2Agenda Icebreaker Welcome and Introductions Agenda Review What is Strategic PlanningTypes of Strategic PlanningPlanning to PlanStrategic Planning ProcessStrategic Planning Tools and TechniquesParking LotDiscussion/EvaluationParticipant Manual Page 5Welcome everyone to courseIntroduce yourselfGet class to introduce themselves and state what they want from courseIce breaker (optional) - could use it as part of introductionsReview agendacan write it on flipchart for easy viewDiscuss times assigned for each componentDiscuss coffee and lunch breaksEstablish parking lot - for issues to discuss laterDiscuss ground rules - one person at a time, address issue and not person, etc.Depending on your participants, you may wish to vary times
3Learning ObjectivesIdentify the various steps in the strategic planning processInitiate and manage a strategic planning processDetermine appropriate tools for strategic planningUnderstand strategies for evaluationInitiate community support and involvement in the processDevelop communication strategies to promote the strategic planning processIdentify partners to be involved in strategic planning processParticipate in the strategic planning process (if applicable)Participant Manual Page 7Welcome everyone to courseIntroduce yourselfGet class to introduce themselves and state what they want from courseIce breaker (optional) - could use it as part of introductionsReview agendacan write it on flipchart for easy viewDiscuss times assigned for each componentDiscuss coffee and lunch breaksEstablish parking lot - for issues to discuss laterDiscuss ground rules - one person at a time, address issue and not person, etc.Depending on your participants, you may wish to vary times
4What is Strategic Planning Used by community groups, government departments, organizations and businesses to develop blueprint for action and changethe process should be community based, inclusive and participatory to allow for maximum stakeholder involvement and input.Participant Manual Page 9Review the benefits of strategic planning.
5Benefits of Strategic Planning Defines mission, vision & valuesEstablishes realistic goals, objectives & strategiesEnsures effective use of resourcesProvides base to measure progressDevelops consensus on future directionBuilds strong teamsSolves major problemsParticipant Manual Page 9
6Strategic Planning Exercise 1 Introduce participants to strategic planningRelate some experiences with strategic planning and any best practicesParticipant Manuel Page 11
7Strategic Planning Exercise 2 Explore and discuss various examples of planningParticpant Manual Page 13
8Types of Planning Types of planning Strategic planning Business planningProject planningProgram planningMunicipal planningPlanning as a professionProfessional “planners”Planning functions in other professionsParticipant Manual Page 14rovide a brief overview of the different types of planningCan use it to follow up on exercise # 2 or generate discussion on types of planning participants have been involved in
9Strategic Planning Exercise 3 To discuss how personality affects how groups work together to develop a strategic plan or any type of planParticipant Manual Page 17 – Test begins at Page 18Have participants complete the test and discuss how difference have to be taken into account when undergoing strategic planning process as with any group exercise.
10Strategic Planning Models Type of organization usually dictates type of strategic planningNon-profitLikely focus on board development, management, fundraising, policiesFor- ProfitLikely focus on profit and strategic directionsParticipant Manual Page 23Briefly refer to this and then complete exercise #3 which gives participants an indication of how different perspectives are brought to the strategic planning process through different people. The exercise will give participants an opportunity to learn a little about themselves and their level of personal flexibility.You can discuss how different personalities bring different aspects to a board and a strategic planning process.The next section then deals with the various types of strategic plans that are carried out.Note that most groups you deal with will use the basic model but the others are presented for information.
11Types of Strategic Planning Basic Strategic PlanningIssue-Based or Goals-Based Strategic PlanningAlignment ModelScenario PlanningOrganic (or Self-Organizing) PlanningParticipant Manual Page 24 to 29Discuss these types.Most will undergo the basic strategic planning process.State that there is no perfect model...
12Planning to Plan Exercise 4 Discuss the planning phase of strategic planning by brainstorming some pre-requisites needed to undertake the strategic planning processParticipant Manual Page 31Discuss some prerequisites needed for strategic planning.Most will undergo the goals based plan
13Planning to plan requires: Organizational readiness Recognition of need to planCommitment to planOrganizational commitmentBoard and volunteer commitmentStaff commitmentParticipant Manual page 35Discuss the importance of having all these components in place before embarking on a strategic plan.
