Transcript [Workshop Title] - PlayBook Consulting Group

Grants Central
Station
presents the
Fundamental Five+ Non-Profit Training
Series
Strategic Planning
and Tactical Implementation
Leslie Mullens
PlayBook Consulting Group
December 7, 2010
© 2010 PlayBook Consulting Group
1
Mahalo to our Sponsors!

Office of Hawaiian Affairs - Community
Building Economic Development Grant

Tri-Isle Resource Conservation &
Development - Fiscal Sponsor

Grants Central Station

PlayBook Consulting Group - Producer

GCS Board: Anna Ribucan, Richard Kehoe,
Susie Thieman, and Faye Cummings
© 2010 PlayBook Consulting Group
2
What if…?

…you could get your entire organization to agree on a
shared set of values, a vision, your mission, and the
programmatic direction for the agency?

…you had a checklist that took personal agendas, politics,
ego, and drama out of discussing and making major
decisions?

…you were easily able to determine any plan’s
achievability in less than 20 minutes?

…you could focus your organization’s efforts on your 3-5
most critical success factors?

…you had a roadmap and a way to motivate your board &
staff while also holding them accountable for results and
committed goals?
© 2010 PlayBook Consulting Group
3
Today’s Objectives

Understand the Organizational Overview and RealTime Strategic Response

Learn Ways to build consensus for your
Organizational Identity: Vision, Mission, and Values

Use SWOT: 1st Step Achievability Assessment Tool

Gain insight into Critical Success Factors and how to
narrow your team’s productive focus

Understand the steps to build a Strategic Roadmap

Learn how to sidestep common Tactical
Implementation Barriers w/ 5 Game Changing Tools
© 2010 PlayBook Consulting Group
4
Agenda
8:30am
Welcome, Introductions, & Pre-Quiz
8:45am
Strategic Planning Primer & Visioning
9:15am
The 1-Page Organizational Overview
9:45am
Trade Secrets: Real-Time Strategic Response, SWOTs
10:10am
NETWORKING BREAK - 15 mins.
10:25am
Keys to Success & Programmatic Direction - The Funding
Fulcrum
10:45am
Roadmap: Diagram for Dollar$
11:15am
NETWORKING BREAK - 15 mins.
11:30am
Implementation Success Panel
© 2010 PlayBook Consulting Group
5
Workshop Door Prize

Business Card Drawing - Today Only!

PlayBook Consulting Group has donated a $500 Gift
Certificate to apply towards a HCF OCB Strategic
Planning Grant proposal, due Feb. 1, 2011
Strategic Planning Engagement
HCF OCB Grant Proposal
$5,500*
$750*
$6,250
Minus $500 PlayBook Gift Certificate
Minus $5,000 HCF OCB Grant **
Potential Opportunity
*before GET
- $500
-$5,000
$750
**PlayBook & GCS do not guarantee the OCB grant will be awarded
© 2010 PlayBook Consulting Group
6
Who’s in our Hui?

Repeat Participants

Kind of agencies represented (i.e. Health &
Human Services, Arts & Education, Civic)

Roles here (Exec. Dir., Board, Staff,
Volunteer)

Strategic planning in the past

What was the BEST outcome you had?
© 2010 PlayBook Consulting Group
7
My Motivation
a re
nd a
e™ a or
im
T
k
s
ic
.
s
Qu
pr e
ic ture
dec om
t his p
e
e
s
d to
neede
a re
Quic
kTim
need dec om e™ an
ed to pr es d a
s ee sor
this
pic tu
re.
“Arrogance or apathy?
Either extreme puts us in
peril, for the absence of
proper planning and
preparation can only lead
to fallow fields…or worse.”
~ Leslie Mullens
The PlayBook for Nonprofits
© 2010 PlayBook Consulting Group
8
Why Else Do We Plan?
“The most revolutionary concept for nonprofits
is perhaps that the way to succeed in this
market is by differentiation: identifying and
constantly strengthening competitive
advantage relative to others in the market.”
~ David La Piana
The Nonprofit Strategy Revolution
© 2010 PlayBook Consulting Group
9
What IS Strategic Planning?
© 2010 PlayBook Consulting Group
10
Strategic Planning is…
 Defining Who You Are as an Organization

