Strategic Planning Facilitation Guide - 2010 PMI Region 5 Conference

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Facilitation Guide for working sessions to prioritize and align tactical initiatives with strategic objectives while providing visibility of organizational impacts. Includes process view, templates and sample deliverables. Proven solution was easily adopted by a volunteer professional organization as part of hosting regional peer organizations for their annual leadership conference.

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Strategic Planning Facilitation Guide - 2010 PMI Region 5 Conference

  1. 1. Month YYYY City, State Chapter Strategic Planning Service Definitions & Implementation Approaches
  2. 2. <ul><li>Facilitation Approach </li></ul><ul><ul><li>Facilitation team introductions and session roles </li></ul></ul><ul><ul><li>Open forum for sharing chapter experiences </li></ul></ul><ul><ul><li>“ Parking Lot” will be used to capture out of scope topics </li></ul></ul><ul><ul><li>Professional courtesy is a given </li></ul></ul><ul><ul><li>A break period is planned for mid-session </li></ul></ul><ul><li>Introduce Yourself to the Group </li></ul><ul><ul><li>Your Name & Company </li></ul></ul><ul><ul><li>Chapter Name & Board Role(s) </li></ul></ul><ul><ul><li>If you could have any job for one month, what would it be? (icebreaker) </li></ul></ul>Welcome & Guiding Principles As a courtesy to your fellow attendees, please wait until break periods to exchange business cards.
  3. 3. General Session Break-Out Sessions Conference Approach Post- Conference Optional Required Key Report-Out Service Definitions 2 Report-Out Service Implementation Approaches 4 Prioritize Services for Framing Frame Service Implementation Approaches Tactical Session 3 Map Service Impacts to Objectives Strategic Session Identify Board Functions Identify Services Prioritize Services For Definition 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
  4. 4. Identify Board Functions Replace the sample data with the appropriate information for your chapter Recruiting, Retention, Networking Membership Cash Management, Financial Statements, Tax Returns, Contracts Finance / Treasurer Professional Development, Training, Career Advancement Certification Support, Practitioner Support, University Outreach Education Event Management, Online Calendar Postings Board Minutes, QA Communications Content Communications Publicity, Advertising, Newsletter Corporate Outreach, Community Outreach Marketing Information, Integration, Technical Support Web / Technology Audio/Visual Equipment & Support Planning / Logistics Chapter Meetings, Special Events Programs Strategic Vision, Volunteer Leadership Special Projects, Governance Projects, PM Center of Excellence President Includes: Board Function
  5. 5. Identify Strategic Objectives Replace the sample data with the appropriate information for your chapter Develop Chapter Operational Structure Develop Chapter Leaders Increase Chapter Revenue Increase Event Participation Increase Addition Of New Members Increase Membership Retention Includes: Strategic Objective
  6. 6. Identify, Group & Prioritize Services (optional) Replace the sample data with the appropriate information for your chapter Post-Session Follow-Up Nice to Define Today Must Define Today Priority Service Group Service / Component
  7. 7. Define Service (the “ what ” and “ why ”) Replace the sample data with the appropriate information for your chapter Anticipated Benefits Board Alignment <ul><li>Increase Membership Retention </li></ul><ul><li>Increase New Members </li></ul><ul><li>Increase Event Participation </li></ul><ul><li>Increase Chapter Revenue </li></ul><ul><li>Develop Chapter Leaders </li></ul><ul><li>Develop Chapter Operational Infrastructure </li></ul>Strategic Objectives Supported Out of Scope for Initial Delivery Key Aspects of the Service Purpose Service ______
  8. 8. General Session Break-Out Sessions Conference Approach Strategic Session Tactical Session Post- Conference 5 Report-Out Service Definitions 2 Report-Out Service Implementation Approaches 4 Identify Board Functions Identify Services Prioritize Services For Definition Define Services 1 Map Service Impacts to Board Functions Consolidate Services from All Break-Out Sessions Identify Strategic Objectives Distribute 2010 Region 5 Catalog of Services 6 Prioritize Services for Framing Frame Service Implementation Approaches 3 Map Service Impacts to Objectives Optional Required Key
  9. 9. Map Service Impacts to Objectives (optional) Or…use a checkbox to indicate variable impact Replace the sample data with the appropriate information for your chapter Priority Develop Chapter Operational Structure Develop Chapter Leaders Increase Chapter Revenue Increase Event Participation Increase New Members Increase Membership Retention Strategic Objectives Service / Component Low Med High Key
  10. 10. Frame Implementation Approach (“ how ”) Replace the sample data with the appropriate information for your chapter <ul><li>Education </li></ul><ul><li>Finance </li></ul><ul><li>Membership </li></ul><ul><li>Web/Technology </li></ul><ul><li>Communications </li></ul><ul><li>Marketing </li></ul><ul><li>President </li></ul><ul><li>Programs </li></ul><ul><li>Logistics </li></ul>Board Functions Impacted Metrics and Measures Lessons Learned Impl Role Name Chapter Board Role Deliverable(s) Contacts for Implementation Guidance Key Aspects of Implementation Service ______
