Prepared for the Chester County Public Library

January 9, 2006

South Carolina State Library

Introduction to Introduction to Strategic Strategic PlanningPlanning

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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

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Part One: The Basics

Definition - Strategic Planning

Steps in the Process

Components

The Benefits

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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

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Key Characteristics 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

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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

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Why Do A Strategic Planning

Concentration of resources on key areas

Ability to deal with and manage change

Improved decision-making and management effectiveness

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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

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Discussion Question #1

How could a strategic plan benefit your library?

How could a strategic plan benefit your library?

Embracing Embracing Change – The Change – The Library ContextLibrary Context

Part Two: The Context for

Change

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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

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“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

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The Critical Balance in Strategic Planning

Managing for Stability

• Desired features• Valued attributes• Core values

Managing for Change

• Adaptability• External Forces• Continued relevance

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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 The Strategic Plan – A Tool for – A Tool for

Managing ChangeManaging Change

Part Three: Review

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Situation Audit

Profile of Existing Services

Historical Changes in Services

“Where Are We Now?”“Where Are We Now?”

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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?”

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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

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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.

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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

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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

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Strategic Directions describe the broad initiatives necessary to achieve each goal.

Definitions

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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

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Vision

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

The Library and its Branches, rooted in Chester’s vibrant and healthy communities, are meeting places and destinations that enliven their neighborhoods, enhance understanding of cultural diversities, and link people to one another, to a sense of Chester’s past, and to their shared future.

Strategic Directions

Community & Civic Role

Information Gateway: Develop

Community Facilities

Marketing & Communication

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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

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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 FailWhy Plans Fail

Part Four:

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Why We Fail #1

Ineffective Vision Ineffective Vision

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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

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Why We Fail #2

No Follow-Through –Poor Implementation No Follow-Through –Poor Implementation

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Effective Implementation and Evaluation

County/Local Strategic Plan

Library Strategic Plan

Action Plans

Performance Measures

Capital / Operating Budget

Implementation Strategies staffing programs/services marketing

budget schedules accountability

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Why We Fail #3

Poor Leadership Poor Leadership

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Clear Vision

Willingness to Embrace Change

Desire to Reposition the Library in the Community

An Effective Communicator

Leadership Qualities

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Why We Fail #4

Poor CommunicationPoor Communication

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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

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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 FivePart Five

Doing A Plan – What’s

Involved

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Creating 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

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Creating 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

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Creating a Plan :Other Considerations

Outside Assistance Timing Monitoring and Updating Resources

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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?

Dr. Curtis R. RogersDr. Curtis R. RogersDirector, Division of Director, Division of

Statewide Library ServicesStatewide Library ServicesSC State LibrarySC State Library

curtis@leo.scsl.state.sc.uscurtis@leo.scsl.state.sc.us803-734-8928803-734-8928

www.statelibrary.sc.govwww.statelibrary.sc.gov

Thank You