Benefit 5: Increases trust and evaluation from those around you
People with strong preparation skills are recognized by those around them as being "good at their jobs."
They meet deadlines, produce high-quality output, and handle problems calmly.
Such an attitude leads to gaining the trust of all stakeholders, including supervisors, colleagues, subordinates, and business partners.
As trust increases, you will be entrusted with more important work, and opportunities for career advancement will also increase.
Preparation skills are a major asset in long-term career development as well.
Furthermore, when there is someone good at preparation on a team, the surrounding members can also proceed with their work with peace of mind.
As a result, it contributes to improving the productivity of the entire team.
Knowing these benefits, you will understand that "Preparation is 80% of the work" is not just a proverb, but a practical work technique.
In the next chapter, we will explain the specific practical steps to actually obtain these benefits.
5. Five steps to practice "Preparation is 80% of the work"
Even if you understand the importance of "Preparation is 80% of the work," many people may not know what to do specifically.
Preparation skills can be reliably acquired by knowing the correct procedures and practicing them repeatedly.
In this chapter, we will explain in detail the "5 steps of preparation" that can be applied to any job.
If you make these steps a habit, the way you work should change fundamentally.
Please try incorporating them into your work starting tomorrow.
<What you will learn in this chapter>
(1) Specific procedures for improving preparation skills that you can use starting today
(2) Points to keep in mind and practical examples for each step
(1) Step 1: Clarify the goal
The first step in preparation is clarifying the goal.
Start by specifically defining 'what needs to be achieved for this task to be a success'.
Many people tend to underestimate this step, but starting work with an ambiguous goal is like trying to reach a destination without a map.
You will end up getting lost along the way and wasting time and energy.
Three points for clarifying the goal
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First, it is important to have a concrete image of the deliverable.
Instead of just 'create a report,' specify it to the level of 'create a report of about 10 A4 pages, including 5 charts'.
If possible, it is effective to refer to similar deliverables or past examples to solidify the image of the final product.
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Second, it is important to accurately grasp the requester's expectations.
Most work arises from requests from someone else.
Confirm what that requester is looking for, and what the background and purpose are.
By understanding 'why this work is necessary,' you can create a deliverable that meets expectations.
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Third, I recommend setting criteria for completion.
If you do not clarify 'what constitutes completion,' you may end up working endlessly or finishing in a half-baked state.
Establish objective criteria, such as 'complete upon approval from Mr./Ms. XX' or 'complete once all checklist items are cleared.'
Practical example: Creating a presentation document
Suppose your boss asks you to 'give a project progress report at next week's department meeting.'
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In this case, clarify the goal by asking questions such as the following:
'Is the purpose of the report to share information, or to obtain approval?'
'About how many minutes is the expected presentation time?'
'Who are the attendees? Are technical details required?'
'If there are past progress report documents, may I use them as a reference?'
By performing these checks first, you can significantly reduce the risk of rework.
(2) Step 2: Identify necessary resources
Once the goal is clear, the next step is to identify the necessary resources.
Resources refer to the 'people, goods, money, information, and time' required to complete the work.
Checkpoints for identifying resources
For people (human resources), check the following:
Whose cooperation is needed to complete this work?
If approval or authorization is required, who should I ask?
If specialized knowledge or skills are required, who can you consult?
Regarding materials (physical resources), check the following:
What equipment, tools, and software are needed?
Are they currently available for use?
Is there anything that needs to be newly purchased or arranged?
Regarding money (budget), check the following:
What is the budget available for this task?
If outsourcing or purchases are necessary, will they fit within the budget?
What is the budget approval process?
Regarding information, check the following:
What data or materials are required?
Where can they be obtained?
Are there any restrictions on handling confidential information?
Regarding time, check the following:
When is the final deadline?
Are there any interim reports or check points?
How much working time do you have available?
Dealing with resource shortages
As a result of your assessment, you may find that resources are insufficient.
In that case, it is important to take measures at an early stage.
For example, if the necessary information is not available within the company, consider ways to procure it from external sources.
If you lack time, request an adjustment to the deadline or ask other members for their cooperation.
The important thing is not to realize you are short on resources in the middle of a task, but to identify and
address it in advance.
(3) Step 3: Break down tasks and prioritize them
Once the goals and resources are clear, the next step is to break them down into specific tasks.
If you try to proceed with a large project as is, you will not know where to start.
By breaking it down into small, actionable tasks, you will be able to make steady progress.
