1© 2010 PlayBook Consulting Group
Strategic Planningand Tactical Implementation
presents the
Fundamental Five+ Non-Profit Training Series
Grants Central Station
Leslie MullensPlayBook Consulting Group
December 7, 2010
2© 2010 PlayBook Consulting Group
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
3© 2010 PlayBook Consulting Group
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?
4© 2010 PlayBook Consulting Group
Today’s Objectives
Understand the Organizational Overview and Real-Time 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
5© 2010 PlayBook Consulting Group
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
6© 2010 PlayBook Consulting Group
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 $5,500*
HCF OCB Grant Proposal $750*
$6,250
Minus $500 PlayBook Gift Certificate - $500
Minus $5,000 HCF OCB Grant ** -$5,000
Potential Opportunity $750
*before GET **PlayBook & GCS do not guarantee the OCB grant will be awarded
7© 2010 PlayBook Consulting Group
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?
8© 2010 PlayBook Consulting Group
My Motivation
“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 MullensThe PlayBook for Nonprofits
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9© 2010 PlayBook Consulting Group
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 PianaThe Nonprofit Strategy Revolution
11© 2010 PlayBook Consulting Group
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!)
12© 2010 PlayBook Consulting Group
Vision & MissionVision & MissionWho do we want to become?Who do we want to become?
Vision & MissionVision & MissionWho do we want to become?Who do we want to become?
StrategyStrategyHow will we achieve our vision?How will we achieve our vision?
StrategyStrategyHow will we achieve our vision?How will we achieve our vision?
Critical Success Factors / Big QuestionsCritical Success Factors / Big QuestionsWhat MUST go right to fulfill our strategy?What MUST go right to fulfill our strategy?
Critical Success Factors / Big QuestionsCritical Success Factors / Big QuestionsWhat MUST go right to fulfill our strategy?What MUST go right to fulfill our strategy?
GoalsGoalsWhat goals will we set to make those things happen?What goals will we set to make those things happen?
GoalsGoalsWhat goals will we set to make those things happen?What goals will we set to make those things happen?
Programs / Projects / DeliverablesPrograms / Projects / DeliverablesSpecific activities, tasks and outcomes to meet the set goalSpecific activities, tasks and outcomes to meet the set goal
Programs / Projects / DeliverablesPrograms / Projects / DeliverablesSpecific activities, tasks and outcomes to meet the set goalSpecific activities, tasks and outcomes to meet the set goal
Steps to Strategic Planning
13© 2010 PlayBook Consulting Group
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
14© 2010 PlayBook Consulting Group
Interlocking Strategic Focus
OrganizationalIncludes the company or non-profit’s
vision, mission, trends/market conditions, competitors, strategic partners, and market position
Operational
Programmatic
The overarching administrative systems, policies, processes, & personnel who support organizational & programmatic strategies
Programs & activities that will address specific strategic outcomes related to the target market
16© 2010 PlayBook Consulting Group
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
17© 2010 PlayBook Consulting Group
PlayBook’s Vision
Evolve the economy into a cooperative network of
high-performance values-based businesses
18© 2010 PlayBook Consulting Group
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
19© 2010 PlayBook Consulting Group
Sample Visions
Kamehameha Alumni AssociationTransform Beneficiaries into Benefactors
Disney
Make people laugh
JFK & NASA
Land a man on the moon & return him safely to
earth
Coca-Cola
A Coke within every arm’s reach
PepsiBeat Coke
20© 2010 PlayBook Consulting Group
ENERGIZER
Building Trust: Groups of 6-8
Next up: The Organizational Overview
21© 2010 PlayBook Consulting Group
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)
22© 2010 PlayBook Consulting Group
Elements / Tools
Organizational Overview - Defining statements about who you are, what you do, and what you stand for
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
Game Changer
#1
Game Changer
#1
Game Changer
#2
Game Changer
#2
23© 2010 PlayBook Consulting Group
Crafting Your Checklist
Brainstorm the “make or break” criteria the board will use to gauge any strategy’s
viability
Results Required
Values Alignment
Financial Criteria
EXT / INT Environment
Results Required
Values Alignment
Financial Criteria
EXT / INT Environment
Promotes Prof. Development
Sustainable
Leverages Existing Talent
Directly Addresses Issue
Promotes Prof. Development
Sustainable
Leverages Existing Talent
Directly Addresses Issue
MUST HAVE’S
“Does it support our mission?”
“Does it reinforce, strengthen, or create competitive advantage?”
MUST HAVE’S
“Does it support our mission?”
“Does it reinforce, strengthen, or create competitive advantage?”
24© 2010 PlayBook Consulting Group
Organizational Overview Elements
Vision
Mission
Core Competencies
Clients Served
Programs / Curriculum
Competitive Advantage
Funding Sources
You’ll want to use the worksheet to
document your identity statement for
future reference
25© 2010 PlayBook Consulting Group
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?
26© 2010 PlayBook Consulting Group
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?)
