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Sometimes a picture is worth a thousand words. As we move through the process of strategic planning, in this document, start with the following infographic highlight of just what you are looking to accomplish. This will give you a visual memory as you get into the details following.
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Following is a proposed timeline for each phase including meeting dates, times and groups involved. This table also includes fees and payment schedule.
Organization staff will be responsible for the following:• Travel and meals for the facilitator. This will include mileage to and from Union County and meals
during on site visits.• Securing locations for all scheduled meetings.• Coordinating the planning committee; meeting schedule, reminders, materials.• Sending out the membership survey using organization email/database.• Setting up the interviews with local stakeholders identified in Phase 1.• Disseminating information at the request of facilitator.• IMPLEMENTATION!! We are creating a “living” document. The most important part of a strategic
plan is accountability. A scorecard and KPIs will be included in your final plan.
PLANNING PHASE DATE MEETING TIMES
FEE STRUCTURE
ATTENDEES
Phase 1: Setting the Stage
Work begins upon contract execution.
OngoingFee:$2500 due with contract
FacilitatorChamber PresidentChairman of Board
Phase 2:Asking the Questions
TBD
TBD
TBD
TBD
7:30-11:30 am
Fee: $2500 due
10:30
TBD
4:00-5:30 pm
Board, Planning Committee, Staff
Survey to membership deploys from Chamber.Facilitator interviews with local stakeholders.Focus Group
Phase 3:Plotting the Course
TBD
TBD
7:30-9:30 am
Email delivery of review materials for final presentation
Planning Committee
Chamber StaffBoard of DirectorsPlanning Committee
Phase 4:Moving Ahead and Keeping Score
TBD
TBD
7:30-9:30
Facilitator makes revisions following 7/28 meeting.
Email Delivery of Final Report
Final Fee: $2500 due
Chamber StaffBoard of DirectorsPlanning Committee
Copies to:Planning CommitteeBoard of DirectorsChamber Staff
Three Year Plan
Phase 1: Setting the Stage
Upon execution of the contract Facilitator will conference with Chamber President and Board Chair to set the stage for the planning.
Facilitator will require the following information from the Chamber:
Three years financial statement + current YTD statement
President’s reports to BOD; 18 months
Three years of Annual Reports
Value statements (Benefits of Membership)
# of investors at each level of investment
# of sponsors and at what total annual sponsorship investment
Current income sources
Definition of service area
Current business climate; urgent issues that are being undertaken or pending.
Facilitator will:
Provide ongoing progress reports throughout the planning
Provide an agenda to Chamber staff for distribution to all attending scheduled meetings.
Chamber President and Staff will:
Send all materials required by Facilitator
Make housing arrangements for Facilitator’s on-site visits
Keep an excel workbook with a tab for each group in the process with their contact information; staff, BOD, Planning Committee, Stakeholders for interviews, Focus Group participants
Send timely invitations and reminders for meetings
Send task reminders throughout the process as tasks are assigned
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Phase 1: Setting the Stage
Chamber President and Board Chair will select members of planning committee. A group of no more than 15, selected from the following:
Board Members
Chamber Staff
Upper Level Investors
Small Business Investors
Past BOD Chairs
Community Partners
THE PLANNING TEAM
Strategic planning should be conducted by a planning team. Consider the following guidelines when developing the team:
The group should be a manageable size, preferably around 15 and should be a cross section of staff, board leadership, organization members, organization partners, community stakeholders.
The Chamber President should be included in the planning group, and should drive development and implementation of the plan.
Involve someone to administrate the process, including arranging meetings, helping to record key information, helping with flipcharts, monitoring status of preparation, etc.
Establish clear expectations and clarify roles for participants; there are roles for those directly involved in planning, those who will provide key information (interviews and focus group participants) to the process, those who will review the plan document (Staff, BOD and Planning Committee), those who will authorize the document (BOD), etc. Each participant should understand the overall direction of the process and her/his independent roles.
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Phase 2: Asking the Questions
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This will be a 4 hour workshop of the Planning Committee intended to determine answers to the following:• Where are we?• What do we have to work with?• Where do we want to be?• How do we get there?
Workshop Tasks:• Review Statements of Purpose; Mission, Vision, Core Values• SWOT analysis• Environmental Scan
Internal Audit:HR including succession planning for President Operation Systems (Policy & Procedure)Communications SystemsPrograms and EventsCommitteesBoard succession planning
External Audit:Community dynamicsOrganization relationships/partnershipsGeographical challengesIndustry overviewEconomic climateLeadershipGovernmentsPerception of ChamberDefine the competition
• Identify community stakeholders for interviews with facilitator.• Identify members for focus group.• Determine questions for membership survey.
Outcomes:Facilitator Compile data
Email progress reports to Planning CommitteeChamber President Set stakeholder appointments
Invitations to Focus GroupLay out member surveyEmail member survey
Phase 3: Plotting the Course
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A two hour Planning Committee session to work through all collected data and set up goals, objectives and measurements for success.
Review:
Membership survey results
Interview results
Focus Groups feedback
Data collected to date
SWOT results
Facilitator recommendations
Establish the following:
Organizational profile
Customer profile (member)
Set goals, objectives and priorities
Connect strategies directly to needs, assets and desired outcomes
Action items and assignments
Timeline
Scorecard
Outcomes:
Documents developed for each of the elements listed above.
Facilitator progress report with documents distributed to all to be read and ready to discuss at final meeting.
Phase 4: Moving Ahead and Keeping Score
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Following the presentation of the report in final meetings, the report will be edited, completed and disseminated.
Completion Date: TBDTasks for this Phase:• Facilitator will make any revisions to the report that are discussed in the
final meeting.• Facilitator will email the final report in a print ready format, to the Chamber
President.• Chamber President will generate spiral bound copies of the report and
distribute a copy to all members of each of the following groups:Chamber StaffPlanning CommitteeBoard of Directors
• Facilitator will schedule check in calls for six months and 12 months to encourage follow through of the plan.
About the Facilitator
Annette Medlin, IOM
Annette has been in non-profit management for over 25 years; for eight years as a chamber Executive. She has held leadership roles in industry professional organizations as President of the Carolina’s Association of Chamber of Commerce Executives and with the US Chamber Institute for Organization Management as a student, a class advisor, a member of the Board of Regents and now as faculty. Annette was honored by her peers as South Carolina Executive of the Year in 2008.
In April of 2012 she co-founded Membership180 with Jay Handler. M180 is a sustainable membership development company devoted to seeing chambers of commerce and associations grow through engaging current members while recruiting new ones.
Annette is a regular speaker, facilitator and coach/consultant to clients in the areas of board development, strategic planning, executive coaching, capitalizing on capacity, feminine leadership and community partnerships. In addition to her successful blogposts on membership180.com, Annette is frequently a guest blogger for Institute.
[email protected](866) 960 9789 ext. 101
Website/Blog: www.membership180.comLinkeIn: www.linkedin.com/in/annettemedlin/FaceBook: https://www.facebook.com/coachmedlinFaceBook: https://www.facebook.com/MedlinInYourBusinessPinterest: http://pinterest.com/kamedlin/
phone: 866-960-9789/ www.membership180.com/email: [email protected]