Tips for task breakdown
The basic rule of task breakdown is to make 'one task equal to one action'.
For example, 'create a document' is too broad.
Break it down to the level of specific actions, such as 'create an outline,' 'collect data,' 'create graphs,' 'write the body text,' and 'request a review from your supervisor.'
As a rule of thumb, a task should be granular enough to be completed in about 30 minutes to 2 hours.
If a task takes longer than that, consider breaking it down further.
How to prioritize
Once you have identified the tasks, prioritize them.
The following perspectives are effective as criteria for determining priority.
You can use the urgency and importance matrix method.
Handle urgent and important tasks first, and proceed with important but not urgent tasks according to a plan.
Delegate urgent but not important tasks as much as possible, and consider cutting tasks that are neither urgent nor important.
It is also important to consider dependencies.
If there is a relationship where Task B cannot be started until Task A is completed, you must set a high priority for Task A.
If you do not grasp these dependencies, idle time will occur, affecting the overall schedule.
'You can succeed in business just by doing the obvious things in an obvious way.'
As this quote suggests, breaking down tasks and executing them one by one reliably is the surest path to success.
There is no need to do anything special; it is important to steadily build upon the basics.
(4) Step 4: Conduct advance coordination and groundwork with stakeholders
One thing often overlooked in preparation is advance coordination with stakeholders.
Few jobs are completed alone; in most cases, the cooperation or approval of others is required.
If you neglect this coordination, you will face obstacles at the execution stage, such as 'I haven't heard about this' or 'I cannot cooperate.'
Situations requiring advance coordination
When approval or authorization is needed, it is important to confirm the decision-maker's intentions in advance.
Instead of suddenly proposing it in a formal meeting, explain the outline beforehand and address any concerns if they exist.
This is what is known as 'nemawashi' (groundwork), but it is by no means negative; it is an important process for smooth decision-making.
If cooperation from other departments is required, make a preliminary request early on.
The other party also has their own circumstances and schedules.
If you ask at the last minute, saying 'Please do this by tomorrow,' they may not be able to accommodate you.
If external stakeholders are involved, even more careful coordination is necessary.
Misunderstandings with external parties such as customers, business partners, or partner companies pose a major business risk.
Points for effective advance coordination
When making prior arrangements, keep the following points in mind.
It is important to explain things while considering the other party's position and benefits.
Instead of saying 'Please cooperate because this is what I want to do,' try to convey it by saying, 'By doing this, your department will also benefit in the following ways.'
Also, preparing options is effective.
Rather than making a one-sided request like 'Please do A,' presenting options such as 'Would it be more convenient for you to do A or B?' makes it easier for the other party to cooperate.
Always keep a record of the results of your arrangements.
Relying only on verbal agreements can lead to later disputes where someone might say, 'I never said that.'
I recommend sharing confirmation items via email or meeting minutes.
(5) Step 5: Anticipate risks and prepare a Plan B
The final step of preparation is risk assessment and the preparation of alternatives.
No matter how carefully you prepare, unexpected situations will occur.
Being in a state where you can handle anything that happens is what makes someone a true master of preparation.
How to anticipate risks
Risk assessment begins by asking, 'What will I do if X happens?'
List the potential troubles that could occur at each stage of a project or task.
For example, for an important presentation, the following risks can be considered:
'What if the projector breaks?', 'What if a key person is suddenly absent?', 'What if an unexpected question is asked?', 'What if the time is shorter than planned?', 'What if the document data cannot be opened?'
For each risk, evaluate the probability of occurrence and the degree of impact, and identify the risks that should be prioritized for countermeasures.
Since it is impossible to prepare perfectly for every risk, prioritize countermeasures for risks with the greatest impact.
Preparing Plan B
Prepare alternatives (Plan B) for identified risks.
Plan B must be a concrete action that can be executed immediately if a risk materializes.
For example, for the risk of "what if the projector breaks down," you could consider Plan B options such as "preparing 10 copies of handouts" or "bringing a laptop so you can explain while showing the screen."
Also, for the risk of "what if a key person is suddenly absent," effective measures include "sending materials in advance and requesting an opportunity for an individual explanation later" or "preparing supplementary materials for a substitute attendee if one is available."
Psychological benefits of preparing Plan B
The greatest benefit of having a Plan B ready is the psychological sense of security it provides.
If you have the confidence that you can handle even the worst-case scenario, you can act calmly during the actual event.