27© 2010 PlayBook Consulting Group
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
28© 2010 PlayBook Consulting Group
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
29© 2010 PlayBook Consulting Group
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
30© 2010 PlayBook Consulting Group
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
31© 2010 PlayBook Consulting Group
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
33© 2010 PlayBook Consulting Group
More Free Workshops!
Jan 11 Board Development
Feb 22 Legal & Insurance Issues
March 8 Fundraising & Development
Upcoming Fundamental Five+ Workshops from Grants Central Station
34© 2010 PlayBook Consulting Group
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 $5,500*
HCF OCB Grant Proposal $750*
$6,250
Minus $500 PlayBook Gift Certificate - $500
Minus $5,000 HCF OCB Grant ** -$5,000
Potential Opportunity $750
*before GET **PlayBook & GCS do not guarantee the OCB grant will be awarded
35© 2010 PlayBook Consulting Group
Agenda
8:30am Welcome, Introductions, & Pre-Quiz
8:45am Strategic Planning Primer & Visioning
9:15am The 1-Page Organizational Overview
9:45am Trade Secrets: Real-Time Strategic Response, SWOTs
10:10am NETWORKING BREAK - 15 mins.
10:25am Keys to Success & Programmatic Direction - The Funding Fulcrum
10:45am Roadmap: Diagram for Dollar$
11:15am NETWORKING BREAK - 15 mins.
11:30am Implementation Success Panel
36© 2010 PlayBook Consulting Group
What’s a SWOT?
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
Game Changer
#3
Game Changer
#3
37© 2010 PlayBook Consulting Group
SWOT ANALYSIS
S WStrengths
O TThreats
Weaknesses
Opportunities
Helpfulin achieving the objective
Harmfulto achieving the objective
Inte
rnal
Ori
gin
(att
ribut
es o
f th
e or
gani
zatio
n)
Exte
rnal
Ori
gin
(att
ribut
es o
f th
e en
viro
nm
ent)
38© 2010 PlayBook Consulting Group
SWOT’s to Consider
Team Expertise
Money
Facilities
Strategic Partnerships
Relationships with Other Organizations
Relationships with Gov’t Agencies
Reaching the Needful Clients in the Community
Benchmarking Relationships with Best-in-Class Industry Leaders
Training
Adequate Staffing
Infrastructure (like I.T., phones, transportation)
Co-op’ing Cross-Agency Resources
39© 2010 PlayBook Consulting Group
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
40© 2010 PlayBook Consulting Group
Sample Nonprofit Keys
Company A
Clinical Excellence
Client-centered Care
Learning
Social Support
Spiritual Support
Community Support
Accountability
Company A
Clinical Excellence
Client-centered Care
Learning
Social Support
Spiritual Support
Community Support
Accountability
Company B
Accountability
Responsibility
Exemplary Conduct
Competence
Continuous Improvement
Education & Development
Company B
Accountability
Responsibility
Exemplary Conduct
Competence
Continuous Improvement
Education & Development
Company C
Excellence in Service
Financial Management
Collaboration
Stability & Integrity
Strategic Partnerships
Company C
Excellence in Service
Financial Management
Collaboration
Stability & Integrity
Strategic Partnerships
IT Infrastructure Integrated Cross-Agency ProgramsHigh-Functioning Board Diverse Funding SourcesIT Infrastructure Integrated Cross-Agency ProgramsHigh-Functioning Board Diverse Funding Sources
41© 2010 PlayBook Consulting Group
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
42© 2010 PlayBook Consulting Group
Strategic Response Checklist
Consistent with Mission
Reinforce / Create New Competitive Advantage
Dedicated Source of Funding
Strengthen Community Reputation / Position
Leverage Existing Staff
Aligned with Org Values
Every strategy proposed as a
response to a Key to Success or Big Question goes
through the Checklist
Is the proposed strategy a fit with
your identity?
43© 2010 PlayBook Consulting Group
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ACTION STEPSACTION STEPS
44© 2010 PlayBook Consulting Group
Roadmap: Diagram for Dollar$
Success Metrics
Create Strategy
Plot a SWOT
ID Keys to Success
Devise 12-month Action Plan
For each Critical Success Factor,
your Tiger Teams have to identify these elements
to create a trackable Tactical Implementation
Plan
45© 2010 PlayBook Consulting Group
GOAL-SETTING TREE DIAGRAMQuickTime™ and a
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Critical Success Factor
Strategy to Achieve Factor
Major Program to Achieve Strategy
SMART Goals
Community Awareness
(Marketing & PR)
Develop a Marketing Plan
that raises community
awareness and attracts our target
customers
1.Define Target Market
2.Analyze our Competitors (what’s our CompetitiveAdvantage?)
3.Define Key Marketing Messages
4.Write Marketing Plan
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 & Decision-making info about Segments (What else do they buy? Where do they go to decide what they’ll buy?)
