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© 2010 PlayBook Consulting Group 1 Strategic Planning and Tactical Implementation presents the Fundamental Five+ Non-Profit Training Series Grants Central.

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Presentation on theme: "© 2010 PlayBook Consulting Group 1 Strategic Planning and Tactical Implementation presents the Fundamental Five+ Non-Profit Training Series Grants Central."— Presentation transcript:

1 © 2010 PlayBook Consulting Group 1 Strategic Planning and Tactical Implementation presents the Fundamental Five+ Non-Profit Training Series Grants Central Station Leslie Mullens PlayBook Consulting Group December 7, 2010

2 © 2010 PlayBook Consulting Group 2 Mahalo to our Sponsors!  Office of Hawaiian Affairs - Community Building Economic Development Grant  Tri-Isle Resource Conservation & Development - Fiscal Sponsor  Grants Central Station  PlayBook Consulting Group - Producer  GCS Board: Anna Ribucan, Richard Kehoe, Susie Thieman, and Faye Cummings

3 © 2010 PlayBook Consulting Group 3 What if…?  …you could get your entire organization to agree on a shared set of values, a vision, your mission, and the programmatic direction for the agency?  …you had a checklist that took personal agendas, politics, ego, and drama out of discussing and making major decisions?  …you were easily able to determine any plan’s achievability in less than 20 minutes?  …you could focus your organization’s efforts on your 3-5 most critical success factors?  …you had a roadmap and a way to motivate your board & staff while also holding them accountable for results and committed goals?

4 © 2010 PlayBook Consulting Group 4 Today’s Objectives  Understand the Organizational Overview and Real- Time Strategic Response  Learn Ways to build consensus for your Organizational Identity: Vision, Mission, and Values  Use SWOT: 1 st Step Achievability Assessment Tool  Gain insight into Critical Success Factors and how to narrow your team’s productive focus  Understand the steps to build a Strategic Roadmap  Learn how to sidestep common Tactical Implementation Barriers w/ 5 Game Changing Tools

5 © 2010 PlayBook Consulting Group 5 Agenda 8:30amWelcome, Introductions, & Pre-Quiz 8:45amStrategic Planning Primer & Visioning 9:15amThe 1-Page Organizational Overview 9:45amTrade Secrets: Real-Time Strategic Response, SWOTs 10:10amNETWORKING BREAK - 15 mins. 10:25am Keys to Success & Programmatic Direction - The Funding Fulcrum 10:45amRoadmap: Diagram for Dollar$ 11:15amNETWORKING BREAK - 15 mins. 11:30amImplementation Success Panel

6 © 2010 PlayBook Consulting Group 6 Workshop Door Prize  Business Card Drawing - Today Only!  PlayBook Consulting Group has donated a $500 Gift Certificate to apply towards a HCF OCB Strategic Planning Grant proposal, due Feb. 1, 2011 Strategic Planning Engagement$5,500* HCF OCB Grant Proposal$750* $6,250 Minus $500 PlayBook Gift Certificate- $500 Minus $5,000 HCF OCB Grant **-$5,000 Potential Opportunity $750 *before GET **PlayBook & GCS do not guarantee the OCB grant will be awarded

7 © 2010 PlayBook Consulting Group 7 Who’s in our Hui?  Repeat Participants  Kind of agencies represented (i.e. Health & Human Services, Arts & Education, Civic)  Roles here (Exec. Dir., Board, Staff, Volunteer)  Strategic planning in the past  What was the BEST outcome you had?

8 © 2010 PlayBook Consulting Group 8 My Motivation “Arrogance or apathy? Either extreme puts us in peril, for the absence of proper planning and preparation can only lead to fallow fields…or worse.” ~ Leslie Mullens The PlayBook for Nonprofits

9 © 2010 PlayBook Consulting Group 9 Why Else Do We Plan? “The most revolutionary concept for nonprofits is perhaps that the way to succeed in this market is by differentiation: identifying and constantly strengthening competitive advantage relative to others in the market.” ~ David La Piana The Nonprofit Strategy Revolution

10 © 2010 PlayBook Consulting Group 10 What IS Strategic Planning?

11 © 2010 PlayBook Consulting Group 11 Strategic Planning is…  Defining Who You Are as an Organization  Identifying Competitors & Differentiating  Identifying Community Needs  Determining Your Overriding Direction & Motivation (Strategic Plan)  Building a Fundable Platform of Programs & Services (Tactical Implementation Plan/Roadmap) So you can survive and thrive in a shifting economy (and serve more people more effectively!)