In reality, you will often find that you don't even need to use Plan B.
However, the very fact that you are prepared leads to improved performance.
This is similar to the philosophy mentioned by Ichiro about "eliminating the materials for excuses."
By practicing the five steps above, your preparation skills will definitely improve.
It may take time at first, but you should be able to do it naturally as you repeat the process.
Start by trying it with small tasks and gradually make it a habit.
6. Collection of example sentences using "80% of success is in the preparation" [By situation]
Even if you know the phrase "80% of success is in the preparation," many people may be unsure how to actually use it.
In this chapter, we will introduce concrete example sentences that can be used in various business situations.
We have compiled a wide range of examples, from expressions you can use as-is to templates you can arrange in your own way.
By mastering appropriate expressions for different situations, your communication skills should also improve.
<What you will learn in this chapter>
(1) Practical example sentences for reporting to superiors and coaching subordinates
(2) Tips on how to speak for morning assembly speeches and presentations
![Example sentences using "Dandori Hachibu" [By situation]](/https://assets.st-note.com/img/1766731519-wZmULXBQYS8KxbN3nohFfu60.jpg?width=1200)
(1) Example sentences for reporting to or proposing to superiors
When reporting to or making proposals to superiors, you can use the concept of "Dandori Hachibu" to highlight the importance of preparation and your own planning ability.
Below are example sentences for specific situations.
Situations where you need to get approval for a project plan
"For this project, I would like to proceed with the mindset of 'Dandori Hachibu' (preparation is 80% of the work). I will allocate the first two weeks to planning and complete coordination with stakeholders before moving to execution. Is this approach acceptable to you?"
"As the saying goes, 'Dandori Hachibu.' I would like to finalize the requirements definition by the end of this week to ensure there is no rework during the execution phase."
Situations where you report on preparation status
"I have been proceeding with preparations while keeping 'Dandori Hachibu' in mind. We are fully prepared for next week's launch, including countermeasures for anticipated risks."
"There is a saying that preparation is 80% and execution is 20%, and I have completed that 80% of the preparation. All that remains is to enter the execution phase."
Situations where you propose building in a buffer for the schedule
"As the saying 'Dandori Hachibu' suggests, I believe that securing sufficient preparation time is the key to success. Could we start the planning process one week earlier than originally scheduled?"
"While you have requested a short-term execution, from the perspective of 'Dandori Hachibu,' if you can provide at least three days of preparation time, I can deliver higher quality results."
(2) Example sentences for coaching or giving advice to subordinates
When coaching subordinates, you can use "Dandori Hachibu" to convey the importance of preparation.
The key is to link it to concrete actions so that it does not sound like you are lecturing them.
Situations where you coach someone on how to proceed with work
"Do you know the phrase 'Dandori Hachibu'? It means that 80% of a job's success is determined by the preparation done before starting. Let's start by clarifying the goal for this task."
Before you jump straight into the work, stop and think for a moment. As the saying 'Dandori Hachibu' goes, your initial preparation will largely determine the outcome.
Situations where you point out a lack of preparation
The rework this time was caused by insufficient initial planning. As the saying 'Dandori Hachibu' suggests, spending time on preparation is not a waste. Let's be more thorough with requirement confirmation next time.
There is a maxim that says 'Dandori Hachibu, Shigoto Nibu' (80% planning, 20% execution). Preparation is far more important than the actual work itself. Why don't we start by creating a checklist before we begin next time?
Situations where you reinforce a successful experience
This presentation went very well. I think it's because your preparation was thorough. It's a perfect example of putting 'Dandori Hachibu' into practice. Let's keep this momentum going for the next one.
Because your planning was solid, you were able to respond calmly to unexpected questions. I think you've really felt the effectiveness of 'Dandori Hachibu' firsthand, haven't you?
(3) Example sentences for morning assembly speeches and presentations
Talking about the theme of 'Dandori Hachibu' is effective for morning assembly speeches and training presentations.
Here are some examples of impressive ways to speak that will resonate with your audience.
Example of a morning assembly speech (about 1 minute)
Good morning. Today, I would like to talk about the phrase 'Dandori Hachibu.' This phrase means that 80% of a job's success is determined by preparation. I had an important presentation the other day. Honestly, there were moments when I wondered if I was spending too much time on preparation. However, during the actual presentation, I was able to answer unexpected questions calmly and successfully received approval. If I had neglected my preparation back then, I am sure the result would have been different. I hope you will all keep 'Dandori Hachibu' in mind as you go about your work today. Thank you.