Identifying Competitors & Differentiating

Identifying Community Needs

Determining Your Overriding Direction & Motivation
(Strategic Plan)
 Building a Fundable Platform of Programs & Services
(Tactical Implementation Plan/Roadmap)
So you can survive and thrive in a shifting
economy
(and serve more people more effectively!)
© 2010 PlayBook Consulting Group
11
Steps to Strategic Planning
Vision & Mission
Who do we want to become?
Strategy
How will we achieve our vision?
Critical Success Factors / Big Questions
What MUST go right to fulfill our strategy?
Goals
What goals will we set to make those things happen?
Programs / Projects / Deliverables
Specific activities, tasks and outcomes to meet the set goal
© 2010 PlayBook Consulting Group
12
A Process to Consider
1.
Create Context: Environmental Scan / “State of the
Agency”
2.
Identify who you are as an organization
3.
Assess current mission achievability
4.
ID critical success factors
5.
Design a plan built on those areas of focus
6.
Structure accountability in plan: Metrics, SMART
goals, “Business Reviews”
7.
Continuous Improvement Loop on the Tactical Plan
© 2010 PlayBook Consulting Group
13
Interlocking Strategic Focus
Organizationa
Includes the company or non-profit’s vision,
l
mission, trends/market
conditions,
competitors, strategic partners, and market
position
Operational
The overarching administrative
systems, policies, processes, &
personnel who support organizational
& programmatic strategies
Programmatic
Programs & activities that will address specific
strategic outcomes related to the target market
© 2010 PlayBook Consulting Group
14
Vision
Put your materials on the floor, sit back, and relax
© 2010 PlayBook Consulting Group
15
Vision
 Goals & priorities are defined by values and a
shared vision for what you want to create
 Vision - an image of what your community will
become as a result of what you do for them
 A vision is future-oriented and does not change
 Sits somewhere between possible and impossible
 A vision statement is creative and inspiring
 Defines what you stand for & why you exist as an
organization
© 2010 PlayBook Consulting Group
16
PlayBook’s Vision
Evolve the economy into a
cooperative network of
high-performance
values-based businesses
© 2010 PlayBook Consulting Group
17
How Will We Use a Vision?
 Your Vision is for YOU
 It’s the point on the horizon that
everyone in the canoe is paddling
toward
 Inspires your team - take risks &
rise to a higher, noble purpose
 Usually a goal for greater good
© 2010 PlayBook Consulting Group
18
Sample Visions
Kamehameha Alumni Association
Transform Beneficiaries into Benefactors
Disney
JFK & NASA
Make people laugh
Land a man on the moon &
return him safely to earth
Coca-Cola
Pepsi
A Coke within every arm’s reach
Beat Coke
© 2010 PlayBook Consulting Group
19
ENERGIZER
Building Trust: Groups of 6-8
Next up: The Organizational Overview
© 2010 PlayBook Consulting Group
20
Real-Time Strategic Response
A sound decision-making
process whose criteria
is aligned with the
organization’s core identity
Created before a need
arises
Used to address unexpected
issues for which no strategy
currently exists (but one may
be called for)
© 2010 PlayBook Consulting Group
21
Elements / Tools
 Organizational Overview Defining statements about who
you are, what you do, and what
you stand for
Game
Changer
#1
 Strategic Response Decision
Tree - Decision-making criteria to
determine adoption of one
strategy over another. Evaluates
the impact of the strategy. Based
on organizational alignment
© 2010 PlayBook Consulting Group
Game
Changer
#2
22
Crafting Your Checklist
Brainstorm the “make or break” criteria the
board will use to gauge any strategy’s viability
MUST HAVE’S
“Does it support our mission?”
“Does it reinforce, strengthen, or create competitive advantage?”
Results Required
Promotes Prof. Development
Values Alignment
Sustainable
Financial Criteria
Leverages Existing Talent
EXT / INT Environment
Directly Addresses Issue
© 2010 PlayBook Consulting Group
23
Organizational Overview Elements
Vision
Mission
Core Competencies
Clients Served
Programs / Curriculum
You’ll want to use the
worksheet to
document your
identity statement for
future reference
Competitive Advantage
Funding Sources
© 2010 PlayBook Consulting Group
24
Values: What Matters Most
We all operate from a core set of values that drive:
 Our decisions
 Our behavior
 Our relationships
 Org culture drives what we do and how we do it

