Chapter Planning Keys to Making Planning More Effective Don Boyer

July Today We have only 20 minutes, so our limited outline is:  Definitions  Highlights, How-to’s  Resources for further preparation  Q&A Note: Although we are talking about Chapter Planning, the same approach works on your work projects or family vacations

July Context - Sequence  Elect Chapter Officers  Collect input from members on what they value  Train Chapter Officers as a team (or review/tailor training for a continuing leadership team) soon after election (before taking office)  Plan as a team. Create/update Strategic Plans; Develop Operational Plans  Review/update plans as needed - at least once or twice a year

July Resources Keys to Effective Chapters wiki  How-to’s and examples of planning  Chapter Planning Workbook & Accompanying Chapter Plans Template Alice in Wonderland

July Engineers can be like Alice – ‘We don’t have time for a plan, let’s just get started doing’ "Cheshire Puss,...Would you tell me, please, which way I ought to go from here?" "That depends a good deal on where you want to get to," said the Cat. "I don't much care where--" said Alice. "Then it doesn't matter which way you go," said the Cat. "--so long as I get SOMEWHERE," Alice added as an explanation. "Oh, you're sure to do that," said the Cat, "if you only walk long enough." - Alice in Wonderland by Lewis Carroll

July

July Plans are nothing; planning is everything. Dwight D. Eisenhower Producing a plan because it is required is worthless, whereas planning together bonds and aligns the team and puts the best new ideas into motion.

July Why Plan?  Provide maximum value to members  Align the leadership team – get all on the same page  Reduce stress, panics, and glitches throughout the year  Continuity - plans accommodate sudden changes in leadership  Makes it easier to bring in new leadership team members  And – reduce the probability of a disaster

July Harvard Business School found: "2 out of 3 HR and IT departments develop plans that are not linked to the company's overall strategy". "Most devastatingly, 95% of employees do not understand their company's strategy. (How are they supposed to execute a plan if they don't understand it?)" Why Plan?

July Although some chapter leaders have experience with strategic and organizational operations planning, many have not yet had the opportunity. Therefore, we have organized a “cookbook” approach that anyone should be able to follow. This planning should not only help your chapter but also help develop your personal career. ‘But I Don’t Know How to Plan!’

July Strategic vs Operational Planning What’s the difference? Strategic planning envisions the future and develops an approach to achieve that future Strategic planning is worthless - unless there is first a strategic vision that is shared among the leadership. Strategic plans define the vision of you want to achieve and provides the context for Operational planning Operational plans are the incremental steps to achieve your Strategic plans.

July Strategic Planning Base plans on what your members most value  Find out through member surveys or town hall meetings  Use a SWOT analysis to get things rolling Ensure the leadership team is involved & also consider inviting all members to participate – nobody knows everything; nobody knows nothing Create a shared Vision of what you want your chapter to be Set measurable Goals for the next 5 years

July Operational Planning Details of activities for the coming year based on Vision and Goals set out in the Strategic Plan. Include roles & responsibilities, schedule and budget. Plans are a living document with updates to be done iteratively, refining details throughout the year.

July Operational Planning  Chapter events  Meetings/tutorials/activities  Chapter communications – website(s), s, social media, newsletters  Membership – recruiting and retention, student division

July Operational Planning, p2  Technical plans  Local and international Working Groups  Promotion of certification  Involvement at IW and IS

July Operational Planning, p3  Promoting INCOSE  Other chapters support and joint work  Financial support  Nominations for INCOSE awards  Promoting IW and IS

July Operational Planning, p4  Outreach & Collaboration  Invitations to chapter events  Going to corporate, educational, and community entities, joint meetings with other associations  Speakers from CAB or other local companies  Financial support or venue provided by CAB  Recruiting new local sponsors or CAB companies  Collaboration/support to local school/universities

July Operational Planning, p5  Chapter Operations & Local Recognition  Leadership team meetings  Annual open elections  Promotion through electronic ‘banner’ at meetings  Recognition of noteworthy contributors to chapter  Recognition/thank you letters

July Operational Planning, p6  Chapter top level schedule  Chapter budget  Independent review/audit

July Systematic Approach  There are so many great possibilities for your chapter you can get overwhelmed  Ask participants to prepare beforehand  Consider separate sessions for Strategic and Operational planning  Tools to help  Chapter Planning Workbook & Template found on the Wiki  Example plans, how-to’s found on the Wiki

July Chapter Planning Workbook  The Workbook includes most everything that could be done, so needs to be tailored to fit your chapter  Organized around the Chapter Awards criteria  The Introduction discusses planning methodology  The Workbook has suggestions and worksheets to fill in for all the different topics during your planning session  Assign responsibilities, budget, deadlines

July Chapter Planning Workbook Sample

July Chapter Planning Workbook Sample

July Chapter Planning Workbook Sample

July Questions?