Example of an introductory talk for training or study sessions
Today, I will be talking about the theme of work efficiency. First, let me ask you one question. Could those who know the phrase 'Dandori Hachibu, Shigoto Nibu' please raise your hands? Thank you. Many of you are familiar with it. This phrase means that 80% of work results are decided at the preparation stage, and the actual work is only 20%. It is said to originate from Kabuki and carpentry, and this concept is also highly valued in the Toyota Production System. So, how much time do you spend on preparation in your daily work? I hope you will take home some tips for improving your planning skills through today's training.
Example of remarks in a team meeting
The schedule for this project is tight, but in the spirit of 'Dandori Hachibu,' please let me focus on preparation for the first week. By thoroughly defining requirements and coordinating with stakeholders, I believe we can proceed smoothly through the execution phase in the second half.
They say 'Dandori Hachibu.' I believe that aligning our understanding at this kickoff meeting will determine 80% of the project's success. If you have any questions, let's resolve them all today.
A system is just a tool. If the people using it are not motivated, it will neither be implemented nor utilized.
As this quote suggests, it is important not only to convey the importance of planning in words but also to ensure that team members themselves can experience its value.
Rather than using the examples as they are, you can make your message more persuasive by arranging them with your own experiences and specific episodes.
7. 10-Item Checklist to Improve Preparation Skills
Even if you understand the importance of preparation, do you ever find yourself unsure of what to check each time?
A checklist is useful in such cases.
In this chapter, we will introduce a "10-item preparation checklist" that can be applied to any job.
If you make it a habit to check this list before starting work, your preparation skills will steadily improve.
Please use it daily, such as by printing it out and sticking it on your desk.
<What you will learn in this chapter>
(1) 10 points to check before starting work
(2) A self-checklist you can print and use
10-Item Checklist
Check the following 10 items before starting a new task.
If all items are checked, you can say your preparation is perfect.
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Is the goal clear?
What state should the work be in when it is completed to be considered a success?
Do you have a concrete image of the deliverables?
Do you accurately understand the requester's expectations?
Proceeding with an ambiguous goal will cause rework.
If you have even the slightest uncertainty, confirm it before starting.
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Have you set deadlines and intermediate milestones?
When is the final deadline?
Are the check points and intermediate reporting dates decided?
Have you secured enough working time by counting back from the deadline?
Setting not only the final deadline but also intermediate milestones makes progress management easier.
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Are the necessary resources available?
Have you identified all necessary resources, such as personnel, budget, equipment, and information?
Are there any missing resources?
If there are shortages, is there a plan for procurement?
Realizing that resources are insufficient while in the middle of work leads to significant delays.
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Have you broken down the task into actionable units?
Have you broken down large jobs into tasks that can be completed in about 30 minutes to 2 hours?
Is the person in charge of each task clear?
Do you understand the dependencies between tasks?
If task breakdown is too coarse, progress management becomes difficult.
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Is the priority clear?
Have you decided on the priority of which tasks to start first?
Have you considered the balance between urgency and importance?
Is the order based on dependencies?
If priorities are ambiguous, there is a risk that important tasks will be put on the back burner.
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Have you completed prior communication and groundwork with stakeholders?
Have you contacted those whose cooperation you need to request?
Have you explained the overview in advance to those who need to provide approval or authorization?
Have you confirmed in advance any points where misunderstandings might occur?
Insufficient groundwork will become a major obstacle during the execution phase.
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Have you considered risks and countermeasures?
Have you identified potential troubles and risks?
Have you prepared countermeasures for high-impact risks?
Do you have a Plan B ready?
If you have anticipated risks, you can respond calmly even to unexpected situations.
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Have you obtained the necessary information and materials?
Do you have all the information and data needed to proceed with the work?
Are there any past examples or similar materials to refer to?
Do you know who to ask or where to find information if you have questions?
Proceeding without sufficient information can lead to off-target results.
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Is your work environment set up?
Are the tools and software required for the work ready to use?
Have you secured the time and place to work with focus?
Have you created an environment where you are unlikely to be interrupted?
If your environment is not properly set up, your work efficiency will drop significantly.
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Have you decided how to verify completion?
How will you verify the quality of the deliverables?
Who will perform the review?
Have you secured buffer time in case revisions are needed?
Without a post-completion check system, quality will be inconsistent.