14Planning to Plan Organizational Capacity Human resources Staff VolunteersBoard committeesSpecial/Standing committeesFinancial resourcesIdentify budgetDetermine resourcesTimeAllocate organizational timeDetermine realistic time linesParticipant Manual Page 36
15Reasons for Strategic Planning ChangeRenewalFunding requirementFinancial forecastingMandateBuild consensusImprove staff and board relationsDevelop ownershipBuild community supportOther (discussion)Participant Manual Page 37Use this in conjunction with Exercise 5
16Planning to Plan Exercise 5 Why do you want to engage in strategic planning?Participant Manual Page 39
17Strategic Planning Process Planning to PlanStrategic Planning TeamBoard, staff, community volunteersStrategic Planning BudgetEstablish budget, identify funding sourcesStrategic Planning Facilitator(s)Identify a facilitator to lead the processStrategic Planning PartnersInternal board and staffExternal community groups/government departments/othersParticipant Manual Page 41
18Developing the Plan Mission Core purpose of your organization Presented in a clear, short statement that focuses on attention in one clear direction by stating purpose of the group’s uniqueness.Participant Manual Page 43Discuss each of these – additional material is provided in each
19Developing the Plan Vision What is your organization’s vision of excellenceHas to be realistic and not something impracticalParticipant Manual Page 43
20Developing the Plan Values What are the principles, standards, and actions considered worthwhile in the organizationIncludes how people treat each other, how groups conduct business and what is most important to the organizationParticipant Manual Page 43
21Developing the Plan Strategic Analysis Environmental Scan gathering of information that concerns the organization’s environmentsanalysis and interpretation of this informationapplication of this analyzed information in decision makingParticipant Manual Page 46
22Developing the Plan Strategic Analysis SWOT Analysis Strengths What are some internal positive things about your organization?What does the community see as your strengths?WeaknessesWhat are some weaknesses in organization?What does the community see as your weaknesses?Participant Manual Page 48
23Developing the Plan Strategic Analysis SWOT Analysis Opportunities What are some opportunities in your community or region?What are some emerging trends?ThreatsWhat are some provincial or national issues facing the organization?What are some technology issues that face the organization?Participant Manual - Page 49
24Strategic Planning Process Developing the Plan (continued)GoalsIdentify long-term outcomes to provide focus for the planning processStrategiesOutline how you will achieve your goalsObjectivesIdentify specific, measurable results produced while implementing strategies.Participant Manual Page 50-51Discuss each of these – additional material is provided on each one
25Strategic Planning Process Goals and Objectives Should Be SMARTERSpecificMeasurableAcceptableRealisticTimeframeExtendingRewardingParticipant Manual Page 52
26Strategic Planning Process Developing the Plan (continued)ImplementationTasks – assigned to various board and staff responsible for specific itemsTimelines - established for implementation of the plan for implementationFunding the planWhat is required to fund the goals in the planParticipant Manual Page 53Discuss each of these – additional material is provided on each one
27Strategic Planning Process Developing the Plan (continued)Communicating the planHow will you communicate the plan to stakeholders?Monitoring and evaluationCritical to plan’s success and credibilityMust be built into the planCritical for continuous improvementContinuous improvementfocuses on improving customer satisfaction through continuous and incremental improvements to processesParticipant Manual Page 55-57Discuss each of these – additional material is provided on each one
28Strategic Planning Process Exercise 6 Prepare a SWOT analysis as part of the strategic planning processParticipant Manual Page 59-60Facilitator will work with group to decide on the focus of the SWOT analysis can ask for a volunteer community/organization.The exercise can also be expanded to include more of the strategic planning process.
29Strategic Planning Process Exercise 7 Discuss some tools and techniques to be used for strategic planningParticipant Manual Page 79These tools are some that can be used as part of a strategic planning process.
30Strategic Planning Tools & Techniques Appreciative InquiryEffective for changing organizational cultureBased on 4-D modelDiscover, Dream, Design and DestinyOpen Space Technologynew method for working effectively with large groups ( participants)Participant Manual Page 81Have participants read about each of these tools
31Strategic Planning Tools & Techniques Public ConsultationInvolve public and stakeholders in your planning processAchieve public consultation throughInterviewsFacilitated meetingsOpen housesWebsite discussion papers/surveysParticipant Manual Page 82
32Strategic Planning Tools & Techniques Public MeetingProvides opportunity for input for all stakeholders throughOpen house to review plans, maps, chartsFacilitated meeting with presentation on what you plan to doFacilitated meeting on interim and final reportParticipant Manual - Page 82
33Strategic Planning Tools & Techniques Focus GroupsProvides opportunity to address specific issuesProvides opportunity for maximum participationProvides maximum information in short period of timeParticipant Manual - Page 82
34Strategic Planning Tools & Techniques Website feedbackOnline surveyOnline discussion paper to generate commentsSurveysCommunity surveyCan be developed and administered locallyCan be conducted by firm specializing in surveysResearchFocus groups, surveys (primary)Literature review (secondary)Participant Manual - Page 82
35Parking Lot Summary Evaluation Strategic Planning Participant Manual Page 85