Based on our collective values & belief system
So, what are our organizational values?
© 2010 PlayBook Consulting Group
25
Mission Possible!
 Defines what your organization intends to do or
achieve - daily
 Memorable - everyone in the agency should be able
to recite & explain it
 It answers 3 questions:
1.
What’s the purpose of the organization? - opportunities
or needs that your agency exists to address
2.
What is the business of the organization? (What are you
doing to address those needs)
3.
What are the organization’s values? (What principles or
beliefs guide your work?)
© 2010 PlayBook Consulting Group
26
Sample Mission
PlayBook’s Mission
Improve every business & individual we touch
as positive contributors in their communities
through guidance & training that create
opportunities and the ability to act on them
© 2010 PlayBook Consulting Group
27
Sample Mission
PlayBook’s Mission
Improve every business & individual we touch
as positive contributors in their communities
through guidance & training that create
opportunities and the ability to act on them
The Purpose
© 2010 PlayBook Consulting Group
28
Sample Mission
PlayBook’s Mission
Improve every business & individual we touch
as positive contributors in their communities
through guidance & training that create
opportunities and the ability to act on them
The Business
© 2010 PlayBook Consulting Group
29
Sample Mission
PlayBook’s Mission
Improve every business & individual we touch
as positive contributors in their communities
through guidance & training that create
opportunities and the ability to act on them
The Values
© 2010 PlayBook Consulting Group
30
Sharing the Story
ACTIVITY:

Pick a partner

Write your name on the top of the worksheet
and hand it to your partner

Partner #1 interviews Partner #2 - 5 mins.

Interviewer takes notes on partner’s sheet

FOCUS: Vision, Mission, Clients, Programs,
Competitive Advantage - 2 minutes each
© 2010 PlayBook Consulting Group
31
NETWORKING BREAK
15 minutes
Next up: Plotting a SWOT
© 2010 PlayBook Consulting Group
32
More Free Workshops!
Upcoming Fundamental Five+ Workshops
from Grants Central Station
Jan 11
Board Development
Feb 22
Legal & Insurance Issues
March 8
Fundraising & Development
© 2010 PlayBook Consulting Group
33
Workshop Door Prize

Business Card Drawing - Today Only!

PlayBook Consulting Group has donated a $500 Gift
Certificate to apply towards a HCF OCB Strategic
Planning Grant proposal, due Feb. 1, 2011
Strategic Planning Engagement
HCF OCB Grant Proposal
$5,500*
$750*
$6,250
Minus $500 PlayBook Gift Certificate
Minus $5,000 HCF OCB Grant **
Potential Opportunity
*before GET
- $500
-$5,000
$750
**PlayBook & GCS do not guarantee the OCB grant will be awarded
© 2010 PlayBook Consulting Group
34
Agenda
8:30am
Welcome, Introductions, & Pre-Quiz
8:45am
Strategic Planning Primer & Visioning
9:15am
The 1-Page Organizational Overview
9:45am
Trade Secrets: Real-Time Strategic Response, SWOTs
10:10am
NETWORKING BREAK - 15 mins.
10:25am
Keys to Success & Programmatic Direction - The Funding
Fulcrum
10:45am
Roadmap: Diagram for Dollar$
11:15am
NETWORKING BREAK - 15 mins.
11:30am
Implementation Success Panel
© 2010 PlayBook Consulting Group
35
What’s a SWOT?
Game
Changer
#3

SWOT = Strengths, Weaknesses, Opportunities, &
Threats

It’s a PLANNING tool - helps you plan any GOAL

It’s a first step in deciding if a goal is achievable,
given all the SWOT parts

If it isn’t, can you change any part of the plan or the
challenges?