  11. 11. General Session Break-Out Sessions Conference Approach Strategic Session Prioritize Services for Framing Frame Service Implementation Approaches Tactical Session 3 Post- Conference Report-Out Service Definitions 2 Report-Out Service Implementation Approaches 4 Identify Board Functions Identify Services Prioritize Services For Definition Define Services Map Service Impacts to Objectives 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 Optional Required Key
  12. 12. Map Service Impacts to Board Functions Populate with board function information from the Service Implementation Approaches. Or…use a checkbox to indicate variable impact Replace the sample data with the appropriate information for your chapter Logistics Marketing Finance / Treasurer Education Membership Communications Web / Technology Programs President Board Functions Services Low Med High Key
  13. 13. Thank You For Participating! Content From All Break-Out Sessions Will Be Compiled And Distributed To All Conference Attendees Your Break-Out Session Team Chapter Role Chapter Name Session Role Session Timekeeper Scribe Flip Charts Facilitator Framing Implementation Approach for Services Timekeeper Scribe Flip Charts Facilitator Strategic Definition of Services
  14. 14. Appendices <ul><li>The appendices are intended for facilitator use, and would not normally be included in the attendee handout. </li></ul><ul><ul><li>Appendix A – Samples – Break-Out Sessions </li></ul></ul><ul><ul><li>Appendix B – Templates – Break-Out Sessions </li></ul></ul><ul><ul><li>Appendix C – Facilitation Approach </li></ul></ul><ul><ul><li>Appendix D – Templates – Consolidation of Break-Out Group Data </li></ul></ul>
  15. 15. Appendix A – Samples Break-Out Sessions This appendix contains sample slides to illustrate the final view of the document.
  16. 16. Define Service (the “ what ” and “ why ”) EXAMPLE <ul><li>Increase value of chapter membership for members and employers </li></ul><ul><li>Not intended to generate material chapter revenue </li></ul>Anticipated Benefits <ul><li>Education </li></ul>Board Alignment <ul><li>Increase Membership Retention </li></ul><ul><li>Increase New Members </li></ul><ul><li>Increase Event Participation </li></ul><ul><li>No food or drink provided (avoid expense) </li></ul><ul><li>No national speakers (keep planning effort low, schedule flexible) </li></ul><ul><li>Use local/chapter speakers (to reduce expenses) </li></ul><ul><li>Use donated venues (to reduce expenses) </li></ul><ul><li>Make admission payable online in advance (to discourage “no shows”) </li></ul><ul><li>Schedule training sessions to minimize lost work time </li></ul><ul><li>To provide low/no cost training on topics suitable for seasoned PMs </li></ul><ul><li>To enable PMPs to earn PDUs (self-claim) </li></ul>Practitioner Support <ul><li>Increase Chapter Revenue </li></ul><ul><li>Develop Chapter Leaders </li></ul><ul><li>Develop Chapter Operational Infrastructure </li></ul>Strategic Objectives Supported Out of Scope for Initial Delivery Key Aspects of the Service Purpose Service _CM01_
  17. 17. Map Impacts to Strategic Objectives Or…use a checkbox to indicate variable impact EXAMPLE Provide Networking Opportunities Med High High High High Priority Develop Chapter Operational Structure Develop Chapter Leaders Advertising & Sponsorship Program Raise Awareness – Individual Focus Raise Awareness – Corporate, University (Administration) – Outreach Utilize Communications Model Increase Chapter Revenue Increase Event Participation Increase New Members Increase Membership Retention Strategic Objectives Services Low Med High Key
  18. 18. Frame Implementation Approach (“ how ”) EXAMPLE <ul><li>Education </li></ul><ul><li>Finance </li></ul><ul><li>Membership </li></ul><ul><li>Web/Technology </li></ul><ul><li>Communications </li></ul><ul><li>Marketing </li></ul><ul><li>President </li></ul><ul><li>Programs </li></ul><ul><li>Logistics </li></ul>Board Functions Impacted <ul><li>Post-event surveys – assess speaker, topic, venue; request future topics </li></ul><ul><li>Member satisfaction surveys – assess chapter offerings </li></ul><ul><li>Member recruiting/retention tracking – monitor membership levels </li></ul>Metrics and Measures <ul><li>Insufficient venue capacity (attendance exceeded expectations) </li></ul><ul><li>Last-minute loss of donated venue (be prepared to notify registrants) </li></ul>Lessons Learned Tools for Metrics & Measures Advisor VP, Tech Ed Hammerbeck KIPMI Service Scope & Charter Owner VP, Educ Chuck Millhollan KIPMI Lead Impl Role Implementation Plan Dir, Educ Jane Ferrell KIPMI Name Chapter <ul><li>Utilize online event management service for pre-paid registrations </li></ul><ul><ul><li>A $10 admission fee will cover online registration expenses </li></ul></ul><ul><li>Distribute event invitation to members and non-members </li></ul><ul><li>Schedule sessions for 3:00 to 5:00 pm (PMPs earn 2 PDUs) </li></ul>Practitioner Support Board Role Deliverable(s) Contacts for Implementation Guidance Key Aspects of Implementation Service _CM01_
  19. 19. Map Service Impacts to Board Functions Or…use a checkbox to indicate variable impact EXAMPLE Logistics Marketing Finance / Treasurer Note : This service is limited to the administrative aspects of universities, and does not address educational synergies. Education Advertising & Sponsorship Program Raise Awareness – Individual Focus Raise Awareness – Corporate, University (Admin) – Outreach Utilize Communications Model Membership / Volunteers Communications Web / Technology Programs President Board Functions Services Low Med High Key
  20. 20. Appendix B – Templates Break-Out Sessions This appendix contains blank templates to be used for capturing content from break-out sessions.
