Having done many strategic plans, we have come to know what it takes to make a successful, fun and engaging session that helps you create a very solid, forward facing strategic plan. Here are some points that we feel are critical.
Collaborative Approach
Strategic planning sessions need to be an interactive and inclusive time for everyone to be heard. Every voice in the room is valued, and creating a comfortable, safe for open dialogue is critical. This is an opportunity to leverage the collective wisdom of everyone and hear diverse perspectives.
Inclusive Approach
We all have our own styles of thinking and communicating. We know this! Everyone will have opportunities to think at their own pace and communicate in their preferred style. There needs to be individual reflection time, small group discussion as well as larger group work so that all may contribute.
Facilitated Sessions
The role of facilitators is to guide you through the process, keep everyone on track, and ensure that you get value from your time together.
Consensus Based
Consensus is at the heart of all of our work. For our purposes consensus exists when everyone can say:
- “I have had the opportunity to voice my opinions.”
- “I believe the group has heard me.”
- “I can actively support the group’s decision, even if it is not my first choice.”
Road Map to Your Future
The strategic planning session is just the beginning. At the completion of this work a poster of the actual strategic plan framework is incredibly valuable. This framework will act as a road map to help the organization as a whole and each team member know their part in the plan.
Important Tips For Your Successful Strategic Planning Event
We’ve come up with this checklist to ensure your planning is a success for your organization and its people.
- Include EVERYONE! This initiative might have begun with the board, and after that – right from the start, it should include management, staff and board.
- Inclusion = engagement; ask for participation, explain the ‘why’ behind the event. Ideas:
- Why do strategic planning?
- Are there any key issues the organization is facing that needs resolution, direction or special focus?
- What dates and times work best for everyone to hold the sessions?
- Who should attend?
- Is there extra pay or time off in lieu?
- What the plan will mean to the organization and those involved/affected personally in their roles?
- How the process is designed and what should the participants expect?
- How will it be implemented moving forward?
- Hold the event off site if possible.
- Food – Snack, Refreshments (caffeinated & decaf), Lunch (accommodate food sensitivities).
- Outdoor/Fresh air breaks, if possible (15 minutes can do wonders).
Post-Session
These are some thoughts on the activities to take place after your event.
- Collectively determine who will be engaged in what follow-up activity (the more ownership individual participants feel over the plan priorities, the more they will stay engaged and follow through).
- Make sure everyone feels heard before the plan is finalized. Remember, you are asking people to commit to a three year plan that most certainly will affect them, and in the spirit and practice of collaboration, everyone needs to be heard.
- Ask for feedback about how everyone found the event and process.
- Have team leads introduce the plan to their teams and collaborate on ways to implement it.
- Report back to the team on a regular basis about the plan progress.
- Report on the plan at every board meeting – adopt an agenda that includes the strategic planning report.
Strategic Plan Implementation – Best Practices
Now that you’ve invested the time and energy in creating your great strategic plan, how do you make sure it stays a focus for your organizational activities, engaging for all stakeholders and evaluated & monitored for success?
Here is what we think is needed to help assure ownership and success:
- Make sure your strategic plan is a standing agenda item at each board meeting, being reported on for update status, what is working and where there may be roadblocks.
- Use a tracking system for strategic planning progress. Ideally, this will reflect the goals of the plan, its objectives, status, timeline and persons responsible for the work.
- Once the plan has been completed, have each department review and decide where and how they contribute to the plan’s success. This should be reported on at regular departmental meetings.
- Hold a formal annual review of the plan to identify progress, successes and roadblocks. This is also a good time to make sure what was important a year ago is still relevant. It’s also an opportunity to add any newer information based on changes to the landscape the organization operates within.
There you have it! From planning & engagement to implementation & follow-through, make your strategic planning efforts a success!
Til next time,
Frank
