Strategic Planning


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overview of how libraries need to conduct strategic planning

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Strategic Planning

  1. 1. Prepared for the Chester County Public Library January 9, 2006 Introduction to Strategic Planning South Carolina State Library
  2. 2. Overview of the Presentation Part One: The Basics Part Two: The Context for Change Part Three: A Tool for Managing Change Part Four: Why Plans Fail Part Five: Doing a Plan: What’s Involved
  3. 3. Part One: The Basics <ul><li>Definition - Strategic Planning </li></ul><ul><li>Steps in the Process </li></ul><ul><li>Components </li></ul><ul><li>The Benefits </li></ul>
  4. 4. A Definition of Strategic Planning Strategic Planning is the process by which the guiding members of an organization envision its future and develop the necessary procedures and operations to achieve that future
  5. 5. Key Characteristics <ul><li>Full regard for external influences / a strategy for change – not for retaining the status quo </li></ul><ul><li>Prepared by the “ guiding members ” of the organization </li></ul><ul><li>Long-range, optimistic and focused on a preferred future </li></ul><ul><li>Broadly based comprehensive review of services </li></ul><ul><li>Driven by benefits and outcomes; focused on attainable goals </li></ul>
  6. 6. Overview: Steps in the Strategic Planning Process <ul><li>Where Are We Now? </li></ul><ul><li>How Did We Get in this Situation? </li></ul><ul><li>What Will Likely Happen if We Continue As We Are? </li></ul><ul><li>Where Do We Want to Go? </li></ul><ul><li>How Do We Get There? </li></ul><ul><li>How Do We Know We’re There? </li></ul><ul><li>Situation Audit </li></ul><ul><li>Environmental Scan </li></ul><ul><li>Research </li></ul><ul><li>Vision / Values </li></ul><ul><li>Goals </li></ul><ul><li>Strategic Directions </li></ul><ul><li>Action Plans </li></ul><ul><li>Monitoring </li></ul>
  7. 7. Why Do A Strategic Planning <ul><li>Concentration of resources on key areas </li></ul><ul><li>Ability to deal with and manage change </li></ul><ul><li>Improved decision-making and management effectiveness </li></ul>
  8. 8. Strategic Planning: Benefits for the Library <ul><li>Renewed sense of purpose (Vision, Goals, Priorities) </li></ul><ul><li>Enhanced communication and leadership </li></ul><ul><li>Enhanced perception of the library’s value </li></ul><ul><li>Positioned to play a significant role in community development </li></ul>
  9. 9. Discussion Question # 1 How could a strategic plan benefit your library ?
  10. 10. Embracing Change – The Library Context Part Two: The Context for Change
  11. 11. The Changing Library Environment <ul><li>Higher Expectations/Fewer Resources </li></ul><ul><li>Technology </li></ul><ul><li>Alternative Information Providers </li></ul><ul><li>Changing Role of the Library as a Leader / Community Developer </li></ul><ul><li>Partnerships </li></ul><ul><li>New M anagement Approaches </li></ul><ul><li>Restructuring A mong L ibrary P roviders </li></ul>
  12. 12. “ There is no reason for any individual to have a computer in their home.” Ken Olsen, president of Digital Equipment Corporation, 1977 . The phonograph…is not of any commercial value.” Thomas Edison, remarking on his invention to assistant Sam Insull, 1880 “ Sensible and responsible women do not want to vote.” U.S. President Grover Cleveland, 1905
  13. 13. The Critical Balance in Strategic Planning Managing for Stability <ul><li>Desired features </li></ul><ul><li>Valued attributes </li></ul><ul><li>Core values </li></ul>Managing for Change <ul><li>Adaptability </li></ul><ul><li>External Forces </li></ul><ul><li>Continued relevance </li></ul>
  14. 14. Discussion Questions #2 What are the most significant changes affecting your library ? Has the library been able to effectively respond to these changes ?
  15. 15. The Strategic Plan – A Tool for Managing Change Part Three: Review
  16. 16. Situation Audit <ul><li>Profile of Existing Services </li></ul><ul><li>Historical Changes in Services </li></ul>“ Where Are We Now?”
  17. 17. Environmental Scan <ul><li>SWOT </li></ul><ul><li>Trends and Best Practices </li></ul><ul><li>Local Factors Affecting Changes </li></ul>How Did We Get in This Situation?” “ What Will Likely Happen if We Continue As We Are?”
  18. 18. The Components of the Strategic Plan Library Strategic Plan Operational Plans Monitoring and Evaluation Action Plan Action Plan Action Plan Action Plan Action Plan Action Plan Vision and Values for Library Services Goals for Library Service Strategic Directions The Library’s Mission
  19. 19. Definitions <ul><li>The Vision describes a preferred future that is realistic and attainable but also optimistic. The Vision retains all that is positive about the library today but also enhances and improves the library to create a better future. </li></ul><ul><li>Values describe core beliefs that are the foundation of the organization and affect day to day operations. </li></ul>
  20. 20. <ul><li>Mission describes the Public Library’s reason for being by answering three questions: (1) What is the library’s function? (2) Who does the library serve? (3) How does the library fulfill its function? </li></ul>Definitions