If it is, now you know the things you have to plan
around to succeed
© 2010 PlayBook Consulting Group
36
Internal
Origin
(attributes of the
organization)
External
Origin
(attributes of the
environment)
SWOT ANALYSIS
Helpful
Harmful
in achieving the objective
to achieving the objective
Strengths
Weaknesses
S W
O T
Opportunities
© 2010 PlayBook Consulting Group
Threats
37
SWOT’s to Consider
 Team Expertise
 Facilities
 Benchmarking
Relationships with Bestin-Class Industry
Leaders
 Strategic Partnerships
 Training
 Relationships with Other
Organizations
 Adequate Staffing
 Money
 Relationships with Gov’t
Agencies
 Reaching the Needful
Clients in the Community
 Infrastructure (like I.T.,
phones, transportation)
 Co-op’ing CrossAgency Resources
© 2010 PlayBook Consulting Group
38
Keys to Success
 Critical Success Factors = the things that MUST go
right (and go well) for your organization to succeed
 Example: a restaurant MUST have
 Good Food
 Great Service
 Clean, Good Atmosphere, etc.
 These are Critical Success Factors - or KEYS TO
SUCCESS.
 Figuring these out NOW helps you define goals and
set priorities for what’s most important to deal with in
your organization
© 2010 PlayBook Consulting Group
39
Sample Nonprofit Keys
Company A
Company B
Company C
Clinical Excellence
Accountability
Client-centered
Care
Excellence in
Service
Responsibility
Learning
Social Support
Spiritual Support
Community Support
Accountability
IT Infrastructure
High-Functioning Board
Exemplary Conduct
Financial
Management
Competence
Collaboration
Continuous
Improvement
Stability & Integrity
Education &
Development
Strategic
Partnerships
Integrated Cross-Agency Programs
Diverse Funding Sources
© 2010 PlayBook Consulting Group
40
Categories for Focus

Crisis Triage - Stopgap
plans for immediate
relief

Short-term Objectives
- 12-18 month, “shovel
ready”