12 © 2010 PlayBook Consulting Group 12 Vision & Mission Who do we want to become? Vision & Mission Who do we want to become? Strategy How will we achieve our vision? Strategy Critical Success Factors / Big Questions What MUST go right to fulfill our strategy? Critical Success Factors / Big Questions What MUST go right to fulfill our strategy? Goals What goals will we set to make those things happen? Goals Programs / Projects / Deliverables Specific activities, tasks and outcomes to meet the set goal Programs / Projects / Deliverables Specific activities, tasks and outcomes to meet the set goal Steps to Strategic Planning

13 © 2010 PlayBook Consulting Group 13 A Process to Consider 1. Create Context: Environmental Scan / “State of the Agency” 2. Identify who you are as an organization 3. Assess current mission achievability 4. ID critical success factors 5. Design a plan built on those areas of focus 6. Structure accountability in plan: Metrics, SMART goals, “Business Reviews” 7. Continuous Improvement Loop on the Tactical Plan

14 © 2010 PlayBook Consulting Group 14 Interlocking Strategic Focus Organizationa l Includes the company or non-profit’s vision, mission, trends/market conditions, competitors, strategic partners, and market position Operational Programmatic The overarching administrative systems, policies, processes, & personnel who support organizational & programmatic strategies Programs & activities that will address specific strategic outcomes related to the target market

15 © 2010 PlayBook Consulting Group 15 Vision Put your materials on the floor, sit back, and relax

16 © 2010 PlayBook Consulting Group 16 Vision  Goals & priorities are defined by values and a shared vision for what you want to create  Vision - an image of what your community will become as a result of what you do for them  A vision is future-oriented and does not change  Sits somewhere between possible and impossible  A vision statement is creative and inspiring  Defines what you stand for & why you exist as an organization

17 © 2010 PlayBook Consulting Group 17 PlayBook’s Vision Evolve the economy into a cooperative network of high-performance values-based businesses

18 © 2010 PlayBook Consulting Group 18 How Will We Use a Vision?  Your Vision is for YOU  It’s the point on the horizon that everyone in the canoe is paddling toward  Inspires your team - take risks & rise to a higher, noble purpose  Usually a goal for greater good

19 © 2010 PlayBook Consulting Group 19 Sample Visions Kamehameha Alumni Association Transform Beneficiaries into Benefactors Disney Make people laugh JFK & NASA Land a man on the moon & return him safely to earth Coca-Cola A Coke within every arm’s reach Pepsi Beat Coke

20 © 2010 PlayBook Consulting Group 20 ENERGIZER Building Trust: Groups of 6-8 Next up: The Organizational Overview

21 © 2010 PlayBook Consulting Group 21 Real-Time Strategic Response A sound decision-making process whose criteria is aligned with the organization’s core identity Created before a need arises Used to address unexpected issues for which no strategy currently exists (but one may be called for)

22 © 2010 PlayBook Consulting Group 22 Elements / Tools  Organizational Overview - Defining statements about who you are, what you do, and what you stand for  Strategic Response Decision Tree - Decision-making criteria to determine adoption of one strategy over another. Evaluates the impact of the strategy. Based on organizational alignment Game Changer #1 Game Changer #2

23 © 2010 PlayBook Consulting Group 23 Crafting Your Checklist Brainstorm the “make or break” criteria the board will use to gauge any strategy’s viability Results Required Values Alignment Financial Criteria EXT / INT Environment Results Required Values Alignment Financial Criteria EXT / INT Environment Promotes Prof. Development Sustainable Leverages Existing Talent Directly Addresses Issue Promotes Prof. Development Sustainable Leverages Existing Talent Directly Addresses Issue MUST HAVE’S “Does it support our mission?” “Does it reinforce, strengthen, or create competitive advantage?” MUST HAVE’S “Does it support our mission?” “Does it reinforce, strengthen, or create competitive advantage?”

24 © 2010 PlayBook Consulting Group 24 Organizational Overview Elements Vision Mission Core Competencies Clients Served Programs / Curriculum Competitive Advantage Funding Sources You’ll want to use the worksheet to document your identity statement for future reference

25 © 2010 PlayBook Consulting Group 25 Values: What Matters Most We all operate from a core set of values that drive:  Our decisions  Our behavior  Our relationships  Org culture drives what we do and how we do it  Based on our collective values & belief system So, what are our organizational values?