  21. 21. <ul><li>Goals are broad statements that define attainable accomplishments that will allow the library to realize its Vision. Goals bridge the gap between the present and the preferred future of the library. </li></ul>Definitions
  22. 22. <ul><li>Strategic Directions describe the broad initiatives necessary to achieve each goal. </li></ul>Definitions
  23. 23. <ul><li>Action Plans are the tasks necessary to pursue each Strategic Direction. Action Plans are specific, measurable, tied to a schedule and often assigned to departments for implementation. </li></ul>Definitions
  24. 24. Vision Goals Position the Libraries as an institution that is continually relevant and vital to the success of Chester’s future, providing essential services for vibrant, healthy, sustainable and diverse communities. The Library and its Branches, rooted in Chester’s vibrant and healthy communities, are meeting places and destinations that enliven their neighborhoods, enhance understanding of cultural diversities, and link people to one another, to a sense of Chester’s past, and to their shared future. Strategic Directions Community & Civic Role Information Gateway: Develop Community Facilities Marketing & Communication
  25. 25. Strategic Directions: Community & Civic Role Information Gateway: Develop Community Facilities Marketing & Communication Action Plans: <ul><li>Promote the Libraries’ Civic Role </li></ul><ul><li>Service Assessment </li></ul><ul><li>Target the Underserved Segments of the Community </li></ul><ul><li>Enhance Access to Heritage Records </li></ul><ul><li>Staff Role – The Heritage Records </li></ul><ul><li>Staff Role – The Information Navigator </li></ul><ul><li>Upgrade the Virtual Library </li></ul><ul><li>Web Page </li></ul><ul><li>E-mail and Chat </li></ul><ul><li>Customer Training </li></ul><ul><li>Needs Assessment </li></ul><ul><li>Customization </li></ul><ul><li>Building & Design Concepts </li></ul><ul><li>Facility Standards and Guidelines </li></ul><ul><li>Facility Review </li></ul><ul><li>Marketing Plan </li></ul><ul><li>Communications Plan </li></ul>
  26. 26. Discussion Questions #3 How current are your library’s Vision, Mission and Goals? Do you have an effective plan for dealing with your library’s future?
  27. 27. Why Plans Fail Part Four:
  28. 28. Why We Fail # 1 Ineffective Vision
  29. 29. An Effective Vision for Strategic Planning <ul><li>Embraces Change As Opportunity </li></ul><ul><li>Reasonable and Rewarding </li></ul><ul><li>Relevant to the Community and the Specific Challenges to be Addressed </li></ul><ul><li>Directly Tied to Goals / Strategic Directions and Ultimately Recommendations </li></ul>
  30. 30. Why We Fail # 2 No Follow-Through – Poor Implementation
  31. 31. Effective Implementation and Evaluation County/Local Strategic Plan Library Strategic Plan Action Plans Performance Measures Capital / Operating Budget Implementation Strategies <ul><li>staffing </li></ul><ul><li>programs/services </li></ul><ul><li>marketing </li></ul><ul><li>budget </li></ul><ul><li>schedules </li></ul><ul><li>accountability </li></ul>
  32. 32. Why We Fail # 3 Poor Leadership
  33. 33. <ul><li>Clear Vision </li></ul><ul><li>Willingness to Embrace Change </li></ul><ul><li>Desire to Reposition the Library in the Community </li></ul><ul><li>An Effective Communicator </li></ul>Leadership Qualities
  34. 34. Why We Fail # 4 Poor Communication
  35. 35. <ul><li>A Statement of Purpose </li></ul><ul><li>An Opportunity to Speak to the Community Leaders, Your Users and Library Staff </li></ul><ul><li>A Means to Reposition the Library as a Key Player in the Community’s Development </li></ul>Your Strategic Plan
  36. 36. Discussion Questions #4 If your library has done a strategic plan, was it successful? Why / why not? If your library has not done a strategic plan, what are the barriers to doing the plan?
  37. 37. Part Five Doing A Plan – What’s Involved
  38. 38. Creating a Plan: Who is Involved <ul><li>The Authors of the Plan </li></ul><ul><li>Advisors and Observers </li></ul><ul><li>Review and Comment </li></ul><ul><li>The Board </li></ul><ul><li>Senior Management Staff </li></ul><ul><li>External Library Organizations </li></ul><ul><li>Municipal Politicians and Staff </li></ul><ul><li>Library Staff </li></ul><ul><li>Library Users </li></ul><ul><li>The General Public </li></ul>
  39. 39. Creating a Plan : Roles & Responsibilities <ul><li>Facilitator </li></ul><ul><li>Writer </li></ul><ul><li>Researcher </li></ul><ul><li>Design the process and facilitate Board/senior staff discussions </li></ul><ul><li>Document discussion and prepare report </li></ul><ul><li>Prepare the Environmental Scan </li></ul>
  40. 40. Creating a Plan : Other Considerations <ul><li>Outside Assistance </li></ul><ul><li>Timing </li></ul><ul><li>Monitoring and Updating </li></ul><ul><li>Resources </li></ul>
  41. 41. Discussion Question #5 What are the options for your library to prepare a strategic plan?
  42. 42. Dr. Curtis R. Rogers Director, Division of Statewide Library Services SC State Library [email_address] 803-734-8928 Thank You