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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
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?
