Strategic Planning

Slide 1: South Carolina State Library Introduction to Strategic Planning Prepared for the Chester County Public Library January 9, 2006

Slide 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 2

Slide 3: Part One: The Basics  Definition - Strategic Planning  Steps in the Process  Components  The Benefits 3

Slide 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 4

Slide 5: Key Characteristics  Full regard for external influences / a strategy for change – not for retaining the status quo  Prepared by the “guiding members” of the organization  Long-range, optimistic and focused on a preferred future  Broadly based comprehensive review of services  Driven by benefits and outcomes; focused on attainable goals 5

Slide 6: Overview: Steps in the Strategic Planning Process 1.Where Are We Now? • Situation Audit 2.How Did We Get in this • Environmental Scan Situation? 3.What Will Likely Happen if We • Research Continue As We Are? • Vision / Values 4.Where Do We Want to Go? • Goals 5.How Do We Get There? • Strategic Directions • Action Plans 6.How Do We Know We’re • Monitoring There? 6

Slide 7: Why Do A Strategic Planning  Concentration of resources on key areas  Ability to deal with and manage change  Improved decision-making and management effectiveness 7

Slide 8: Strategic Planning: Benefits for the Library  Renewed sense of purpose (Vision, Goals, Priorities)  Enhanced communication and leadership  Enhanced perception of the library’s value  Positioned to play a significant role in community development 8

Slide 9: Discussion Question #1 How could a strategic plan benefit your library? 9

Slide 10: Embracing Change – The Library Context Part Two: The Context for Change

Slide 11: The Changing Library Environment 1. Higher Expectations/Fewer Resources 2. Technology 3. Alternative Information Providers 4. Changing Role of the Library as a Leader / Community Developer 5. Partnerships 6. New Management Approaches 7. Restructuring Among Library Providers 11

Slide 12: “Sensible and responsible women do not want to vote.” U.S. President Grover Cleveland, 1905 The phonograph…is not of any commercial value.” Thomas Edison, remarking on his invention to assistant Sam Insull, 1880 “There is no reason for any individual to have a computer in their home.” Ken Olsen, president of Digital Equipment Corporation, 1977. 12

Slide 13: The Critical Balance in Strategic Planning Managing for Stability Managing for Change • Adaptability • Desired features • External Forces • Valued attributes • Continued relevance • Core values 13

Slide 14: Discussion Questions #2 What are the most significant changes affecting your library? Has the library been able to effectively respond to these changes? 14

Slide 15: The Strategic Plan – A Tool for Managing Change Part Three: Review

Slide 16: Situation Audit “Where Are We Now?”  Profile of Existing Services  Historical Changes in Services 16

Slide 17: Environmental Scan How Did We Get in This Situation?” “What Will Likely Happen if We Continue As We Are?”  SWOT  Trends and Best Practices  Local Factors Affecting Changes 17

Slide 18: The Components of the Strategic Plan Vision and Values for Library Services The Library’s Mission Goals for Library Service Strategic Directions Action Plan Action Plan Action Plan Action Plan Action Plan Action Plan Library Strategic Plan Operational Plans Monitoring and Evaluation 18

Slide 19: Definitions  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.  Values describe core beliefs that are the foundation of the organization and affect day to day operations. 19

Slide 20: Definitions  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? 20

Slide 21: Definitions  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. 21

Slide 22: Definitions  Strategic Directions describe the broad initiatives necessary to achieve each goal. 22

Slide 23: Definitions  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. 23

Slide 24: The Library and its Branches, rooted in Chester’s vibrant and Vision 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. Position the Libraries as an institution that is continually Goals relevant and vital to the success of Chester’s future, providing essential services for vibrant, healthy, sustainable and diverse communities. Strategic Directions Information Marketing & Community & Community Gateway: Communica Civic Role Facilities Develop tion 24

Slide 25: Strategic Directions: Community & Information Community Marketing & Civic Role Gateway: Develop Facilities Communication • Promote the Libraries’ • E-mail and • Building & • Marketing Plan Action Plans: Civic Role • Communications Chat Design Concepts • Service Assessment • Customer • Facility Plan • Target the Training Standards and Underserved • Needs Guidelines Segments of the • Facility Review Assessment Community • Customization • Enhance Access to Heritage Records • Staff Role – The Heritage Records • Staff Role – The Information Navigator • Upgrade the Virtual Library • Web Page 25

Slide 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? 26

Slide 27: Why Plans Fail Part Four:

Slide 28: Why We Fail #1 Ineffective Vision 28

Slide 29: An Effective Vision for Strategic Planning 1. Embraces Change As Opportunity 2. Reasonable and Rewarding 3. Relevant to the Community and the Specific Challenges to be Addressed 4. Directly Tied to Goals / Strategic Directions and Ultimately Recommendations 29

Slide 30: Why We Fail #2 No Follow-Through – Poor Implementation 30

Slide 31: Effective Implementation and Evaluation County/Local Strategic Plan Library Strategic Plan Action Plans Implementation Strategies budget staffing    schedules  programs/services  accountability  marketing Capital / Operating Budget Performance Measures 31

Slide 32: Why We Fail #3 Poor Leadership 32

Slide 33: Leadership Qualities  Clear Vision  Willingness to Embrace Change  Desire to Reposition the Library in the Community  An Effective Communicator 33

Slide 34: Why We Fail #4 Poor Communication 34

Slide 35: Your Strategic Plan  A Statement of Purpose  An Opportunity to Speak to the Community Leaders, Your Users and Library Staff  A Means to Reposition the Library as a Key Player in the Community’s Development 35

Slide 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? 36

Slide 37: Part Five Doing A Plan – What’s Involved

Slide 38: Creating a Plan: Who is Involved The Authors  The Board of the Plan  Senior Management Staff Advisors  External Library Organizations and  Municipal Politicians and Staff Observers  Library Staff Review and  Library Users Comment  The General Public 38

Slide 39: Creating a Plan : Roles & Responsibilities  Design the process and facilitate Board/senior Facilitator staff discussions  Document discussion Writer and prepare report  Prepare the Researcher Environmental Scan 39

Slide 40: Creating a Plan : Other Considerations  Outside Assistance  Timing  Monitoring and Updating  Resources 40

Slide 41: Discussion Question #5 What are the options for your library to prepare a strategic plan? 41

Slide 42: Thank You Dr. Curtis R. Rogers Director, Division of Statewide Library Services SC State Library curtis@leo.scsl.state.sc.us 803-734-8928 www.statelibrary.sc.gov