A Day In The Life Of A DotActiv Space Planner

DotActiv proudly specialises in providing category management software and professional services and has done so since the early 2000s. We are a South African-based company and started offering our product to our local market, but we also service the global retail market. You only need to glance over our list of clients - the services side of our business plays a significant role.

Within DotActiv, our Production department enables us to deliver our category management services. And one such role within this department is the retail space planner. Are you thinking about joining our dynamic team? Why not consider becoming a retail space planner?

Don't know what a space planner does or what to expect? Want to know what the average day looks like if you're working as one at DotActiv? Then this article is for you.

What is a retail space planner?

Before we go any further, we need to understand what a space planner is and what they do.

In simple terms, a space planner does the following:

• Advise clients on where to position products on the shelf (virtually, of course, utilising DotActiv's category management software) based on merchandising principles and best practices; and
• Advise clients on how much space to apportion to each product. Space planners use collected retail data to ensure each product gets the shelf space they deserve based on its overall sales contribution.

Of course, it's more than the above - retail space planners play a pivotal role in the success of any business that has its roots in the retail industry. 

In the case of DotActiv, they help us transform the in-store experience for shoppers and drive sales and profits for retailers.

What to expect as a DotActiv space planner

Becoming a retail space planner seems easier said than done, and it may seem like a simple role to fulfil. But know this: your decisions are all data-driven.

Let's say, for example, you discover that one product is selling really well within a category while another isn't selling at all. It's your job to provide more space for the product that's selling well and remove the product that isn't selling from the shelf or reduce the space given to it.

There is also the point that your role as a space planner is dynamic. it requires both strategic planning and problem-solving skills. It’s also vitally important since you help empower retailers by categorising localised product assortments, developing shelf space plans (planograms), and possibly assisting in the flow of floor space planning.

It inevitably saves retailers time and money while creating a pleasant shopping experience for shoppers.

As a space planner at DotActiv, you are also responsible for the following:

• Floor and space plan analytical reviews; 
• Ranging reports and category analytical reviews; 
• Maximising customer and category performance by considering category strategies and plans; and
• Obtaining final approval from the customer on any shelf plans you’ve built.

Are you interested in joining a dynamic team that provides category management services to the global retail market? We want to hear from you! Browse our open positions here.

You might also wonder what skills you require to be a successful and productive space planner. It is beneficial for you to possess the following skills: 

• Be a team player;
• Have good communication skills;
• Have a high degree of internal engagement;
• Be curious about learning and upskilling (become part of a learning culture);
• Have the ability to multitask;
• Be deadline-oriented and goal-driven;
• Be versatile and adaptive;
• Be naturally calm and focused; and
• Have good time management skills.

Unpacking the average day of a space planner at DotActiv

The above includes a few of your duties and responsibilities. But what does it look like in real life?

According to a space planner we spoke to, if you were to break down an average day in the life of a space planner, it would look like this:

• You spend 60% of your day working on space plans; and
• The remaining 40% consists of client communication, reporting, cleaning data, analysing data and capturing or editing images.

That said, your day will vary according to the season, the time of year and client requirements. And each client is different. Each day won’t necessarily be the same. And at DotActiv, we encourage our space planners to use their initiative and creativity when creating these space plans.

So what does the average day look like if you're working as a space planner at DotActiv?

          1. Communicating with the client

As a DotActiv space planner, your role includes liaising with retailers and/or suppliers on the work they require or the work to complete for them. 

Depending on their goals, that may require creating new planograms for new stores or editing existing planograms to update any changes to a product range.

          2. Analysing data

A large part of producing a planogram relies on the retail data you receive from a client. Thus, before creating any planograms, you need to dissect and analyse the data.

Analysing and understanding the retail data allows you to create a baseline to understand both the products and the data before creating a planograms or updating an existing planogram.

          3. Building the planogram

As mentioned above, you can create planograms from scratch or work from existing ones to edit the layout according to the changes made within the product range. On average, a DotActiv space planner can work on between 1 to about 100 planograms per day.

It all depends on the work expectations for a given day, week or period. For example, do you need to edit an existing planogram or build one for a new category that the retailer wants to introduce in-store? What you do influences how many planograms you can work on each day.

          4. Collecting new images and dimensions

If you are building a planogram that includes new products, you must have all the necessary images. If you don't have these images, you may need to visit the store and capture these images yourself.

If a new product has not yet launched, buyers and suppliers might supply you with sample products to capture and scan into the system. Generally, this is a once-off procedure because the software takes note of the folder that stores your images.

           5. Reporting

Sometimes, you can report on the data straight away. It's helpful if you must determine what products should still be ranged or if you want to complete a sub-category analysis.

Alternatively, you can complete it straight from the planogram you have finished building.

It's also at this point where DotActiv's software shows its value with its custom reporting function.

          6. Space Planner BPVC

Firstly, BPVC is an acronym for Business Process Value Chain. It's a business model that provides an in-depth explanation of each activity that has to take place to transform a product or service from an idea to reality. DotActiv’s Space Planner BPVC gives you the exact steps to follow when building a planogram from start to finish and everything in between.

So why is the BPVC critical for a space planner?

• We want to equip you to do your job to the best of your ability; 
• We provide you with training and a document (the BPVC) that you can consult at any time to guide you when building a planogram; and
• The BPVC increases your efficiency and productivity.
  
  

Here are some high-level steps on how to create a planogram according to our BPVC:

1. Conduct Customer Scoping Session
2. Brief and Prepare Data for Scanner
3. Receive scanner input and manage the data
4. Plan and build the shelf plan
5. Obtain approval and hand over the shelf plan
6. Publish signed-off planograms
7. Filing and Administration

We use our space planner BPVC to conduct the various steps to create planograms for our clients. As part of the mentioned steps, we also conduct four structured consultations to allow us to gather the necessary information that we need to meet the client's objectives. We believe in working with our clients along the way to ensure that their goals and objectives are met.

These consultations are as follows:

1. We confirm the performance objectives

The goal is to confirm both the performance objectives and needs of the category.

2. We present the preliminary plan

The goal is to stress test the proposed preliminary category plan before the final output. It is also to refine it where necessary.

3. We deliver the plan

The goal of this presentation-based consultation is not only to deliver the final output. It is also to explain the rationale behind our final output.

4. We unpack the results the tweak

The goal is to unpack the implementation results and talk through the learnings.

          7. Collaboration and innovation

A large part of being successful in your role as a space planner consists of teamwork, collaboration, communication and innovation. 

You’ve probably heard this phrase - teamwork makes the dream work. Or perhaps you've heard the African proverb - if you want to go fast, go alone; if you want to go far, go together.

Both are true when it comes to being a space planner at DotActiv. We are stronger together and can provide our clients with world-class category management services that deliver on all of their goals and objectives.

You might be required, at times, to think outside of the box. But that shouldn't be a concern because you can expect your direct team and everyone else across the business to support you. In that sense, don't be shy to rely on your team, ask questions, think on your feet and demonstrate innovative thinking.

Conclusion

Ready… set… space plan!

Over time, as a DotActiv space planner, you’ll understand the software and the processes so that you and the client can exchange knowledge in a mutually-beneficial manner. It is also worth mentioning that learning a new software programme is a challenge. But don't be intimidated. Instead, be patient and hungry to learn. You'll get to a point where it becomes second nature. 

Are you interested in starting your journey as a space planner at DotActiv? We’d love to hear from you. You can read up about DotActiv, what we stand for and how we operate here or apply for any open positions here.