Long-Term Objectives
- 2-10 years, complex,
perpetuity planning
© 2010 PlayBook Consulting Group
41
Strategic Response Checklist
Consistent with Mission
Reinforce / Create New
Competitive Advantage
Dedicated Source
of Funding
Every strategy
proposed as a
response to a Key to
Success or Big
Question goes
through the Checklist
Strengthen Community
Reputation / Position
Leverage Existing Staff
Aligned with Org Values
Is the proposed
strategy a fit with
your identity?
© 2010 PlayBook Consulting Group
42
QuickTime™ and a
decompressor
are needed to see this picture.
ACTION STEPS
© 2010 PlayBook Consulting Group
43
Roadmap: Diagram for Dollar$
For each Critical
Success Factor, your
Tiger Teams have to
identify these
elements to create a
trackable Tactical
Implementation Plan
 Success Metrics
 Create Strategy
 Plot a SWOT
 ID Keys to Success
 Devise 12-month
Action Plan
© 2010 PlayBook Consulting Group
44
Qu i c k T i m e ™ a n d a
d e c o m p re s s o r
a re n e e d e d t o s e e t h i s p i c t u re .
Critical Success Factor
Community
Awareness
(Marketing & PR)
GOAL-SETTING TREE DIAGRAM
Major Program to
Achieve Strategy
1. Define
Target
Market
2. Analyze our
Strategy to Achieve Factor
Develop a Marketing
Plan that raises
community
awareness and
attracts our target
customers
Competitors
(what’s
our
Define
CompetitiveA
Target
dvantage
Market?)
3. Define Key
Marketing
Messages
4. Write
Marketing
Plan
PLAYBOOK CONSULTING GROUP
© 2010 PlayBook Consulting Group
SMART Goals
GOAL #1: Define all the different kinds
of customers who would want or need
what we offer (breakdown by
demographics, geography, etc.)
GOAL #2: Identify what each Target
Market Segment needs (what they say
they need & the deeper psycho-logical
need it represents).
GOAL #3: Discover Lifestyle & Decisionmaking info about Segments (What else
do they buy? Where do they go to decide
what they’ll buy?)
GOAL #4: Match Target Market
Segments with the appropriate media
outlets for marketing (i.e. radio, TV,
newspapers, Internet, word-of-mouth)
45
Mail 50 Waiohuli Street, Unit K  Kihei, Maui, Hawaii 96753  Phone 808.280.6699  Fax 808.875.7536  Email [email protected]  Web
GOAL-SETTING TREE DIAGRAM EXAMPLE #1
Critical Success Factor
Community Awareness (Marketing & PR)
Strategy to Achieve Factor
Develop a Marketing Plan that raises community awareness and
attracts our target customers
Major Program to Achieve Strategy
1. Define Target Market
SMART Goals
Define the different kinds of customers who need what we offer
(breakdown by demographics, geography, etc.) by 2/1/10 (Joel)
Identify each Target Market Segment’s needs (what they say they
need & the psychological need it represents). by 3/1 (Kat)
Discover Lifestyle & Decision-making info about Segments: What else
do they buy? How do they decide what to buy? by 3/15 (TJ)
2. Analyze our Competitors
(what’s our Competitive
Advantage?)
3. Define Key Marketing
Messages
PLAYBOOK CONSULTING GROUP
© 2010 PlayBook Consulting Group
46
Mail 50 Waiohuli Street, Unit K  Kihei, Maui, Hawaii 96753  Phone 808.280.6699  Fax 808.875.7536  Email [email protected]  Web
Measure It!
What’s Success Look Like?
HOW DO YOU KNOW WHEN
YOU’VE SUCCEEDED?
 Success Metrics are the things you measure to
gauge your performance
 Help you identify how you’re doing on your goals
 Examples: # of visitors, # of programs, revenue,
expenses
For EACH Key to Success, what are 1-3 Metrics?
© 2010 PlayBook Consulting Group
47
Your Key’s Strategy for Success
ACTION + DELIVERABLE = SUCCESS FACTOR
& OUTCOME
Key: Community Awareness
Strategy:
Develop
ACTION
a Marketing Plan
DELIVERABLE
that raises community awareness
SUCCESS FACTOR
and attracts our target audience
OUTCOME
© 2010 PlayBook Consulting Group
48
Internal
Origin
(attributes of the
organization)
External
Origin
(attributes of the
environment)
SWOT ANALYSIS
Helpful
Harmful
in achieving the objective
to achieving the objective
Strengths
Weaknesses
S W
O T
Opportunities
© 2010 PlayBook Consulting Group
Threats
49
Keys to Success
 Critical Success Factors = the things that MUST go
right (and go well) for your organization to succeed
 Example: a restaurant MUST have
 Good Food
 Great Service
 Clean, Good Atmosphere, etc.
 These are Critical Success Factors - or KEYS TO
SUCCESS.
 Figuring these out NOW helps you define goals and
set priorities for what’s most important to deal with in
your organization
© 2010 PlayBook Consulting Group
50
GOAL-SETTING TREE DIAGRAM EXAMPLE #1
Critical Success Factor
Community Awareness (Marketing & PR)
Strategy to Achieve Factor
Develop a Marketing Plan that raises community awareness and
attracts our target customers
Major Program to Achieve Strategy
1. Define Target Market
SMART Goals
Define the different kinds of customers who need what we offer
(breakdown by demographics, geography, etc.) by 2/1/10 (Joel)
Identify each Target Market Segment’s needs (what they say they
need & the psychological need it represents). by 3/1 (Kat)
Discover Lifestyle & Decision-making info about Segments: What else
do they buy? How do they decide what to buy? by 3/15 (TJ)
2. Analyze our Competitors
(what’s our Competitive
Advantage?)
3. Define Key Marketing
Messages
PLAYBOOK CONSULTING GROUP
© 2010 PlayBook Consulting Group
51
Mail 50 Waiohuli Street, Unit K  Kihei, Maui, Hawaii 96753  Phone 808.280.6699  Fax 808.875.7536  Email [email protected]  Web
A Plan that Works
~ 30 ~
~ 60 ~
~ 90 ~
QuickTime™ and a
decompressor
are needed to see this picture.
7- day Steps
Who’s Your
Accountability Buddy?
© 2010 PlayBook Consulting Group
52
ONE-A-WEEK 90-DAY SUCCESS PLANNER
LIST MAJOR PROG RAMS &
G OALS FOR THE Q UARTER
A.
B.
C.
D.
E.
F.
Each week for 90 days, write down 1-3 action items that, when
accomplished, will move you closer to achieving your goals at the left. Be
sure to contact your Accountability Buddy each week to share progress
and get support.
Accountability Buddy’s Name:
Week 1
Week 7
/
Accountability Buddy Contacted?
 yes
 no
Buddy’s Phone:
Buddy’s Email:
1
1
2
2
3
3
Week 2
/
Accountability Buddy Contacted?
 yes
 no
Week 8
1
1
2
2
3
3
Week 3
/
Accountability Buddy Contacted?
 yes
 no
Week 9
1
1
2
2
3
3
Week 4
/
Accountability Buddy Contacted?
 yes
 no
W e e k 10
1
1
2
2
3
3
Week 5
/
Accountability Buddy Contacted?
 yes
 no
W e e k 11
1
1
2
2
3
3
Week 6
/
Accountability Buddy Contacted?
 yes
 no
W e e k 12
1
1
2
2
3
3
/
Accountability Buddy Contacted?
 yes
yes
nono
/
Accountability Buddy Contacted?
 yes
 no
/
Accountability Buddy Contacted?
 yes
 no
/
Accountability Buddy Contacted?
 yes
 no
/
Accountability Buddy Contacted?
 yes
 no
/
Accountability Buddy Contacted?
 yes
 no
53
PlayBook’s One-a-Week 90-Day Success Planner is based on Les Hewitt’s Achievers Coaching Program and Jack Canfield’s Self-Esteem Seminars.
© 2010 PlayBook Consulting Group
Wrap-Up
© 2010 PlayBook Consulting Group
54
Test Your Knowledge

