Effective Strategic Planning Workshop

The Strategic Planning The Strategic Planning WorkshopWorkshop

PA 244PA 244

Strategic Planning for Public ActionStrategic Planning for Public Action

Presented By: Presented By:

Gregg Jones GalgoGregg Jones Galgo

Objectives:Objectives:

At the end of the presentation, we will be able to:

• Discuss what strategic planning means;• Explain how to implement an effective process in

order to create an effective strategic plan; and• Identify best practice procedures to

communicate strategic planning ideas in a workshop.

“Failing to plan is planning to fail.”

Strategic Planning WorkshopStrategic Planning Workshop

• Planning is a vital skill that organizations must practice on a regular basis, because it forms the basis of most

other actions an organization must take.

setting goals and

expectations

achieving personal and

organizational objectives

On Planning:On Planning:Planning includes the ability to: • identify opportunities, • analyze problems, • establish priorities and needs, • allocate available resources.

Planning also includes the ability to establish: • policies and procedures,• objectives and standards of performance,• forecasts and budgets, • programs and schedules.

Strategic Planning: BackgroundStrategic Planning: Background

The Strategic Plan drives all other plans The Strategic Plan drives all other plans (example: Evaluation Plan, Sustainability (example: Evaluation Plan, Sustainability Plan, etc.) by articulating basic concepts of Plan, etc.) by articulating basic concepts of vision, mission, goals, objectives and vision, mission, goals, objectives and activities. activities.

Strategic planning determines where an Strategic planning determines where an organization is going over the next several organization is going over the next several years, how it's going to get there and how years, how it's going to get there and how it'll know if it got there or not. it'll know if it got there or not.

Strategic Planning: BackgroundStrategic Planning: Background

Strategic planning is a systematic process Strategic planning is a systematic process through which an organization agrees on and through which an organization agrees on and builds commitment to priorities that are essential builds commitment to priorities that are essential to its mission and responsive to the operating to its mission and responsive to the operating environment. environment.

Developing a strategic plan depends on the Developing a strategic plan depends on the following: leadership, organizational culture, following: leadership, organizational culture, complexity of the organization’s environment, complexity of the organization’s environment, size, expertise of planners, etc.size, expertise of planners, etc.

Organizational Culture: An ExampleOrganizational Culture: An Example

The University of Southeastern Philippines (USeP) is a community of scholars that values:

UnityStewardshipExcellenceProfessionalism

As a Learning Organization, we shalldemonstrate PROFESSIONALISM in all our dealingspromote UNITY among us and our stakeholdersharness STEWARDSHIP in managing our resourcesin order toexemplify EXCELLENCE in Instruction, Research, Extension, Production, and Development

Organizational Structure: An ExampleOrganizational Structure: An Example

Strategic Planning: Background Strategic Planning: Background

Other factors to consider:Other factors to consider:

the specific process;the specific process; planning period; andplanning period; and specific stakeholder participationspecific stakeholder participation

Strategic Planning Strategic Planning WorkshopWorkshopFive Basic Questions:Five Basic Questions:• (1) Where are we now? (1) Where are we now? (The Situation)(The Situation)• (2) How did we get there? (2) How did we get there? (Our Momentum)(Our Momentum)• (3) Where are we going? (3) Where are we going? (The Direction)(The Direction)• (4) Where should we be going? (4) Where should we be going? (Desired (Desired

Direction)Direction)• (5) How will we get there? (5) How will we get there? (The Strategic (The Strategic

Plan)Plan)

John N. Bailey. "Strategic Planning: Lead Your Association With a Plan for John N. Bailey. "Strategic Planning: Lead Your Association With a Plan for Tomorrow“. Leadership magazine, Spring 1981, pp. 26-29Tomorrow“. Leadership magazine, Spring 1981, pp. 26-29

Workshop: DefinedWorkshop: Defined

• 1. 1. A room, area, or small establishment A room, area, or small establishment where manual or light industrial work is where manual or light industrial work is done.done.

• 2. 2. An educational seminar or series of An educational seminar or series of meetings emphasizing interaction and meetings emphasizing interaction and exchange of information among a usually exchange of information among a usually small number of participants.small number of participants.

http://www.thefreedictionary.com/workshophttp://www.thefreedictionary.com/workshop

The WorkshopThe Workshop

gathering background information

planningworkshop

should take place.

Workshop ProperWorkshop Proper

First session/workshop:First session/workshop:

• assess the current situation and how assess the current situation and how you arrived at that present situation. you arrived at that present situation.

• figure out where you are going and figure out where you are going and where you want to be. where you want to be.

Designing a Planning Workbook

The Planning Workbook will bring together all of The Planning Workbook will bring together all of the information gathered during thethe information gathered during the

Planning Workshop.Planning Workshop.

