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Planning Teams and Strategic Planning

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Title: Planning Teams and Strategic Planning


1
Planning Teams and Strategic Planning
  • IACT424/924 Corporate Network Design and
    Implementation

2
Outline
  • The Strategic Network Plan
  • To Planor Not?
  • The Crouch Diagram
  • Six Tips for Strategic Planning
  • Ten Pitfalls of Strategic Planning
  • Factors in Selecting Strategies
  • Planning Teams
  • Who Should Be Involved in Planning?

3
The Strategic Network Plan
  • Strategic planning determines
  • Where an organization is going over the next year
    or more
  • How it's going to get there
  • How it'll know if it got there or not
  • Far more important than the strategic plan
    document, is the planning process itself

4
To Planor Not?
  • The most basic question to ask before starting a
    strategic planning process is whether to develop
    a strategic plan
  • The question of whether or not to develop a
    strategic plan may be based on answers to the
    following questions

5
To Planor Not?
  • What purpose will the strategic plan serve?
  • How will it help the organization?
  • Will it be better than the system we use now?
  • Are those in leadership positions committed to
    strategic planning?
  • How much will it cost in terms of time and
    personnel effort?

6
To Planor Not?
  • Who should be on the planning team?
  • Does anyone have experience with strategic
    planning?
  • Do we think we can do it?
  • Are we willing to make decisions about our
    future?
  • Will we actually use the plan?
  • What overriding crises would inhibit our ability
    to plan?

7
The Crouch Diagram
Why are we in business?
How do we do business?
Where are we now?
Where do we want to be?
How do we get there?
How will we know weve arrived?
8
The Crouch Diagram
  • Vision
  • Driving Force
  • Mission

Why are we in business?
How do we do business?
Where are we now?
Where do we want to be?
How do we get there?
How will we know weve arrived?
9
Why Are We in Business?
  • Vision
  • The future position and value of the organization
    (present tense, seven words or less)
  • The vision statement describes
  • desired future structure, size, services, and
    markets
  • It is a sketch, not a blueprint
  • It shows basic features, not specific dimensions.
    It is the strategic baseline
  • It must be challenging and compelling
  • Effective vision statements capture "the dream
  • They are substantive and significant
  • They make you different

10
Why Are We in Business?
  • Mission
  • The organization and its purpose (one hundred
    words or less)
  • Who we are
  • Who we serve
  • What products and services we offer, and
  • How we make them available
  • The mission statement outlines markets,
    customers, and competitors

11
Why Are We in Business?
  • Mission Statements
  • Broadly defines business scope and purpose
  • Presents "a desired position in a predicted
    future world" and represents the "bulls-eye or
    target of the strategy" (Yavitz Newman,
    Strategy in Action, 1982)
  • It sets down customer needs served and the range
    of services offered.

12
Why Are We in Business?
  • The mission statement answers
  • What is our future business?
  • "A mission statement should not commit a firm to
    what it must do in order to survive but what it
    chooses to do in order to thrive" (Ackoff,
    Management in Small Doses, 1986)
  • The greatest obstacle is narrow-mindedness,
    thinking of the future business as an elaboration
    of the present

13
Why Are We in Business?
  • Driving Forces
  • The conditions which "drive" the organization
  • Products/services offered
  • Market focus/needs
  • Technology
  • Production capability/capacity
  • Method of sale
  • Method of distribution
  • Natural resources
  • Size and growth, or
  • Profit/return on investment

14
The Crouch Diagram
Why are we in business?
  • Values
  • Climate
  • Culture

How do we do business?
Where are we now?
Where do we want to be?
How do we get there?
How will we know weve arrived?
15
How Do We Do Business?
  • Values
  • The bases on which we want decisions to be made
    and actions to be taken
  • Values are beliefs held by the company
  • Every organization has them
  • Values differentiate you from competitors

16
How Do We Do Business?
  • The Values Statement
  • The values statement is a summary of the values
    that guide operations and staff
  • It is the basis for the ethical standards in
    dealings with employees, patients or customers,
    vendors, competitors, and payers
  • The values statement addresses corporate
    integrity and citizenship, customer benefit,
    quality, and employee relationships

17
How Do We Do Business?
  • Culture
  • Traditions, ethics, and other standards which
    influence the way things are accomplished in the
    organization
  • Climate
  • The interpersonal and physical environments is
    the organization a good place to be and to work?

