April 23 and 30, 2005 dmA Planning & Management Services OLBA / SOLS / OLS-N TRAINING Introduction to Strategic Planning

Overview of the Presentation Part One:The Basics Part Two:The Context for Change Part Three: A Tool for Managing Change Part Four:Why Plans Fail Part Five:Doing a Plan: Whats Involved

Part One: The Basics Definition - Strategic Planning Steps in the Process Components The Benefits

A Definition of Strategic Planning Strategic Planning is the process by which the guiding members of an organization envision its future and develop the necessary procedures and operations to achieve that future

Key Characteristics of the Strategic Planning Process Full regard for external influences / a strategy for change – not for retaining the status quo Prepared by the guiding members of the organization Long-range, optimistic and focused on a preferred future Broadly based comprehensive review of services Driven by benefits and outcomes; focused on attainable goals

Overview: Steps in the Strategic Planning Process 1.Where Are We Now? 2.How Did We Get in this Situation? 3.What Will Likely Happen if We Continue As We Are? 4.Where Do We Want to Go? 5.How Do We Get There? 6.How Do We Know Were There? Situation Audit Environmental Scan Research Vision / Values Goals Strategic Directions Action Plans Monitoring

Why Do A Strategic Planning Concentration of resources on key areas Ability to deal with and manage change Improved decision-making and management effectiveness

Strategic Planning: Benefits for the Library Renewed sense of purpose (Vision, Goals, Priorities) Enhanced communication and leadership Enhanced perception of the librarys value Positioned to play a significant role in community development

Discussion Question #1 How could a strategic plan benefit your library?

Embracing Change – The Library Context Part Two: The Context for Change

The Changing Library Environment 1.Higher Expectations/Fewer Resources 2.Technology 3.Alternative Information Providers 4.Changing Role of the Library as a Leader / Community Developer 5.Partnerships 6.New Management Approaches 7.Restructuring Among Library Providers

There is no reason for any individual to have a computer in their home. Ken Olsen, president of Digital Equipment Corporation, The phonograph…is not of any commercial value. Thomas Edison, remarking on his invention to assistant Sam Insull, 1880 Sensible and responsible women do not want to vote. U.S. President Grover Cleveland, 1905 Who the hell wants to hear actors talk? Harry Warner, Warner Brothers Pictures, 1927.

The Critical Balance in Strategic Planning Managing for Stability Desired features Valued attributes Core values Managing for Change Adaptability External Forces Continued relevance

Discussion Questions #2 What are the most significant changes affecting your library? Has the library been able to effectively respond to these changes?

The Strategic Plan – A Tool for Managing Change Part Three: Review:

Situation Audit Profile of Existing Services Historical Changes in Services Where Are We Now?

Environmental Scan SWOT Trends and Best Practices Local Factors Affecting Changes How Did We Get in This Situation? What Will Likely Happen if We Continue As We Are?

The Components of the Strategic Plan Library Strategic Plan Operational Plans Monitoring and Evaluation Action Plan Vision and Values for Library Services Goals for Library Service Strategic Directions The Librarys Mission

Definitions The Vision describes a preferred future that is realistic and attainable but also optimistic. The Vision retains all that is positive about the library today but also enhances and improves the library to create a better future. Values describe core beliefs that are the foundation of the organization and affect day to day operations.

Mission describes the Public Librarys reason for being by answering three questions: (1) What is the librarys function? (2) Who does the library serve? (3) How does the library fulfill its function? Definitions

Goals are broad statements that define attainable accomplishments that will allow the library to realize its Vision. Goals bridge the gap between the present and the preferred future of the library. Definitions

Strategic Directions describe the broad initiatives necessary to achieve each goal. Definitions

Action Plans are the tasks necessary to pursue each Strategic Direction. Action Plans are specific, measurable, tied to a schedule and often assigned to departments for implementation. Definitions

Vision Goals Position the Libraries as an institution that is continually relevant and vital to the success of Markhams future, providing essential services for vibrant, healthy, sustainable and diverse communities. The Branches, rooted in Markhams vibrant and healthy communities, are meeting places and destinations that enliven their neighbourhoods, enhance understanding of cultural diversities, and link people to one another, to a sense of Markhams past, and to their shared future. Strategic Directions: Community & Civic Role Information Gateway: Develop Community Facilities Marketing & Communication

Strategic Directions: Community & Civic Role Information Gateway: Develop Community Facilities Marketing & Communication Action Plans: Promote the Libraries Civic Role Service Assessment Target the Underserved Segments of the Community Enhance Access to Heritage Records Staff Role – The Heritage Records Staff Role – The Information Navigator Upgrade the Virtual Library Web Page and Chat Customer Training Needs Assessment Customization Building & Design Concepts Facility Standards and Guidelines Facility Review Marketing Plan Communications Plan

Discussion Questions #3 How current are your librarys Vision, Mission and Goals? Do you have an effective plan for dealing with your librarys future?

Why Plans Fail Part Four:

Why We Fail #1 Ineffective Vision

An Effective Vision for Strategic Planning 1.Embraces Change As Opportunity 2.Reasonable and Rewarding 3.Relevant to the Community and the Specific Challenges to be Addressed 4.Directly Tied to Goals / Strategic Directions and Ultimately Recommendations

Why We Fail #2 No Follow-Through – Poor Implementation No Follow-Through – Poor Implementation

Effective Implementation and Evaluation Municipal Strategic Plan Library Strategic Plan Action Plans Performance Measures Capital / Operating Budget Implementation Strategies staffing programs/services marketing budget schedules accountability

Why We Fail #3 Poor Leadership

Clear Vision Willingness to Embrace Change Desire to Reposition the Library in the Community An Effective Communicator Leadership Qualities

Why We Fail #4 Poor Communication

A Statement of Purpose An Opportunity to Speak to the Community Leaders, Your Users and Library Staff A Means to Reposition the Library as a Key Player in the Communitys Development Your Strategic Plan is:

Discussion Questions #4 If your library has done a strategic plan, was it successful? Why / why not? If your library has not done a strategic plan, what are the barriers to doing the plan?

Part Five Doing A Plan – Whats Involved

Doing A Plan: Who is Involved The Authors of the Plan Advisors and Observers Review and Comment The Board Senior Management Staff External Library Organizations Municipal Politicians and Staff Library Staff Library Users The General Public

Doing A Plan: Roles & Responsibilities Facilitator Writer Researcher Design the process and facilitate Board/senior staff discussions Document discussion and prepare report Prepare the Environmental Scan

Doing A Plan: Other Considerations Outside Assistance Timing Monitoring and Updating Resources

Discussion Question #5 What are the options for your library to prepare a strategic plan?

Jim Morgenstern dmA Planning & Management Services 4263 Sherwoodtowne Blvd., Suite 100 Mississauga, Ontario L4Z 1Y ext Thank You

Discussion Question #1 How could a strategic plan benefit your library?

Discussion Questions #2 What are the most significant changes affecting your library? Has the library been able to effectively respond to these changes?

Discussion Questions #3 How current are your librarys Vision, Mission and Goals? Do you have an effective plan for dealing with your librarys future?

Discussion Questions #4 If your library has done a strategic plan, was it successful? Why / why not? If your library has not done a strategic plan, what are the barriers to doing the plan?

Discussion Question #5 What are the options for your library to prepare a strategic plan?