strategic planning facilitation guide - 2010 pmi region 5 conference

1

Title MASTER

Strategic & Tactical Breakout Sessions: <Insert Board Functional Area Name(s) Here>

Month YYYY

City, State

Chapter Strategic PlanningService Definitions &

Implementation Approaches

2Strategic & Tactical Breakout Sessions: <Insert Board Functional Area Name(s) Here>

Welcome & Guiding Principles

Facilitation Approach Facilitation team introductions and session roles

Open forum for sharing chapter experiences

“Parking Lot” will be used to capture out of scope topics

Professional courtesy is a given

A break period is planned for mid-session

Introduce Yourself to the Group Your Name & Company

Chapter Name & Board Role(s)

If you could have any job for one month, what would it be? (icebreaker)

As a courtesy to your fellow attendees, please wait until break periods to exchange business cards.


GeneralSession

Break-Out Sessions

Conference Approach

Post-Conference

Key

Required

Optional

Report-Out Service

Definitions

2

Report-Out Service


4Prioritize Services

for Framing

FrameService


Tactical Session3

Map Service Impacts to Objectives

Strategic Session

Identify Board

Functions

Identify Services

Prioritize Services

ForDefinition

Define Services

1

Identify Strategic

Objectives

5

Map Service Impacts to Board

Functions

Consolidate Services from All

Break-Out Sessions

Distribute 2010 Region 5

Catalog of Services

6


Identify Board Functions

Board Function Includes:

PresidentStrategic Vision, Volunteer LeadershipSpecial Projects, Governance Projects, PM Center of Excellence

Programs Chapter Meetings, Special Events

Planning / Logistics Audio/Visual Equipment & Support

Web / Technology Information, Integration, Technical Support

MarketingPublicity, Advertising, NewsletterCorporate Outreach, Community Outreach

CommunicationsEvent Management, Online Calendar PostingsBoard Minutes, QA Communications Content

EducationProfessional Development, Training, Career AdvancementCertification Support, Practitioner Support, University Outreach

Finance / Treasurer Cash Management, Financial Statements, Tax Returns, Contracts

Membership Recruiting, Retention, Networking

Replace the sample data with the appropriate information for your chapter


Identify Strategic Objectives

Strategic Objective Includes:

Increase Membership Retention

Increase Addition Of New Members

Increase Event Participation

Increase Chapter Revenue

Develop Chapter Leaders

Develop Chapter Operational Structure



Identify, Group & Prioritize Services (optional)

Priority Service Group Service / ComponentMust Define Today

Nice to Define Today

Post-Session Follow-Up



Service ______

Board Alignment

Purpose

Key Aspects of the Service

Out of Scope for Initial Delivery

Anticipated Benefits

Strategic Objectives Supported

Increase Membership Retention Increase New Members Increase Event Participation

Increase Chapter Revenue Develop Chapter Leaders Develop Chapter Operational Infrastructure

Define Service (the “what” and “why”)Replace the sample data with the appropriate information for your chapter


GeneralSession

Break-Out Sessions

Conference Approach

Strategic Session

Tactical Session

Post-Conference

5Key

Required

Optional

Report-Out Service

Definitions

2

Report-Out Service


4

Identify Board

Functions

Identify Services

Prioritize Services

ForDefinition

Define Services

1


Functions


Break-Out Sessions

Identify Strategic

Objectives


Catalog of Services

6

Prioritize Services

for Framing

FrameService


3



Priority

Strategic Objectives

Service / Component

Increase Membership

Retention

Increase New

Members

Increase Event

Participation



Develop Chapter

Operational Structure

Key High Med Low

Map Service Impacts to Objectives (optional)

Or…use a checkbox to indicate variable impact



Frame Implementation Approach (“how”)

Service ______

Key Aspects of Implementation

Lessons Learned

Metrics and Measures

Board Functions Impacted

President Programs Logistics

Web/Technology Communications Marketing

Education Finance Membership

Contacts for Implementation Guidance

Chapter Name Board Role Impl Role Deliverable(s)



GeneralSession

Break-Out Sessions

Conference Approach

Strategic Session

Prioritize Services

for Framing

FrameService


Tactical Session3

Post-Conference

Key

Required

Optional

Report-Out Service

Definitions

2

Report-Out Service


4

Identify Board

Functions

Identify Services

Prioritize Services

ForDefinition

Define Services


1

Identify Strategic

Objectives

5


Functions


Break-Out Sessions


Catalog of Services

6


Map Service Impacts to Board Functions

Board Functions

Services

President Programs Logistics Web / Technology

Marketing Communications Education Finance / Treasurer

Membership

Key High Med Low

Populate with board function information from the Service Implementation Approaches.



13

Title MASTER

Strategic & Tactical Breakout Sessions: <Insert Board Functional Area Name(s) Here>

Thank You For Participating!Content From All Break-Out Sessions

Will Be Compiled And Distributed To All Conference Attendees

Your Break-Out Session TeamSession Session Role Name Chapter Chapter Role

Strategic Definition of Services

FacilitatorFlip ChartsScribeTimekeeper

Framing Implementation Approach for Services

FacilitatorFlip ChartsScribeTimekeeper


Appendices

The appendices are intended for facilitator use, and would not normally be included in the attendee handout.

Appendix A – Samples – Break-Out Sessions Appendix B – Templates – Break-Out Sessions Appendix C – Facilitation Approach Appendix D – Templates – Consolidation of Break-Out Group Data


Appendix A – SamplesBreak-Out Sessions

This appendix contains sample slides to illustrate the final view of the document.


