Strategic Planning Workshop

July 9, 2011

Purpose of the Workshop

Answer two questions:

1. What is Strategic Planning?2. How does the WDRA formulate a

strategic direction for the next 5 to 10 years?

Everyone in attendance should participate

Agenda

8:30 – 10:00 Presentation by Clem Pelot, Q & A

10:00 – 10:15 Coffee break10:15 – 10:45 Group discussion

WDRA mission and mandates

10:45 – 11:45 Group discussionSWOC analysis

11:45 Closing remarks (Gayle)

WDRA Strategic Plan Team

WDRA Board of DirectorsAd Hoc CommitteeWorking groups Programming

Physical plantFinance

This workshop will provide the WDRA and Ad Hoc Committee the tools to develop your Strategic Plan

Strategic Planning Workbook

“Creating and Implementing Your Strategic Plan”

Authors John Bryson and Farnum Alston

Simple, flexible modelManageable stepsProvides many ‘tools’ (worksheets)Keeps you on track

What is Strategic Planning?

Now used by most public/ non profit organizations

Comprehensive, ‘big picture’ processDefines a vision for the future (where you

want to be)Recognizes WDRA’s changing

environmentProactive and flexible in addressing issuesCyclical

Benefits of Strategic Planning

Improve WDRA services provided to residents

More effective use of resources (people and money)

Increased organizational efficiencyImproved understanding and buy-inMore likely political support at all levelsRationalize future decisions by WDRA Specific, targeted actions

The ABC’s of Strategic Planning

A) Where You Are

B) Where You Want To Be

C) How You Get There

This framework is used to introduce you to the elements of Strategic Planning

A) Where You Are

Organizational readinessWDRA mission and mandates The role of volunteers Condition, capacity and use of the arena

and hallStakeholder inputSWOC analysis

Organizational Readiness

Consensus on the need for a Strategic Plan

Involvement of key decision makersCapacity / knowledge of WDRA

volunteersUnderstanding the steps and timelineScope of the effortRole of the Ad Hoc Committee

WDRA Mission“We are a non-profit community governed

organization, whose purpose is to support the people of our community in meeting their recreational, athletic and social needs; to achieve the best possible community spirit and wellbeing.”

WDRA MandatesTo manage the maintenance and safe

operation of the Westmeath Recreation Centre facility.  

To rent the WRC facilities, indoor or outdoor, to a range of user groups or individuals throughout the year.

To present and operate a range of outdoor and indoor events throughout the year - sports, recreation, community building, hobby and leisure events - as a part of the delivery of recreational services in the Township of Whitewater Region. 

WDRA Mandates

To recruit and train volunteers.To promote and publicise the events, the

work of the association and the lifestyle of the community at large.

To best support the spirit of community building and serve as a gathering centre and hub for all participants.

The Role of WDRA Volunteers

GovernanceOperationsPlanningCommunication

Condition, Capacity and Use of the Westmeath Arena and Hall

Technical assessment of building condition

Annual use (by group/ activity) of each facility

How that use compares to 5 years agoRemaining hours available (Prime/ non

prime)Current and future demand

Stakeholder Input

Arena user groupsHall user groupsMunicipality and other RA’sLocal sponsors/ companiesService clubs

SWOC Analysis

Strengths and weaknesses of WDRAOpportunities and challenges facing

WDRAStrategic implications

B) Where You Want To Be

Identify WDRA’s highest priority issuesEstablish a Vision for 2021 Update WDRA Mission StatementDevelop Goals and Objectives

Identify Highest Priority Issues

Examples of possible issues facing the WDRA:

Repair/ replacement of facilitiesRisk management/ liability for

volunteersSuitable expertise to maintain facilitiesCommunicationLevel of Municipal support

Establish WDRA Vision to 2021

The new Vision should describe what the WDRA should look like as it successfully implements its strategies and achieves its full potential

“Where and what do we want to be?”

Sample Vision for Parks and Recreation in Petawawa

“Petawawa is a healthy, vibrant community that promotes a high quality of life through the provision of recreational opportunities for residents of all ages.”

Update WDRA Mission Statement

The Mission Statement should clarify WDRA’s purpose and indicate why the Association is doing what it is

“What are we here to do?”

Develop Goals and Objectives

Goal: a long term organizational target or direction of development (what WDRA wants to accomplish or become over the next ten years)

Objective: a measurable target that must be met on the way to attaining a goal

C) How You Get There

Formulate StrategiesDevelop an Action PlanEvaluation/ reporting

Formulate Strategies

Strategy: the means by which the WDRA intends to accomplish each Goal or Objective (the ‘how’)

Strategies must:Address each priority issueHelp WDRA fulfill its missionBe described in reasonable detailBe ranked

Develop an Action Plan

A plan for the day-to-day operation of the WDRA:

Typically an annual planSpecific actions described and prioritizedExpected results definedWho is responsibleWhere/ when will actions be takenWhat resources are neededCommunication process

Evaluation and Reporting

Monitor implementation of strategiesReassess strategies and adjustReport annually to stakeholdersDecide if/ when a new strategic plan is

needed

Bryson’s Ten Step Process

For each step, the workbook provides:Purpose of the stepOutcomesWorksheet directions

Ten Steps to Complete the Plan

1. Initiate and Agree on a Strategic Planning Process

2. Clarify WDRA Mission and Mandate3. Stakeholder Input4. SWOC Analysis5. Identify and Frame Priority Issues

Ten Steps to Complete the Plan

6. Formulate Strategies7. Review and Adopt the Strategic Plan8. Establish a WDRA Vision for the Future9. Develop an Implementation Process10. Reassess Strategies and Strategic

Planning Process

Design ChoicesWhose Strategic Plan is it? WDRA’sWhat is the purpose of the effort?

EnhanceWDRA’s organizational performanceHow can the process be tailored? KISS… Ad

Hoc Committee members and other volunteers doing the work

What are the dangers to avoid? Autonomous decision making, different work groups not in synch, inadequate communication

Keys to a Successful ProcessBe sure the organization is readyStrengthen leadership and ensure adequate

participation of stakeholdersMake sure the process has a skillful championBuild understanding to support wise strategic

thinking, acting and learningCultivate necessary political supportFoster effective decision makingDesign a process that is likely to succeedManage the process effectively

Questions?

Work Group AssignmentsFollowing the coffee break:

10:15 – 10:45 Group discussionWDRA mission and

mandate10:45 – 11:45 Group discussion

SWOC analysis11:45 Closing remarks (Gayle)