26 © 2010 PlayBook Consulting Group 26 Mission Possible!  Defines what your organization intends to do or achieve - daily  Memorable - everyone in the agency should be able to recite & explain it  It answers 3 questions: 1. What’s the purpose of the organization? - opportunities or needs that your agency exists to address 2. What is the business of the organization? (What are you doing to address those needs) 3. What are the organization’s values? (What principles or beliefs guide your work?)

27 © 2010 PlayBook Consulting Group 27 Sample Mission PlayBook’s Mission Improve every business & individual we touch as positive contributors in their communities through guidance & training that create opportunities and the ability to act on them

28 © 2010 PlayBook Consulting Group 28 Sample Mission PlayBook’s Mission Improve every business & individual we touch as positive contributors in their communities through guidance & training that create opportunities and the ability to act on them The Purpose

29 © 2010 PlayBook Consulting Group 29 Sample Mission PlayBook’s Mission Improve every business & individual we touch as positive contributors in their communities through guidance & training that create opportunities and the ability to act on them The Business

30 © 2010 PlayBook Consulting Group 30 Sample Mission PlayBook’s Mission Improve every business & individual we touch as positive contributors in their communities through guidance & training that create opportunities and the ability to act on them The Values

31 © 2010 PlayBook Consulting Group 31 Sharing the Story ACTIVITY:  Pick a partner  Write your name on the top of the worksheet and hand it to your partner  Partner #1 interviews Partner #2 - 5 mins.  Interviewer takes notes on partner’s sheet  FOCUS: Vision, Mission, Clients, Programs, Competitive Advantage - 2 minutes each

32 © 2010 PlayBook Consulting Group 32 NETWORKING BREAK 15 minutes Next up: Plotting a SWOT

33 © 2010 PlayBook Consulting Group 33 More Free Workshops! Jan 11Board Development Feb 22Legal & Insurance Issues March 8Fundraising & Development Upcoming Fundamental Five+ Workshops from Grants Central Station

34 © 2010 PlayBook Consulting Group 34 Workshop Door Prize  Business Card Drawing - Today Only!  PlayBook Consulting Group has donated a $500 Gift Certificate to apply towards a HCF OCB Strategic Planning Grant proposal, due Feb. 1, 2011 Strategic Planning Engagement$5,500* HCF OCB Grant Proposal$750* $6,250 Minus $500 PlayBook Gift Certificate- $500 Minus $5,000 HCF OCB Grant **-$5,000 Potential Opportunity $750 *before GET **PlayBook & GCS do not guarantee the OCB grant will be awarded

35 © 2010 PlayBook Consulting Group 35 Agenda 8:30amWelcome, Introductions, & Pre-Quiz 8:45amStrategic Planning Primer & Visioning 9:15amThe 1-Page Organizational Overview 9:45amTrade Secrets: Real-Time Strategic Response, SWOTs 10:10amNETWORKING BREAK - 15 mins. 10:25am Keys to Success & Programmatic Direction - The Funding Fulcrum 10:45amRoadmap: Diagram for Dollar$ 11:15amNETWORKING BREAK - 15 mins. 11:30amImplementation Success Panel

36 © 2010 PlayBook Consulting Group 36 What’s a SWOT?  SWOT = Strengths, Weaknesses, Opportunities, & Threats  It’s a PLANNING tool - helps you plan any GOAL  It’s a first step in deciding if a goal is achievable, given all the SWOT parts  If it isn’t, can you change any part of the plan or the challenges?  If it is, now you know the things you have to plan around to succeed Game Changer #3

37 © 2010 PlayBook Consulting Group 37 S WOT A NALYSIS SW Strengths OT Threats Weaknesses Opportunities Helpful in achieving the objective Harmful to achieving the objective Internal Origin (attributes of the organization) External Origin (attributes of the environment)

38 © 2010 PlayBook Consulting Group 38 SWOT’s to Consider vTeam Expertise vMoney vFacilities vStrategic Partnerships vRelationships with Other Organizations vRelationships with Gov’t Agencies vReaching the Needful Clients in the Community vBenchmarking Relationships with Best- in-Class Industry Leaders vTraining vAdequate Staffing vInfrastructure (like I.T., phones, transportation) vCo-op’ing Cross- Agency Resources

39 © 2010 PlayBook Consulting Group 39 Keys to Success  Critical Success Factors = the things that MUST go right (and go well) for your organization to succeed  Example: a restaurant MUST have  Good Food  Great Service  Clean, Good Atmosphere, etc.  These are Critical Success Factors - or KEYS TO SUCCESS.  Figuring these out NOW helps you define goals and set priorities for what’s most important to deal with in your organization

