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3 Strategic Planning Conduct External Environmental Analysis Conduct Internal Organizational Assessment Perform Data Collection Perform Data Analysis Create Strategic Vision Set Strategic Direction Construct Strategic Plans Design & Execute Implementation Evaluate Performance
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Strategic Planning
Chester County Library SystemStrategic Planning Steering Committee
November 14, 2008
Gail Griffith
2
Agenda
Introductions Strategic planning methods
Search conference Other parts of the process
Role of steering committee members
Next steps Timeline
3
Strategic Planning
Conduct External
Environmental Analysis
Conduct Internal
Organizational Assessment
Perf
orm
D
ata
Col
lect
ion
Perf
orm
D
ata
Ana
lysi
sCreate Strategic
Vision
Set Strategic Direction
Construct Strategic
Plans
Design & Execute
Implementation
Evaluate Performance
4
Why Search Conference?
Very high community and staff involvement
Produces results using a short time frame and limited budget
Excellent process for Chester County’s needs
5
What is a Search Conference*? A planning meeting that helps people move from ideas
to action very quickly Task-focused
Gets the ‘whole system’ in the room
Based on 50+ years of research and practice
Used in all sectors of society, and in cultures around the world
*Adapted from information provided by the Future Search Network
6
Conditions for Success Get stakeholders from throughout the system in the
room Large group process Group members should be able to commit to action
without seeking further permission
Explore the ‘whole elephant’ before acting on any part
Keep common ground and future focus front and center. Differences and conflicts are information, not action items
Encourage self-management and responsibility for action by participants before, during, and after the conference
7
Conditions for Success
Participants attend the full conference
Meet in healthy, comfortable conditions
Allow enough ‘soak time’ Scheduling options
Ask for voluntary public commitments to action before participants leave
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Methodology
Day One: A.M.1. Focus on the Past
Timeline of key events2. Focus on the Present—External Trends
Mind Map to identify trends and select key trends
Stakeholder groups describe what they are doing now in relation to key trends and what they hope to do in the future
9
Methodology, continued
3. Focus on the Present Stakeholders report what they are
proud of and sorry about in the way they are dealing with the library
Day One: P.M.4. Ideal Future Scenarios
Diverse groups put themselves into the future and describe their preferred future as if it had already occurred
10
Methodology, continued
Day Two: A.M.5. Identify Common Ground
Diverse groups post themes they believe are common ground for everyone
6. Confirm Common Ground Individuals organize into groups by
self-selecting a goal they want to work on
11
Methodology, continued
Day Two, P.M.7. Action Planning
Goal groups write a goal and objectives Each group presents its work and
receives feedback Groups have the opportunity to
upgrade their work
12
In a typical process
Participants produce a plan that is about 85% complete
Participants have a commitment to the results and will support moving the work forward
A designated small group refines and completes the document, preserving the group’s original intent
13
For More Information
Future Search, by Marvin Weisbord and Sandra Janoff
Discovering Common Ground, edited by Marvin Weisbord
Future Search Network, www.futuresearch.net
14
Other Steps /Sources of Data Online surveys for staff
Brief, engaging, test ideas Focus group (or larger group) discussions
with community members Ensure important stakeholder groups are
included Interviews with key stakeholders
For example, community leaders who can’t attend Search Conference
Best Practices Knowledge of staff, community, Board,
Steering Committee, consultant
15
Community communication
HIGH level of communications within and external to the library throughout the process
Transparent process Wiki
16
What’s a wiki? Web software designed for collaboration
‘Wisdom of the Crowds’ Easy to use
No special software knowledge or training required Can add text, photos, movies, more
Can set the desired levels of control and access Can keep private or make public Can distribute and share passwords for permission
to create, edit, or moderate Anyone can comment without having a password
From the Hawaiian, wiki-wiki means quick Wikipedia is an example
17
Why a wiki for this project?
Large number of people involved Lots of research, data produced Want to be able to share it widely
Can use a variety of visual and audio media to share information
Easy to update Anyone can participate, share opinions
(you determine who and how much) Can use it to publish a portfolio
18
Roles of key players
Library Director Steering Committee members Key Staff Consultant
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Timeline and Milestones
Data Collection Surveys Focus Groups Interviews
Search Conference Location to be determined Dates Develop list of stakeholders to invite
Communications Wiki?
Steering Committee Meetings