Our funder (and we!) want to know how
effective this workshop was for you.

This 5-minute Post-Workshop Quiz
helps us gauge your progress and our
success.
Mahalo.
© 2010 PlayBook Consulting Group
55
Help Us Serve You Better!
Please take 5 more minutes to complete
the Workshop Evaluation so that we can
improve this and future offerings from
Grants Central Station
Mahalo.
© 2010 PlayBook Consulting Group
56
BREAK
15 minutes
Next up: Implementation Panel
© 2010 PlayBook Consulting Group
57
More Free Workshops!
Upcoming Fundamental Five+ Workshops
from Grants Central Station
Jan 11
Board Development
Feb 22
Legal & Insurance Issues
March 8
Fundraising & Development
© 2010 PlayBook Consulting Group
58
Workshop Door Prize

Business Card Drawing - Today Only!

PlayBook Consulting Group has donated a $500 Gift
Certificate to apply towards a HCF OCB Strategic
Planning Grant proposal, due Feb. 1, 2011
Strategic Planning Engagement
HCF OCB Grant Proposal
$5,500*
$750*
$6,250
Minus $500 PlayBook Gift Certificate
Minus $5,000 HCF OCB Grant **
Potential Opportunity
*before GET
- $500
-$5,000
$750
**PlayBook & GCS do not guarantee the OCB grant will be awarded
© 2010 PlayBook Consulting Group
59
Implementation Panel
Ginger Gannon: [email protected]
Leslie Mullens: [email protected]
© 2010 PlayBook Consulting Group
60
Grants Central Station
www.GrantsCentralStation.org
Mahalo
For More Information or to
Register for an Upcoming Workshop
Leslie Mullens (808) 875-0500 or
[email protected]
© 2010 PlayBook Consulting Group
61