40 © 2010 PlayBook Consulting Group 40 Sample Nonprofit Keys Company A Clinical Excellence Client-centered Care Learning Social Support Spiritual Support Community Support Accountability Company A Clinical Excellence Client-centered Care Learning Social Support Spiritual Support Community Support Accountability Company B Accountability Responsibility Exemplary Conduct Competence Continuous Improvement Education & Development Company B Accountability Responsibility Exemplary Conduct Competence Continuous Improvement Education & Development Company C Excellence in Service Financial Management Collaboration Stability & Integrity Strategic Partnerships Company C Excellence in Service Financial Management Collaboration Stability & Integrity Strategic Partnerships IT Infrastructure Integrated Cross-Agency Programs High-Functioning Board Diverse Funding Sources IT Infrastructure Integrated Cross-Agency Programs High-Functioning Board Diverse Funding Sources

41 © 2010 PlayBook Consulting Group 41 Categories for Focus  Crisis Triage - Stopgap plans for immediate relief  Short-term Objectives - 12-18 month, “shovel ready”  Long-Term Objectives - 2-10 years, complex, perpetuity planning

42 © 2010 PlayBook Consulting Group 42 Strategic Response Checklist Consistent with Mission Reinforce / Create New Competitive Advantage Dedicated Source of Funding Strengthen Community Reputation / Position Leverage Existing Staff Aligned with Org Values Every strategy proposed as a response to a Key to Success or Big Question goes through the Checklist Is the proposed strategy a fit with your identity?

43 © 2010 PlayBook Consulting Group 43 A CTION S TEPS

44 © 2010 PlayBook Consulting Group 44 Roadmap: Diagram for Dollar$ v Success Metrics v Create Strategy v Plot a SWOT v ID Keys to Success v Devise 12-month Action Plan For each Critical Success Factor, your Tiger Teams have to identify these elements to create a trackable Tactical Implementation Plan

45 © 2010 PlayBook Consulting Group 45 GOAL-SETTING TREE DIAGRAM Critical Success Factor Strategy to Achieve Factor Major Program to Achieve Strategy SMART Goals Community Awareness (Marketing & PR) Develop a Marketing Plan that raises community awareness and attracts our target customers 1.Define Target Market 2.Analyze our Competitors (what’s our CompetitiveA dvantage ?) 3.Define Key Marketing Messages 4.Write Marketing Plan GOAL #1: Define all the different kinds of customers who would want or need what we offer (breakdown by demographics, geography, etc.) GOAL #2: Identify what each Target Market Segment needs (what they say they need & the deeper psycho-logical need it represents). GOAL #3: Discover Lifestyle & Decision- making info about Segments (What else do they buy? Where do they go to decide what they’ll buy?) Define Target Market GOAL #4: Match Target Market Segments with the appropriate media outlets for marketing (i.e. radio, TV, newspapers, Internet, word-of-mouth) PLAYBOOK CONSULTING GROUP Mail 50 Waiohuli Street, Unit K  Kihei, Maui, Hawaii 96753  Phone 808.280.6699  Fax 808.875.7536  Email Leslie@ThePlayBookGroup.com  Web www.ThePlayBookGroup.com

46 © 2010 PlayBook Consulting Group 46 GOAL-SETTING TREE DIAGRAM EXAMPLE #1 Critical Success Factor Major Program to Achieve Strategy SMART Goals Strategy to Achieve Factor Community Awareness (Marketing & PR) Develop a Marketing Plan that raises community awareness and attracts our target customers 1. Define Target Market 2. Analyze our Competitors (what’s our Competitive Advantage?) 3. Define Key Marketing Messages Define the different kinds of customers who need what we offer (breakdown by demographics, geography, etc.) by 2/1/10 (Joel) Identify each Target Market Segment’s needs (what they say they need & the psychological need it represents). by 3/1 (Kat) Discover Lifestyle & Decision-making info about Segments: What else do they buy? How do they decide what to buy? by 3/15 (TJ) PLAYBOOK CONSULTING GROUP Mail 50 Waiohuli Street, Unit K  Kihei, Maui, Hawaii 96753  Phone 808.280.6699  Fax 808.875.7536  Email Leslie@ThePlayBookGroup.com  Web www.ThePlayBookGroup.com Game Changer #4

47 © 2010 PlayBook Consulting Group 47 Measure It! What’s Success Look Like? HOW DO YOU KNOW WHEN YOU’VE SUCCEEDED?  Success Metrics are the things you measure to gauge your performance  Help you identify how you’re doing on your goals  Examples: # of visitors, # of programs, revenue, expenses For EACH Key to Success, what are 1-3 Metrics?

