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

April 23 and 30, 2005dmA 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: What’s 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 We’re 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 library’s value

Positioned to play a significant role in community development

Discussion Question #1

How could a strategic plan benefit your library?

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, 1977.

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?

What are the most significant changes affecting your library?

Has the library been able to effectively respond to these

changes?

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?”“Where Are We Now?”

Environmental Scan

SWOT Trends and Best Practices Local Factors Affecting Changes

How Did We Get in This Situation?”How Did We Get in This Situation?”

“What Will Likely Happen if We Continue As We Are?”“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 PlanAction PlanAction Plan Action Plan Action Plan Action Plan

Vision and Values for Library Services

Goals for Library Service

Strategic Directions

The Library’s 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 Library’s reason for being by answering three questions: (1) What is the library’s 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

GoalsPosition the Libraries as an institution that is continually relevant and vital to the success of Markham’s future, providing essential services for vibrant, healthy, sustainable and diverse communities.

The Branches, rooted in Markham’s 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 Markham’s 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

• E-mail 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 library’s Vision, Mission and Goals?

How current are your library’s Vision, Mission and Goals?

Do you have an effective plan for dealing with your library’s future?

Do you have an effective plan for dealing with your library’s future?

Why Plans Fail

Part Four:

Why We Fail #1

Ineffective Vision 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 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 CommunicationPoor 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 Community’s 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 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?

If your library has not done a strategic plan, what are the barriers to doing the plan?

Part Five

Doing A Plan – What’s 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?

What are the options for your library to prepare a strategic plan?

Jim Morgenstern

dmA Planning & Management Services

4263 Sherwoodtowne Blvd., Suite 100Mississauga, Ontario L4Z 1Y5

905.275.4458 ext. 26

[email protected]

Thank You

Discussion Question #1

How could a strategic plan benefit your library?

How could a strategic plan benefit your library?

Discussion Questions #2

What are the most significant changes affecting your library?

What are the most significant changes affecting your library?

Has the library been able to effectively respond to these

changes?

Has the library been able to effectively respond to these

changes?

Discussion Questions #3

How current are your library’s Vision, Mission and Goals?

How current are your library’s Vision, Mission and Goals?

Do you have an effective plan for dealing with your library’s future?

Do you have an effective plan for dealing with your library’s future?

Discussion Questions #4

If your library has done a strategic plan, was it successful? Why / why not?

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?

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?

What are the options for your library to prepare a strategic plan?