The Construction Specifications Institute

Looking At Your Year Ahead

Kathy Proctor, FCSI, CDT

Today’s Objectives• Learn how a simple planning session can structure

your year.• Develop a chapter calendar with key milestones.• Use the calendar to get key commitments from

committee chairs.• Ensure that chapter resources are used efficiently

through careful scheduling.• Enjoy your time as a leader.

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What Type of Planning Does Your Chapter Do?

• Have a 3 – 5 year long-range plan?• Have a chapter operating guide?• Hold a planning meeting before (or at the) start of the

new year?• Trying to get something organized and are looking

for ideas?

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Let’s Make a Plan!

“Good fortune is what happens when

opportunity meets with good planning.”

Thomas Alvin Edison

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Planning Session• When?

May through June

• Who?BoardCommittee Chairs

• How Long?4 hours

• Where?Appropriate space is important

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Supplies & Equipment Needed

• Flip Chart• Post it Notes• Dots• Calendar Grid (12 – 15 month)• Markers & Pens• Camera• Projector, computer• Internet

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Handouts / Resources• Calendars• Chapter Operating Guides• Job Descriptions• Budgets (proposed and previous year)• Long Range Plan

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Before the Session

Executive Team Meets– Review chapter long-

range plan– Agree on key directives

for the year– Review or establish

budget

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Structure of the Meeting1. Introduction

2. Review of Last Year

3. Strategic Direction for this Year

4. Goal Setting

5. Report Out

6. Capture Information

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IntroductionIntro from facilitator or incoming President

– What you intend to accomplish– Importance of each person’s contribution– What you will do with the information

• Communicate it to membership– Publish in newsletter– Post on chapter website

• Use to manage monthly progress

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Review Last Year• What’s Hot!

What’s Not!• Identify strengths and

weaknesses• Use flip chart to record

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Set Strategic Direction

• Outcomes from ExCom meeting

• Quick review of finances• Challenge to committees

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Goal Setting – Breakout Session• Small groups with similar interests

– i.e.: Education, Certification, Technical

• Develop committee goals– Format

• The (which) committee will do (what) by (when).• Resources needed:

– Support from other committees

– Volunteers

– Financial

• Capture on Flip Charts

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Report Out

Committees present goals

– Identify conflicts– Commitments before

peers– Record on Chapter

Calendar

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The CalendarSchedule for 12-15 months

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The Calendar• Start with a blank grid• Put in the days, dates

and months• Use as the base to chart

your course

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The Calendar• Identify key dates

– Chapter meetings– Conferences– Product show– Study course– Institute deadlines– Award submittal deadlines

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Other Calendar Information• Newsletter articles

– Schedule publication months for special topics– Get committee chairs to commit to write

• Key dates of other organizations

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Manage Your ResourcesDo you need to change dates?

– Over-commitments of volunteers– Watch your $$$$$

• Incomes vs. Expenditures

– Check conflicts with other organizations• Nearby chapters• Other industry organizations

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Capture the Information• Schedule

– Photo the calendar– Have a scribe record the events

by date

• Goals– Type into a word document

• Review with leadership team• This becomes your road map

for the year

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The Construction Specifications Institute

15 Month Calendar

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Transfer to Spreadsheet

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Transfer to Gant Chart

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Manage Your Year Ahead

• Board meeting uses calendar milestones

• Check progress• Identify new conflicts• Determine needed

resources

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Outcomes

• Ease of communication• Everyone knows what

is expected• Easy transition using

15 month plan• Have a successful

term

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“Planning is bringing the future into the present so that you can do something about it now”

Alan Lakein

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