Sift through the ideas put forward, and organize Sift through the ideas put forward, and organize them into a meaningful body for review by the them into a meaningful body for review by the Planning Workshop attendees and other Planning Workshop attendees and other interested parties in the organization.interested parties in the organization.

After the Planning Workshop information has After the Planning Workshop information has been gathered into a workbook, another been gathered into a workbook, another workshop should be planned.workshop should be planned.

Workshop ProperWorkshop Proper

Second session/workshop:Second session/workshop:

At this workshop, several things need to At this workshop, several things need to be accomplished.be accomplished.

Workshop Outline: Strategic Planning

Workshop ObjectivesWorkshop ObjectivesAudience/ParticipantsAudience/ParticipantsMaterialsMaterialsVenueVenueTotal Time/DurationTotal Time/Duration

Opening Activity (Breaking the Ice?)Opening Activity (Breaking the Ice?)Why is Strategic Planning Important?Why is Strategic Planning Important? Elements of a Strategic PlanElements of a Strategic Plan

Elements of Strategic PlanElements of Strategic PlanDifferences and Definitions:

VISION – the utopian outcome - focus on the outcome, not the action that will bring you there.

For Example:A PREMIER UNIVERSITY IN THE ASEAN REGION

By becoming a premier university in the ASEAN Region, the USEP shall be a center of excellence and development, responsive and adaptive to fast-changing environments. USEP shall also be known as the leading university in the country that fosters innovation and applies knowledge to create value towards social, economic, and technological developments.

MISSION: focuses on the ACTIONS that your group will take to attain your vision.

For Example:

USEP shall produce world-class graduatesand relevant research and extensionthrough quality education and sustainable resource management.

Particularly, USEP is committed to:

Provide quality education for students to grow in knowledge, promote their well-rounded development, and make them globally competitive in the world of work;Engage in high impact research, not only for knowledge’s sake, but also for its practical benefits to society; and,Promote entrepreneurship and industry collaboration.

SWOT Analysis:

S – Internal strengths - the passion and dedication of people working on the project)W – Internal - the high turn-over rate of students; the breadth of our projectO – External opportunities – the climate neutral mandate laid out by governmentT – External threats – the budget cuts to post-secondary schools

** turn weaknesses and threats into strengths and opportunities!!

GOALS: are outcome based and support your mission and vision.

OBJECTIVES: are the strategies to achieve the goals – there may be many objectives for each goal.

Objectives should be SMART = Specific, Measurable, Attainable, Relevant, Time-bound.

Every objective should have a bottom-liner and a timeline!

Steps to a Strategic Plan

Strategic Planning Outline:

Timeline/Gantt Chart

Making the PlanMaking the Plan

Step 1: Visioning

Have each person spend some personal time and write down their goals for the project or organization: what would each person like to accomplish or see happen? What would be the outcome of all of these actions?

Share with group and take note of commonalities

Decide on a catchy vision that describes how your project or organization will leave the world a better place.

Step 2: Mission Together, create a captivating

sentence or two that describes how your organization or project will achieve your vision. Be sure to include the audience you’re working with, and the actions you’ll take.

It often helps to come up with ideas in smaller groups, and bring them back to the whole group to pick out the pieces you like best from all the ideas.

Step 3: SWOT Analysis

Brainstorm with the group, focusing on the strengths of the group and how you can leverage them up

Recognize that there is a fair bit of uncertainty in the opportunities and threats – and this is okay! Ensure there is flexibility in your project or organization to work with them as they arise

Come up with 2-3 ways you can overcome your weaknesses, and even turn them into strengths.

Step 4: Goal-setting Come back to the individual lists of

goals people want to accomplish, and begin prioritizing them based on how they support your vision and mission, and take advantage of your strengths

Be careful not to confuse goals with objectives:

o On the organizational level, goals may be broad,

o On the project level, goals may be slightly more concise,

Step 5: Objectives Break each goal into concise

steps that can be assigned a person and a deadline

It’s helpful to put these onto a visual timeline, and work backwards to make sure your timeline is realistic

Step 6: Capacity Assessment

Are people overwhelmed by the amount of work? Think through and make sure you have enough time, money, people and resources to do the job well. If not, think through how you can get more resources!

Step 7: Evaluation

How will you know if you’ve been successful? Brainstorm a list of things that will help define your success, both at the end and throughout your project. For instance, will it be the number of people who attend an event? Will it be the number of volunteers who are showing up to meetings through the planning process?

A strategic plan is always meant to be flexible; if you aren’t on track don’t despair!

You may have to adjust your goals to be more realistic or look for other ways of achieving them, but the strategic plan can help you be proactive about this.

A note to leave on:

More time is always better for a strategic plan – but you may need to break it down into 2 sessions to keep people’s sanity in tact. Getting as far as a SWOT analysis may be enough for one day, and then you can start fresh in looking at your goals and objectives.

EVERYONE in your group should be involved, and make sure you have ample time and a comfortable space to do it in.

The End.