Define Service (the “what” and “why”)

Service _CM01_ Practitioner Support

Board Alignment Education

Purpose To provide low/no cost training on topics suitable for seasoned PMs To enable PMPs to earn PDUs (self-claim)


Use local/chapter speakers (to reduce expenses) Use donated venues (to reduce expenses) Make admission payable online in advance (to discourage “no shows”) Schedule training sessions to minimize lost work time


No food or drink provided (avoid expense) No national speakers (keep planning effort low, schedule flexible)


Increase value of chapter membership for members and employers Not intended to generate material chapter revenue


Increase Membership Retention Increase New Members Increase Event Participation

Increase Chapter Revenue Develop Chapter Leaders Develop Chapter Operational Infrastructure

EXAMPLE


Map Impacts to Strategic Objectives

Priority


Services

Increase Membership

Retention

Increase New

Members

Increase Event

Participation



Develop Chapter

Operational Structure

HighUtilize Communications Model

High

Raise Awareness – Corporate, University (Administration) – Outreach

HighRaise Awareness – Individual Focus

HighAdvertising & Sponsorship Program

MedProvide Networking Opportunities

Key High Med Low Or…use a checkbox to indicate variable impact

EXAMPLE


Service _CM01_ Practitioner Support


Utilize online event management service for pre-paid registrations A $10 admission fee will cover online registration expenses

Distribute event invitation to members and non-members Schedule sessions for 3:00 to 5:00 pm (PMPs earn 2 PDUs)

Lessons Learned

Insufficient venue capacity (attendance exceeded expectations) Last-minute loss of donated venue (be prepared to notify registrants)


Post-event surveys – assess speaker, topic, venue; request future topics Member satisfaction surveys – assess chapter offerings Member recruiting/retention tracking – monitor membership levels


President Programs Logistics

Web/Technology Communications Marketing

Education Finance Membership



KIPMI Jane Ferrell Dir, Educ Lead Implementation Plan

KIPMI Chuck Millhollan VP, Educ Owner Service Scope & Charter

KIPMI Ed Hammerbeck VP, Tech Advisor Tools for Metrics & Measures

Frame Implementation Approach (“how”)EXAMPLE



Board Functions

Services

President Programs Logistics Web / Technology

Marketing Communications Education Finance / Treasurer

Membership / Volunteers

Utilize Communications Model

Raise Awareness – Corporate, University (Admin) – Outreach

Note: This service is limited to the

administrative aspects of

universities, and does not address

educational

synergies.

Raise Awareness – Individual Focus

Advertising & Sponsorship ProgramKey High Med Low Or…use a checkbox to indicate variable impact

EXAMPLE


Appendix B – TemplatesBreak-Out Sessions

This appendix contains blank templates to be used for capturing content from break-out sessions.


Service ______

Board Alignment

Purpose





Define Service (the “what” and “why”)


Priority


Service / Component

Key High Med Low

Map Service Impacts to Objectives (optional)



Frame Implementation Approach (“how”)

Service ______


Lessons Learned







Board Functions

Services



Post-Conference Follow-Up Plan (optional)

Action Item Responsible Party Due Date


This appendix provides insights into successful facilitation of break-out sessions.

Appendix C - Facilitation Approach


Facilitators must remain neutral Remain aware - this can be difficult if you are a SME on the topic

Ensure that no one attendee dominates the conversation Invite another attendee into the conversation

• If needed, ask them to refresh the group with their name and chapter

If a facilitator would like to contribute as a participant Signal that you are not speaking as a facilitator

• e.g. put down the flip chart marker

Contribute

Signal that you are resuming your facilitation role

• e.g. pick up flip chart marker

General Facilitation Tips & Techniques


The purpose of the strategic session is to help attendees gain a high-level understanding of what each service is

Participation from leaders that have already implemented the service is crucial to helping other attendees understand what the service is and why it merits their consideration

The purpose of the tactical session is to serve as the forum for discussing how to implement each service

Ensure that the implementation conversation remains at an appropriate level, and does not end up “in the weeds”

• If necessary, remind attendees that the service will probably be implemented slightly differently at the various chapters, so suggestions should not be overly prescriptive and should be broadly stated to allow each chapter to interpret appropriately for their chapter community

Session Governance Keys


Conducting the Strategic Session (manual)

Identification: Write each strategic objective at the top of a separate page of flipchart paper

For each strategic objective, list the top services/programs that have contributed the most substantially to the attainment of the goal

Definition: Write each service/program name at the top of a separate page of flipchart paper

Provide a concise definition of the service/program List key items that you would want to include in the scope of the

service/program to get it established List key items that you would not want to include in the initial scope

of the service/program


Conducting the Tactical Session (manual)

Setup: Place a blank page of flipchart paper beside each Definition page from the strategic session

Write the same service/program name at the top of the paired blank page of flipchart paper

Implementation: Frame out an implementation approach for each service/program

List the key aspects of the implementation Provide the techniques that were used to measure the impacts to the

strategic goal Provide the name, chapter, board role, implementation role, and

primary deliverables for key implementers

31PMI Region 5 – 2010 Catalog of Services

Appendix D – TemplatesConsolidation of Break-Out Group Data

This appendix contains templates for consolidated service content

from all break-out groups.




Services

Key High Med Low

Populate with mapping information from each break-out group.




Board Functions

Services


Populate with mapping information from each break-out group.

strategic planning facilitation guide - 2010 pmi region 5 conference

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