  21. 21. Define Service (the “ what ” and “ why ”) Anticipated Benefits Board Alignment Strategic Objectives Supported Out of Scope for Initial Delivery Key Aspects of the Service Purpose Service ______
  22. 22. Map Service Impacts to Objectives (optional) Or…use a checkbox to indicate variable impact Priority Strategic Objectives Service / Component Low Med High Key
  23. 23. Frame Implementation Approach (“ how ”) Board Functions Impacted Metrics and Measures Lessons Learned Impl Role Name Chapter Board Role Deliverable(s) Contacts for Implementation Guidance Key Aspects of Implementation Service ______
  24. 24. Map Service Impacts to Board Functions Or…use a checkbox to indicate variable impact Board Functions Services Low Med High Key
  25. 25. Post-Conference Follow-Up Plan (optional) Responsible Party Action Item Due Date
  26. 26. This appendix provides insights into successful facilitation of break-out sessions. Appendix C - Facilitation Approach
  27. 27. <ul><li>Facilitators must remain neutral </li></ul><ul><ul><li>Remain aware - this can be difficult if you are a SME on the topic </li></ul></ul><ul><li>Ensure that no one attendee dominates the conversation </li></ul><ul><ul><li>Invite another attendee into the conversation </li></ul></ul><ul><ul><ul><li>If needed, ask them to refresh the group with their name and chapter </li></ul></ul></ul><ul><li>If a facilitator would like to contribute as a participant </li></ul><ul><ul><li>Signal that you are not speaking as a facilitator </li></ul></ul><ul><ul><ul><li>e.g. put down the flip chart marker </li></ul></ul></ul><ul><ul><li>Contribute </li></ul></ul><ul><ul><li>Signal that you are resuming your facilitation role </li></ul></ul><ul><ul><ul><li>e.g. pick up flip chart marker </li></ul></ul></ul>General Facilitation Tips & Techniques
  28. 28. <ul><li>The purpose of the strategic session is to help attendees gain a high-level understanding of what each service is </li></ul><ul><ul><li>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 </li></ul></ul><ul><li>The purpose of the tactical session is to serve as the forum for discussing how to implement each service </li></ul><ul><ul><li>Ensure that the implementation conversation remains at an appropriate level, and does not end up “in the weeds” </li></ul></ul><ul><ul><ul><li>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 </li></ul></ul></ul>Session Governance Keys
  29. 29. Conducting the Strategic Session (manual) <ul><li>Identification: Write each strategic objective at the top of a separate page of flipchart paper </li></ul><ul><ul><li>For each strategic objective, list the top services/programs that have contributed the most substantially to the attainment of the goal </li></ul></ul><ul><li>Definition: Write each service/program name at the top of a separate page of flipchart paper </li></ul><ul><ul><li>Provide a concise definition of the service/program </li></ul></ul><ul><ul><li>List key items that you would want to include in the scope of the service/program to get it established </li></ul></ul><ul><ul><li>List key items that you would not want to include in the initial scope of the service/program </li></ul></ul>
  30. 30. Conducting the Tactical Session (manual) <ul><li>Setup: Place a blank page of flipchart paper beside each Definition page from the strategic session </li></ul><ul><ul><li>Write the same service/program name at the top of the paired blank page of flipchart paper </li></ul></ul><ul><li>Implementation: Frame out an implementation approach for each service/program </li></ul><ul><ul><li>List the key aspects of the implementation </li></ul></ul><ul><ul><li>Provide the techniques that were used to measure the impacts to the strategic goal </li></ul></ul><ul><ul><li>Provide the name, chapter, board role, implementation role, and primary deliverables for key implementers </li></ul></ul>
  31. 31. Appendix D – Templates Consolidation of Break-Out Group Data This appendix contains templates for consolidated service content from all break-out groups.
  32. 32. Map Service Impacts to Objectives Populate with mapping information from each break-out group. Or…use a checkbox to indicate variable impact Strategic Objectives Services Low Med High Key
  33. 33. Map Service Impacts to Board Functions Or…use a checkbox to indicate variable impact Populate with mapping information from each break-out group. Board Functions Services Low Med High Key

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