Define Target Market
GOAL #4: Match Target Market Segments with the appropriate media outlets for marketing (i.e. radio, TV, newspapers, Internet, word-of-mouth)
PLAYBOOK CONSULTING GROUP
Mail 50 Waiohuli Street, Unit K Kihei, Maui, Hawaii 96753 Phone 808.280.6699 Fax 808.875.7536 Email [email protected] Web www.ThePlayBookGroup.com
46© 2010 PlayBook Consulting Group
GOAL-SETTING TREE DIAGRAM EXAMPLE #1
Critical Success Factor
Major Program to Achieve Strategy SMART Goals
Strategy to Achieve Factor
Community Awareness (Marketing & PR)
Develop a Marketing Plan that raises community awareness and attracts our target customers
1. Define Target Market
2. Analyze our Competitors (what’s our Competitive Advantage?)
3. Define Key Marketing Messages
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)
PLAYBOOK CONSULTING GROUP
Mail 50 Waiohuli Street, Unit K Kihei, Maui, Hawaii 96753 Phone 808.280.6699 Fax 808.875.7536 Email [email protected] Web www.ThePlayBookGroup.com
Game Changer #4
Game Changer #4
47© 2010 PlayBook Consulting Group
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?
48© 2010 PlayBook Consulting Group
Your Key’s Strategy for Success
ACTION + DELIVERABLE = SUCCESS FACTOR & OUTCOME
Key: Community Awareness
Strategy:
Develop
a Marketing Plan
that raises community awareness
and attracts our target audience
ACTION
DELIVERABLE
SUCCESS FACTOR
OUTCOME
49© 2010 PlayBook Consulting Group
SWOT ANALYSIS
S WStrengths
O TThreats
Weaknesses
Opportunities
Helpfulin achieving the objective
Harmfulto achieving the objective
Inte
rnal
Ori
gin
(att
ribut
es o
f th
e or
gani
zatio
n)
Exte
rnal
Ori
gin
(att
ribut
es o
f th
e en
viro
nm
ent)
50© 2010 PlayBook Consulting Group
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
51© 2010 PlayBook Consulting Group
GOAL-SETTING TREE DIAGRAM EXAMPLE #1
Critical Success Factor
Major Program to Achieve Strategy SMART Goals
Strategy to Achieve Factor
Community Awareness (Marketing & PR)
Develop a Marketing Plan that raises community awareness and attracts our target customers
1. Define Target Market
2. Analyze our Competitors (what’s our Competitive Advantage?)
3. Define Key Marketing Messages
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)
PLAYBOOK CONSULTING GROUP
Mail 50 Waiohuli Street, Unit K Kihei, Maui, Hawaii 96753 Phone 808.280.6699 Fax 808.875.7536 Email [email protected] Web www.ThePlayBookGroup.com
52© 2010 PlayBook Consulting Group
A Plan that Works
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~ 30 ~~ 60 ~~ 90 ~
7- day Steps
Who’s Your Accountability
Buddy?
53© 2010 PlayBook Consulting Group
Accountability Buddy’s Name:
Buddy’s Phone:
Buddy’s Email:
Week 1 / Accountability Buddy Contacted? o yes o no Week 7 / Accountability Buddy Contacted? yes noo yes o no
Week 2 / Accountability Buddy Contacted? o yes o no Week 8 / Accountability Buddy Contacted? o yes o no
Week 3 / Accountability Buddy Contacted? o yes o no Week 9 / Accountability Buddy Contacted? o yes o no
Week 4 / Accountability Buddy Contacted? o yes o no Week 10 / Accountability Buddy Contacted? o yes o no
Week 5 / Accountability Buddy Contacted? o yes o no Week 11 / Accountability Buddy Contacted? o yes o no
Week 6 / Accountability Buddy Contacted? o yes o no Week 12 / Accountability Buddy Contacted? o yes o noF.
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.
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ONE-A-WEEK 90-DAY SUCCESS PLANNERONE-A-WEEK 90-DAY SUCCESS PLANNER
LIST MAJOR PROGRAMS & GOALS FOR THE QUARTER
B.
C.
A.
Each week for 90 days, write down 1-3 action items that, whenaccomplished,will moveyoucloserto achievingyourgoalsat theleft.Besureto contactyour AccountabilityBuddyeach week to shareprogressand get support.
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Game
Changer
#5
Game
Changer
#5
55© 2010 PlayBook Consulting Group
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.
56© 2010 PlayBook Consulting Group
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.
58© 2010 PlayBook Consulting Group
More Free Workshops!
Jan 11 Board Development
Feb 22 Legal & Insurance Issues
March 8 Fundraising & Development
Upcoming Fundamental Five+ Workshops from Grants Central Station
59© 2010 PlayBook Consulting Group
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 $5,500*
HCF OCB Grant Proposal $750*
$6,250
Minus $500 PlayBook Gift Certificate - $500
Minus $5,000 HCF OCB Grant ** -$5,000
Potential Opportunity $750
*before GET **PlayBook & GCS do not guarantee the OCB grant will be awarded
60© 2010 PlayBook Consulting Group
Implementation Panel
Ginger Gannon: [email protected] Mullens: [email protected]
61© 2010 PlayBook Consulting Group
Mahalo
For More Information or to Register for an Upcoming Workshop
Leslie Mullens (808) 875-0500 or [email protected]
Grants Central Station
www.GrantsCentralStation.org