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OLA Super Conference 2011
dmA Planning & Management Services Inc.
Library Strategic PlanningLibrary Strategic PlanningFeb 2011
Presentation Notes from: OLA Conference: Feb. 5, 2011Copyright: dmA Planning and Management Services – Not to be reprinted, circulated or presented without the prior written permission of the dmA.
dmA Planning & Management Services
A Lost Opportunity?A Lost Opportunity?
All planning is a good thing
There are good Strategic Plans
But there are also good plans that are Not Strategic Plans – and that is the lost opportunity
dmA Planning & Management Services
My PresentationMy Presentation
1. Planning 101 – Master Plans vs. Strategic Plans
2. Strategic Plans – The Essential Elements
3. Avoiding Lost Opportunities - -Why Strategic Plans Fails
PART ONE
PLANNING 101 – Strategic Plans, Master Plans and Management Plans
dmA Planning & Management Services
Three Simple QuestionsThree Simple Questions
1. What Do We Hope to Accomplish by Providing Library Services?
2. What Do We Need to Provide?
3. How Should We Provide It?
dmA Planning & Management Services
Three Different AnswersThree Different Answers
What Do We Need to Accomplish Our
Goals?
Library Master Plan
Feasibility Studies for New Libraries
Collection Development Strategy
How Will We Provide Facilities/Services to
Meet Our Goals?
Marketing Plans
Organizational Reviews
Policy Analysis
Staffing Review
What We Hope to Accomplish?
Vision, Goals, Strategic
Directions/ Action Plans
Strategic PlanStrategic Plan
Management PlansManagement PlansMaster PlanMaster Plan
PART TWO
THE ESSENTIAL COMPONENTS OF STRATEGIC PLANNING
dmA Planning & Management Services
Overview: Steps in the Overview: Steps in the Master Planning ProcessMaster Planning Process
1. Where are we now?
2. What factors will affect future demand?
3. What are other communities doing?
4. What does the public want?
5. What do we need to provide?
6. When should we update our plan?
• Inventory
• Demographics/Trends
• Research/Benchmarks
• Public Participation
• Recommendations –Facilities, Services
• Fixed Term Review or Funding Cycle
dmA Planning & Management Services
Overview: Steps in the Overview: Steps in the Strategic Planning ProcessStrategic Planning Process
1. Where are we now?
2. How did we get in this situation?
3. What will likely happen if we continue as we are?
4. Where do we want to go?
5. How do we get there?
6. How do we know we’re there?
• Situation Audit• Environmental Scan• Research
• Vision Values
• Goals• Strategic Directions• Action Plans
• Monitoring
dmA Planning & Management Services
The Difference Between…The Difference Between…
Where We Want to Be
Master Planning
Strategic Planning
Where We Are At
Where We Are Going
Master Planning & Strategic Planning
dmA Planning & Management Services
Critical Balance in SPCritical Balance in SP
Managing for Stability
• Desired features• Valued attributes• Core values
Managing for Change
• Adaptability• External Forces• Continued relevance
dmA Planning & Management Services
The Structure of the Strategic PlanThe Structure of the Strategic Plan
SWOT
Situation Audit Environmental Scan
strengths/weaknesses opportunities/constraints
VisionPreferred future (Year 2025)
Retain all that is positive/essentialChange to prosper/remain relevant
Long Term Strategic Directions
Short Term Action Plans
Monitoring & Evaluation
Complementary Plans/ProjectsFacilities and Services Plan
Marketing strategyStaff development/trainingOngoing customer satisfaction research
dmA Planning & Management Services
Definition of a Strategic PlanDefinition of a Strategic Plan
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
PART FOUR
LOST OPPORTUNITIES – WHY STRATEGIC PLANS FAIL
dmA Planning & Management Services
Five Lost OpportunitiesFive Lost Opportunities
1. Ineffective Vision
2. Limited Attention to Future Forecasting
3. Poor Leadership
4. Inappropriate Use of Community Input
5. Not Enough Time Committed to the Planning Process
dmA Planning & Management Services
