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Strategic Planning Workshop
July 9, 2011
Purpose of the Workshop
Answer two questions:
1. What is Strategic Planning?2. How does the WDRA formulate a
strategic direction for the next 5 to 10 years?
Everyone in attendance should participate
Agenda
8:30 – 10:00 Presentation by Clem Pelot, Q & A
10:00 – 10:15 Coffee break10:15 – 10:45 Group discussion
WDRA mission and mandates
10:45 – 11:45 Group discussionSWOC analysis
11:45 Closing remarks (Gayle)
WDRA Strategic Plan Team
WDRA Board of DirectorsAd Hoc CommitteeWorking groups Programming
Physical plantFinance
This workshop will provide the WDRA and Ad Hoc Committee the tools to develop your Strategic Plan
Strategic Planning Workbook
“Creating and Implementing Your Strategic Plan”
Authors John Bryson and Farnum Alston
Simple, flexible modelManageable stepsProvides many ‘tools’ (worksheets)Keeps you on track
What is Strategic Planning?
Now used by most public/ non profit organizations
Comprehensive, ‘big picture’ processDefines a vision for the future (where you
want to be)Recognizes WDRA’s changing
environmentProactive and flexible in addressing issuesCyclical
Benefits of Strategic Planning
Improve WDRA services provided to residents
More effective use of resources (people and money)
Increased organizational efficiencyImproved understanding and buy-inMore likely political support at all levelsRationalize future decisions by WDRA Specific, targeted actions
The ABC’s of Strategic Planning
A) Where You Are
B) Where You Want To Be
C) How You Get There
This framework is used to introduce you to the elements of Strategic Planning
A) Where You Are
Organizational readinessWDRA mission and mandates The role of volunteers Condition, capacity and use of the arena
and hallStakeholder inputSWOC analysis
Organizational Readiness
Consensus on the need for a Strategic Plan
Involvement of key decision makersCapacity / knowledge of WDRA
volunteersUnderstanding the steps and timelineScope of the effortRole of the Ad Hoc Committee
WDRA Mission“We are a non-profit community governed
organization, whose purpose is to support the people of our community in meeting their recreational, athletic and social needs; to achieve the best possible community spirit and wellbeing.”
WDRA MandatesTo manage the maintenance and safe
operation of the Westmeath Recreation Centre facility.
To rent the WRC facilities, indoor or outdoor, to a range of user groups or individuals throughout the year.
To present and operate a range of outdoor and indoor events throughout the year - sports, recreation, community building, hobby and leisure events - as a part of the delivery of recreational services in the Township of Whitewater Region.
WDRA Mandates
To recruit and train volunteers.To promote and publicise the events, the
work of the association and the lifestyle of the community at large.
To best support the spirit of community building and serve as a gathering centre and hub for all participants.
The Role of WDRA Volunteers
GovernanceOperationsPlanningCommunication
Condition, Capacity and Use of the Westmeath Arena and Hall
Technical assessment of building condition
Annual use (by group/ activity) of each facility
How that use compares to 5 years agoRemaining hours available (Prime/ non
prime)Current and future demand
Stakeholder Input
Arena user groupsHall user groupsMunicipality and other RA’sLocal sponsors/ companiesService clubs
SWOC Analysis
Strengths and weaknesses of WDRAOpportunities and challenges facing
WDRAStrategic implications
B) Where You Want To Be
Identify WDRA’s highest priority issuesEstablish a Vision for 2021 Update WDRA Mission StatementDevelop Goals and Objectives
Identify Highest Priority Issues
Examples of possible issues facing the WDRA:
Repair/ replacement of facilitiesRisk management/ liability for
volunteersSuitable expertise to maintain facilitiesCommunicationLevel of Municipal support
Establish WDRA Vision to 2021
The new Vision should describe what the WDRA should look like as it successfully implements its strategies and achieves its full potential
“Where and what do we want to be?”
Sample Vision for Parks and Recreation in Petawawa
“Petawawa is a healthy, vibrant community that promotes a high quality of life through the provision of recreational opportunities for residents of all ages.”
Update WDRA Mission Statement
The Mission Statement should clarify WDRA’s purpose and indicate why the Association is doing what it is
“What are we here to do?”
Develop Goals and Objectives
Goal: a long term organizational target or direction of development (what WDRA wants to accomplish or become over the next ten years)
Objective: a measurable target that must be met on the way to attaining a goal
C) How You Get There
Formulate StrategiesDevelop an Action PlanEvaluation/ reporting
Formulate Strategies
Strategy: the means by which the WDRA intends to accomplish each Goal or Objective (the ‘how’)
Strategies must:Address each priority issueHelp WDRA fulfill its missionBe described in reasonable detailBe ranked
Develop an Action Plan
A plan for the day-to-day operation of the WDRA:
Typically an annual planSpecific actions described and prioritizedExpected results definedWho is responsibleWhere/ when will actions be takenWhat resources are neededCommunication process
Evaluation and Reporting
Monitor implementation of strategiesReassess strategies and adjustReport annually to stakeholdersDecide if/ when a new strategic plan is
needed
Bryson’s Ten Step Process
For each step, the workbook provides:Purpose of the stepOutcomesWorksheet directions
Ten Steps to Complete the Plan
1. Initiate and Agree on a Strategic Planning Process
2. Clarify WDRA Mission and Mandate3. Stakeholder Input4. SWOC Analysis5. Identify and Frame Priority Issues
Ten Steps to Complete the Plan
6. Formulate Strategies7. Review and Adopt the Strategic Plan8. Establish a WDRA Vision for the Future9. Develop an Implementation Process10. Reassess Strategies and Strategic
Planning Process
Design ChoicesWhose Strategic Plan is it? WDRA’sWhat is the purpose of the effort?
EnhanceWDRA’s organizational performanceHow can the process be tailored? KISS… Ad
Hoc Committee members and other volunteers doing the work
What are the dangers to avoid? Autonomous decision making, different work groups not in synch, inadequate communication
Keys to a Successful ProcessBe sure the organization is readyStrengthen leadership and ensure adequate
participation of stakeholdersMake sure the process has a skillful championBuild understanding to support wise strategic
thinking, acting and learningCultivate necessary political supportFoster effective decision makingDesign a process that is likely to succeedManage the process effectively
Questions?
Work Group AssignmentsFollowing the coffee break:
10:15 – 10:45 Group discussionWDRA mission and
mandate10:45 – 11:45 Group discussion
SWOC analysis11:45 Closing remarks (Gayle)