48 © 2010 PlayBook Consulting Group 48 Your Key’s Strategy for Success ACTION + DELIVERABLE = SUCCESS FACTOR & OUTCOME Key: Community Awareness Strategy: Develop a Marketing Plan that raises community awareness and attracts our target audience ACTION DELIVERABLE SUCCESS FACTOR OUTCOME

49 © 2010 PlayBook Consulting Group 49 S WOT A NALYSIS SW Strengths OT Threats Weaknesses Opportunities Helpful in achieving the objective Harmful to achieving the objective Internal Origin (attributes of the organization) External Origin (attributes of the environment)

50 © 2010 PlayBook Consulting Group 50 Keys to Success  Critical Success Factors = the things that MUST go right (and go well) for your organization to succeed  Example: a restaurant MUST have  Good Food  Great Service  Clean, Good Atmosphere, etc.  These are Critical Success Factors - or KEYS TO SUCCESS.  Figuring these out NOW helps you define goals and set priorities for what’s most important to deal with in your organization

51 © 2010 PlayBook Consulting Group 51 GOAL-SETTING TREE DIAGRAM EXAMPLE #1 Critical Success Factor Major Program to Achieve Strategy SMART Goals Strategy to Achieve Factor Community Awareness (Marketing & PR) Develop a Marketing Plan that raises community awareness and attracts our target customers 1. Define Target Market 2. Analyze our Competitors (what’s our Competitive Advantage?) 3. Define Key Marketing Messages Define the different kinds of customers who need what we offer (breakdown by demographics, geography, etc.) by 2/1/10 (Joel) Identify each Target Market Segment’s needs (what they say they need & the psychological need it represents). by 3/1 (Kat) Discover Lifestyle & Decision-making info about Segments: What else do they buy? How do they decide what to buy? by 3/15 (TJ) PLAYBOOK CONSULTING GROUP Mail 50 Waiohuli Street, Unit K  Kihei, Maui, Hawaii 96753  Phone 808.280.6699  Fax 808.875.7536  Email Leslie@ThePlayBookGroup.com  Web www.ThePlayBookGroup.com

52 © 2010 PlayBook Consulting Group 52 A Plan that Works ~ 30 ~ ~ 60 ~ ~ 90 ~ 7- day Steps Who’s Your Accountability Buddy?

53 © 2010 PlayBook Consulting Group 53 Game Changer #5

54 © 2010 PlayBook Consulting Group 54 Wrap-Up

55 © 2010 PlayBook Consulting Group 55 Test Your Knowledge  Our funder (and we!) want to know how effective this workshop was for you.  This 5-minute Post-Workshop Quiz helps us gauge your progress and our success. Mahalo.

56 © 2010 PlayBook Consulting Group 56 Help Us Serve You Better! Please take 5 more minutes to complete the Workshop Evaluation so that we can improve this and future offerings from Grants Central Station Mahalo.

57 © 2010 PlayBook Consulting Group 57 BREAK 15 minutes Next up: Implementation Panel

58 © 2010 PlayBook Consulting Group 58 More Free Workshops! Jan 11Board Development Feb 22Legal & Insurance Issues March 8Fundraising & Development Upcoming Fundamental Five+ Workshops from Grants Central Station

59 © 2010 PlayBook Consulting Group 59 Workshop Door Prize  Business Card Drawing - Today Only!  PlayBook Consulting Group has donated a $500 Gift Certificate to apply towards a HCF OCB Strategic Planning Grant proposal, due Feb. 1, 2011 Strategic Planning Engagement$5,500* HCF OCB Grant Proposal$750* $6,250 Minus $500 PlayBook Gift Certificate- $500 Minus $5,000 HCF OCB Grant **-$5,000 Potential Opportunity $750 *before GET **PlayBook & GCS do not guarantee the OCB grant will be awarded

60 © 2010 PlayBook Consulting Group 60 Implementation Panel Ginger Gannon: ggannon@hcf-hawaii.org Leslie Mullens: Leslie@ThePlayBookGroup.comggannon@hcf-hawaii.orgLeslie@ThePlayBookGroup.com

61 © 2010 PlayBook Consulting Group 61 Mahalo For More Information or to Register for an Upcoming Workshop Leslie Mullens (808) 875-0500 or Leslie@ThePlayBookGroup.com Grants Central Station www.GrantsCentralStation.org


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