Why We Fail: Lost Opportunity 1Why We Fail: Lost Opportunity 1
Ineffective VisionIneffective Vision
dmA Planning & Management Services
“ Vision statements … are also the most overused, abused, and poorly written part of strategic planning you will ever see”
Peter Wright http://www.planningbootcamp.com
dmA Planning & Management Services
What a Vision is NOTWhat a Vision is NOT
Lazy – a tagline or slogan
Familiar – a description of your library today
Boring – unimaginative, unexciting, uninspiring
Self-Serving – focused on past accomplishments rather than future expectations (dreams)
dmA Planning & Management Services
An Effective VisionAn Effective Vision
Addresses the SW and the OT in the SWOT
Communicates a Clear Picture of a Preferred Future
Focused on the Need for Major Changes Directly Tied to Goals / Strategic
Directions and Ultimately Recommendations
dmA Planning & Management Services
Why We Fail: Lost Opportunity 2Why We Fail: Lost Opportunity 2
Limited Attention to Future Forecasting Limited Attention to Future Forecasting
dmA Planning & Management Services
The Extreme Future The Extreme Future
Ability to predict and adapt to extreme change
Enlightened leadership – a bold new vision
Investment in innovation
Immigration and new lifestyles
Global security threats – terror and global democracy – free minds, free speech
Quality public education
Transformed workforce
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My Four Rules of ForecastingMy Four Rules of Forecasting
#1 – Forecasts are incorrect as often as not
#2 – There is no right answer – just differing assumptions
#3 – Forecasting is based on analysis not guesswork – and you can often spot a bad forecast
#4 – Notwithstanding Rule #1 – any forecast is a good thing if it makes you question your assumptions; think creatively about the future; and act to anticipate a different future
dmA Planning & Management Services
Why We Fail: Lost Opportunity 3Why We Fail: Lost Opportunity 3
Poor LeadershipPoor Leadership
dmA Planning & Management Services
Leadership in Strategic PlanningLeadership in Strategic Planning
“The only way a leader is going to translate a vision into reality – an ability that is the essence of leadership – is to anchor, implement and execute that vision through a variety of policies, practices, procedures and systems that will bring in people and empower them to implement the vision”.
Warren Bennis
dmA Planning & Management Services
Why We Fail: Lost Opportunity 4Why We Fail: Lost Opportunity 4
Inappropriate Use of Community InputInappropriate Use of Community Input
dmA Planning & Management Services
Community Consultation Community Consultation
“Consultation with the public at large, and other stakeholders, is a key element of this Plan”.
RFP for a Library Strategic Plan
dmA Planning & Management Services
Why We Fail: Lost Opportunity 5Why We Fail: Lost Opportunity 5
Not Enough Time Committed to the PlanNot Enough Time Committed to the Plan
dmA Planning & Management Services
The Structure of the Strategic PlanThe Structure of the Strategic Plan
SWOT
Situation Audit Environmental Scan
strengths/weaknesses opportunities/constraints
VisionPreferred future (Year 2025)
Retain all that is positive/essentialChange to prosper/remain relevant
Long Term Strategic Directions
Short Term Action Plans
Monitoring & Evaluation
Complementary Plans/ProjectsFacilities and Services Plan
Marketing strategyStaff development/trainingOngoing customer satisfaction research
dmA Planning & Management Services
Summing Up Summing Up
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A Good SP? Six Questions A Good SP? Six Questions
1. Is it a Strategic Plan or a Master Plan?2. Does the Vision describes a Library that
would not be recognized as your Library today?
3. Did you forecast the future – address major social/economic changes?
4. Does the Plan consider, and likely change, key outcomes and priorities?
5. Does the Plan lead rather than follow public opinion?
6. Does it reallocate resources?
dmA Planning & Management Services
Thank YouThank You& &
Your QuestionsYour Questions