April 23 and 30, 2005

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Introduction to Strategic Planning
OLBA / SOLS / OLS-N TRAINING

• April 23 and 30, 2005
• dmA Planning Management Services

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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 Whats Involved
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Part One The Basics

• Definition - Strategic Planning
• Steps in the Process
• Components
• The Benefits

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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
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Key Characteristics of the Strategic Planning
Process

• 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

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Overview Steps in the Strategic Planning Process

• Where Are We Now?
• How Did We Get in this Situation?
• What Will Likely Happen if We Continue As We Are?
• Where Do We Want to Go?
• How Do We Get There?
• How Do We Know Were There?

• Situation Audit
• Environmental Scan
• Research

• Vision / Values

• Goals
• Strategic Directions
• Action Plans

• Monitoring

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Why Do A Strategic Planning

• Concentration of resources on key areas
• Ability to deal with and manage change
• Improved decision-making and management
  effectiveness

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Strategic PlanningBenefits for the Library

• Renewed sense of purpose (Vision, Goals,
  Priorities)
• Enhanced communication and leadership
• Enhanced perception of the librarys value
• Positioned to play a significant role in
  community development

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Discussion Question 1
How could a strategic plan benefit your library?
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Embracing Change The Library Context

• Part Two The Context for Change

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The Changing Library Environment

• Higher Expectations/Fewer Resources
• Technology
• Alternative Information Providers
• Changing Role of the Library as a Leader /
  Community Developer
• Partnerships
• New Management Approaches
• Restructuring Among Library Providers

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The phonographis 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
Who the hell wants to hear actors talk? Harry
Warner, Warner Brothers Pictures, 1927.
There is no reason for any individual to have a
computer in their home. Ken Olsen, president of
Digital Equipment Corporation, 1977.
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The Critical Balance in Strategic Planning
Managing for Stability
Managing for Change

• Adaptability
• External Forces
• Continued relevance

• Desired features
• Valued attributes
• Core values

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Discussion Questions 2
What are the most significant changes affecting
your library?
Has the library been able to effectively respond
to these changes?
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The Strategic Plan A Tool for Managing Change

• Part Three Review

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Situation Audit
Where Are We Now?

• Profile of Existing Services
• Historical Changes in Services

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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

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The Components of the Strategic Plan
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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.

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Definitions

• Mission describes the Public Librarys reason for
  being by answering three questions (1) What is
  the librarys function? (2) Who does the library
  serve? (3) How does the library fulfill its
  function?

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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.

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Definitions

• Strategic Directions describe the broad
  initiatives necessary to achieve each goal.

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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.

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Vision
The Branches, rooted in Markhams vibrant and
healthy communities, are meeting places and
destinations that enliven their neighbourhoods,
enhance understanding of cultural diversities,
and link people to one another, to a sense of
Markhams past, and to their shared future.
Goals
Position the Libraries as an institution that is
continually relevant and vital to the success of
Markhams future, providing essential services
for vibrant, healthy, sustainable and diverse
communities.
Strategic Directions
Community Civic Role
Information Gateway Develop
Community Facilities
Marketing Communication
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Strategic Directions
Community Civic Role
Information Gateway Develop
Community Facilities
Marketing Communication
Action Plans

• Promote the Libraries Civic Role
• Service Assessment
• Target the Underserved Segments of the Community
• Enhance Access to Heritage Records
• Staff Role The Heritage Records
• Staff Role The Information Navigator
• Upgrade the Virtual Library
• Web Page

• E-mail and Chat
• Customer Training
• Needs Assessment
• Customization

• Building Design Concepts
• Facility Standards and Guidelines
• Facility Review

• Marketing Plan
• Communications Plan

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Discussion Questions 3
How current are your librarys Vision, Mission
and Goals?
Do you have an effective plan for dealing with
your librarys future?
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Why Plans Fail

• Part Four

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Why We Fail 1
Ineffective Vision
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An Effective Vision for Strategic Planning

• Embraces Change As Opportunity
• Reasonable and Rewarding
• Relevant to the Community and the Specific
  Challenges to be Addressed
• Directly Tied to Goals / Strategic Directions and
  Ultimately Recommendations

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Why We Fail 2
No Follow-Through Poor Implementation
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Effective Implementation and Evaluation
Municipal Strategic Plan
Library Strategic Plan
Action Plans
Implementation Strategies

• budget
• schedules
• accountability

• staffing
• programs/services
• marketing

Capital / Operating Budget
Performance Measures
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Why We Fail 3
Poor Leadership
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Leadership Qualities

• Clear Vision
• Willingness to Embrace Change
• Desire to Reposition the Library in the Community
• An Effective Communicator

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Why We Fail 4
Poor Communication
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Your Strategic Plan is

• 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 Communitys Development

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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?
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Part Five

• Doing A Plan Whats Involved

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Doing A PlanWho is Involved

• The Authors of the Plan
• Advisors and Observers
• Review and Comment

• The Board
• Senior Management Staff
• External Library Organizations
• Municipal Politicians and Staff
• Library Staff
• Library Users
• The General Public

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Doing A PlanRoles Responsibilities

• Facilitator
• Writer
• Researcher

• Design the process and facilitate Board/senior
  staff discussions
• Document discussion and prepare report
• Prepare the Environmental Scan

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Doing A PlanOther Considerations

• Outside Assistance
• Timing
• Monitoring and Updating
• Resources

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Discussion Question 5
What are the options for your library to prepare
a strategic plan?
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Jim MorgensterndmA Planning Management
Services 4263 Sherwoodtowne Blvd., Suite
100Mississauga, Ontario L4Z 1Y5905.275.4458
ext. 26jmorgenstern_at_dmaconsulting.comwww.dmacon
sulting.com
Thank You
43
Discussion Question 1
How could a strategic plan benefit your library?
44
Discussion Questions 2
What are the most significant changes affecting
your library?
Has the library been able to effectively respond
to these changes?
45
Discussion Questions 3
How current are your librarys Vision, Mission
and Goals?
Do you have an effective plan for dealing with
your librarys future?
46
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?
47
Discussion Question 5
What are the options for your library to prepare
a strategic plan?