Strategic Planning

Chester County Library SystemStrategic Planning Steering Committee

November 14, 2008

Gail Griffith

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Agenda

Introductions Strategic planning methods

Search conference Other parts of the process

Role of steering committee members

Next steps Timeline

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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

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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

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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

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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

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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

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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

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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

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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

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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

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For More Information

Future Search, by Marvin Weisbord and Sandra Janoff

Discovering Common Ground, edited by Marvin Weisbord

Future Search Network, www.futuresearch.net

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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

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Community communication

HIGH level of communications within and external to the library throughout the process

Transparent process Wiki

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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

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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

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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