How to use the checklist
We recommend using this checklist in the following way: When you receive a new task, first go through this list to make your preparations.
If there are any items you cannot check off, address them before starting. Begin the actual work only after all items are checked.
It may take time at first, but it will become second nature as you repeat the process.
Once you get used to it, you will be able to verify everything in your head without needing the checklist.
"Switching from individual task management to team task management means shifting from a work style led by individuals to one led by the organization; this is a major organizational transformation and a serious step toward people working together as a team."
While this checklist can be used individually, it is even more effective when shared within a team.
When the entire team prepares using the same standards, the organization's overall preparation capability improves, increasing the probability of project success.
8. 3 Recommended Books to Learn About "Preparation is 80% of the Job"
For those who want to learn more deeply about preparation skills, here are three recommended books.
Each explains the importance of preparation from a different perspective, so please choose the one that best fits your challenges and interests.
By putting the knowledge gained through reading into practice, your preparation skills will definitely improve.
<What you will learn in this chapter>
(1) Carefully selected books to learn preparation skills systematically
(2) Characteristics of each book and who should read them
1.Takashi Saito, "Preparation Skills: What Makes 'Successful People' Different" (Chikuma Shobo)
This is an introductory book on planning skills by Takashi Saito, a well-known educator. It has been a long-selling book read by many since its first edition in 2003, and a paperback version is also available.
Features of this book
Saito defines planning skills as "the ability to read ahead and think of the optimal procedure."
The book provides a wealth of concrete examples of planning in various situations, such as sports, cooking, meetings, and presentations.
Particularly impressive is the point that he views planning skills as an "intellectual ability."
He positions planning not as a mere technique for schedule management, but as a thinking skill to grasp the essence of things and map out the optimal path.
The importance of "reverse thinking" is also explained in detail.
The concept of planning by working backward from the goal is a highly practical skill for business professionals.
Recommended for people like this
It is ideal for those who want to learn the basics of what planning skills are and those who want to understand the importance of planning theoretically.
The writing is simple and easy to read, making it an excellent introductory book for those learning about planning skills for the first time.
2.Masayasu Iba, "The Basics of Planning for People with Zero Overtime That You Won't Be Taught at Work" (Subarusya)
In today's world where work-life balance is emphasized, this is a practical book that explains planning techniques for achieving results within limited time.
The author, Masayasu Iba, is a business trainer from Recruit who conducts training at many companies.
Features of this book
The biggest feature of this book is that it specializes in planning techniques aimed at the clear goal of "zero overtime."
It emphasizes practice over theory and introduces many techniques that can be used immediately.
For example, it is packed with concrete advice such as "decide today's goal first thing in the morning," "finish 80% of your work in the morning," and "keep meetings within 30 minutes."
It also explains in detail the characteristics of people who are bad at planning and common failure patterns.
You will be able to grasp your own weaknesses and gain hints for improvement.
Recommended for people like this
Recommended for those who are struggling with excessive overtime and those who want to immediately put specific techniques into practice.
In particular, for those who understand the importance of preparation but don't know where to start, this book will provide specific guidelines for action.
3.Yusuke Komatsu, 'How to Build an Organization Where 1+1 Equals 10: Improving Productivity Through Team Task Management' (Jitsugyo no Nihon Sha)
This is the latest book published in 2025, which I have cited several times in this article. It explains in detail how to improve not only individual preparation skills but also the preparation skills of teams and organizations.
Features of this book
A feature of this book is that it discusses the scale of preparation by expanding it from the individual to the team, and from the team to the organization.
In the modern era, where few jobs are completed by one person, the methodology for performing preparation as a team is extremely valuable.
The author, Yusuke Komatsu, is known as an expert in organizational development and task management.
This book presents specific methods for improving organizational productivity through team task management.
'For a company to execute operations, it is necessary to acquire capabilities as an organization without relying on a single employee. Capabilities can be acquired through management systems, which are mechanisms and rules that streamline organizational operations.'
As expressed in these words, this book emphasizes creating mechanisms to produce reproducible results as an organization, going beyond individual-dependent preparation skills.
Recommended for people like this
It is ideal for team leaders and managers who are working on improving the productivity of their entire team.
It is also recommended for those who are confident in their individual preparation skills but feel that things do not go well when working as a team.
If you are thinking about introducing a task management system for your organization, please also consider using the team task management tool 'SuitUp'.
It is designed as a tool that is easy to use with an Excel-like feel, and can be used intuitively even by those who are not familiar with IT.
Task templates created by experts and AI are also available, supporting the improvement of your preparation skills from the tool side as well.
For details, please see the official website.
Points for choosing a book
I have introduced three books, but if you are going to choose just one, I recommend selecting it based on your current situation.
If you want to learn the basics of preparation, read "Dandori-ryoku" (Preparation Power) by Takashi Saito.
If you want to immediately put concrete techniques into practice, read "Zangyo Zero no Hito no Dandori no Kihon" (The Basics of Preparation for People with Zero Overtime) by Masayasu Iba.
If you want to strengthen preparation as a team or organization, read "1+1 ga 10 ni naru Soshiki no Tsukurikata" (How to Build an Organization Where 1+1 Equals 10) by Yusuke Komatsu.
Of course, by reading all three books, you can gain a multifaceted perspective on preparation.
Start by choosing one book to read, and begin by putting the knowledge you gain there into practice.
9. Summary | Maximize work results with "Dandori Hachibu"
"Dandori Hachibu" is a long-standing Japanese lesson that 80% of work results are determined by preparation.
In this article, we have explained everything from the meaning of this phrase to practical methods.
Finally, let's review the key points of this article.
The basics of "Dandori Hachibu"
"Dandori Hachibu" is read as "dandori hachibu" and is an abbreviation of "Dandori hachibu, shigoto nibu" (Preparation is 80%, execution is 20%).
It expresses that the success or failure of a job is determined by a ratio of 80% preparation and 20% execution.
It is said to originate from Kabuki and carpentry, and is classified as a proverb or maxim.
Why preparation is important
Lack of preparation leads to failures such as constant rework, dealing with unexpected troubles, and misunderstandings with stakeholders.
On the other hand, those who are good at preparation can gain benefits such as improved work efficiency, stable quality, psychological ease, flexible responsiveness, and trust from those around them.
5 steps to improve your preparation skills
Step 1: Clarify the goal.
Step 2: Identify the necessary resources.
Step 3: Break down tasks and prioritize them.
Step 4: Coordinate and lay the groundwork with stakeholders in advance.
Step 5: Anticipate risks and prepare a Plan B.
By making these five steps a habit, your preparation skills will definitely improve.
Actions you can start today
After reading this article, you may understand the importance of 'Preparation is 80% of the work,' but you might be wondering where to start.
Therefore, I propose three actions you can start today.
First, before starting your next task, try checking the 10 items on the checklist introduced in this article.
It may take time at first, but as you repeat it, the mindset of preparation will naturally become ingrained.
Second, keep in mind the idea that '5 minutes of preparation prevents 5 hours of rework.'
A little confirmation before starting leads to preventing major trouble later.
Third, choose one book from those introduced and try reading it.
By gaining systematic knowledge, the foundation of your preparation skills will be solidified.
'Preparation is 80% of the work' is not just a proverb, but an essential skill for business professionals.
By putting this way of thinking into practice, your work results will definitely improve.
Please start working with a focus on preparation from today.
[Recommended related articles]
About the Author
President and CEO of Suit Co., Ltd. In March 2013, he was appointed President and Representative Director of Social Ecology Project Co., Ltd. (now Izu Shaboten Resort Co., Ltd., a company listed on the Tokyo Stock Exchange Standard Market), which he joined as a new graduate. He led the group to profitability for the first time in seven years. In December 2014, he established Suit Co., Ltd. and became its Representative Director. Since April 2016, he has served as a Regional Power Creation Advisor for the Ministry of Internal Affairs and Communications and as a Regional Revitalization Evangelist for the Cabinet Secretariat. Since June 2019, he has been a PPP Supporter for the Ministry of Land, Infrastructure, Transport and Tourism. In October 2020, he was appointed President and Representative Director of VAZ, Inc., a YouTuber agency. He achieved monthly profitability and realized the company's acquisition by a listed company in January 2022. In December 2022, he performed an incorporation-type company split of Suit Co., Ltd., changed the trade name, and was appointed President and CEO of the newly established Suit Co., Ltd.
Currently, at Suit Co., Ltd., he is
developing and operating the team task management tool "Suit Up" with the goal of improving labor productivity across Japanese society, from small businesses to large corporate teams.
"Company-wide task management," "Company-wide project management," "Team task management," "Team project management," "Task visualization," "Task templates," "Work management tools," "Task management tools," and "Task management tool" are registered trademarks of our company.