18
The Crouch Diagram
Why are we in business?
How do we do business?
  • Strengths
  • Weaknesses
  • Opportunities
  • Threats
  • Competition
  • Constraints

Where are we now?
Where do we want to be?
How do we get there?
How will we know weve arrived?
19
The Crouch Diagram
Why are we in business?
How do we do business?
Where are we now?
Where do we want to be?
  • Strategy

How do we get there?
How will we know weve arrived?
20
Where Do We Want to Be?
  • Strategies--where we want to be and what we want
    to achieve.
  • Goals and objectives--directly support our
    mission.
  • Goals should be SMARTS-pecific, M-easurable,
    A-chievable, R-ealistic, and T-imely

21
Where Do We Want to Be?
  • The Strategy Statement
  • A strategy is a statement of direction that
    serves as a central organizational theme guiding
    and coordinating functional actions
  • A strategy articulates the nature of a business
    and its main intentions for the future

22
Where Do We Want to Be?
  • Strategy creates a reference point
  • It focuses on long-term direction
  • Is qualitative
  • Provides guidance for short-term plans
  • Integrates functional plans into an overall
    scheme
  • Is realistic and action oriented, and is
    understood at the top and middle levels of the
    organization (Yavitz Newman)
  • A strategy must be clear and lack subtlety

23
The Crouch Diagram
Why are we in business?
How do we do business?
Where are we now?
Where do we want to be?
  • Tactics
  • Resources

How do we get there?
How will we know weve arrived?
24
How Can We Get There?
  • Tactics
  • Specific action plans to implement our strategies
  • the right people doing the right things at right
    time in the right way for the right reasons.
  • Satisfying our needs (tactics)...
  • What is the specific goal?
  • Who will champion it's accomplishment?
  • When will action start? End?
  • What tasks are involved?
  • What resources are needed?
  • How shall we monitor?

25
How Can We Get There? - The Goals/Objectives
Statement
  • Tactics can be developed as a set of goals and
    accompanying objectives framing what needs to be
    done

26
How Can We Get There? - The Goals/Objectives
Statement
  • A goal is a written statement describing a
    defined action
  • Goals are broad ends that an organization works
    towards on an ongoing basis
  • Goals are general rather than specific,
    qualitative rather than quantitative, directional
    rather than measurable, focal rather than
    achievable, and continuous rather than
    time-limited

27
How Can We Get There? - The Goals/Objectives
Statement
  • An objective is a written statement describing a
    specific result, event, or outcome to be
    accomplished to work towards a particular goal
  • Objectives are discrete aims to be completed in a
    preset time frame, they are stated in terms of
    "what," "when," and "who."
  • Objectives are specific rather than general,
    quantitative rather than qualitative, measurable
    rather than directional, achievable rather than
    focal, and time-limited rather than continuous

28
How Can We Get There?
  • Goals and objectives are hierarchically related
  • A goals/objectives statement takes the form of
    several goals (usually three or more but less
    than ten) enumerated in terms of their
    significance with each goal related to three to
    five objectives in the order to be accomplished.

29
How Can We Get There?
  • Goal Setting Process
  • Consider vision, mission, environment
  • Generate goals
  • Prioritize goals
  • Determine how to defend selections
  • Goals show "what" not "how

30
How Can We Get There?
  • Accomplishing our goals...
  • What is the specific task?
  • Who will champion it's accomplishment?
  • When will action start? End?
  • What activities are involved?
  • What resources are needed?
  • How shall we monitor?

31
How Can We Get There?
  • Team Process
  • Teams select three top goals by consensus
  • Combine
  • Re-Write, or
  • Create new goals
  • Report to the group, defend choices
  • Begin Action Planning

32
How Can We Get There?
  • Resources
  • There are only five
  • People
  • Property
  • Time
  • money, and
  • Technology (or knowledge)

33
The Crouch Diagram
Why are we in business?
How do we do business?
Where are we now?
GAP ANALYSIS
Where do we want to be?
How do we get there?
How will we know weve arrived?
34
Gap Analysis
  • Strategic planning closes the gap between where
    the company is and where it wants to be
  • This involves translating strategy into the
    realities of organizational structure, systems,
    policies, products, and operations

35
Gap Analysis
  • This will be done by getting answers to such
    questions as
  • What realignments in the organizational structure
    are indicated?
  • What changes are suggested in leadership style?
  • What new management skills are necessary?
  • What will be the implications for policy?

36
Gap Analysis
  • These questions represent "critical issues" which
    are " those major changes , modifications,
    additions to the organization's structure and
    systems, to its capabilities and resources, to
    its information needs and management that result
    from setting strategy" (Tregoe Zimmerman)
  • What makes these issues critical is their
    functional relationship to the implementation of
    the strategy

37
The Crouch Diagram
Why are we in business?
How do we do business?
Where are we now?
Where do we want to be?
How do we get there?
  • Co-Ordination
  • Budgets
  • Controls
  • Reports
  • Milestones

How will we know weve arrived?
38
The Crouch Diagram
  • For network design and implementation, I believe
    the most important questions are
  • Where do we want to be?
  • How do we get there?
  • You need information
  • SWOT
  • Constraints
  • Reports

39
Six Tips for Strategic Planning
  • 1. Strategic planning is a way of thinking, an on
    going process
  • The plan is never perfect or complete
  • 2. Keep the planning simple and manageable
  • 3. Involve the organizations leaders
  • Don't give away the planning task to support
    staff or consultants

40
Six Tips for Strategic Planning
  • 4. Emphasize creativity, innovation, and
    imagination rather than blindly following a set
    of planning steps
  • 5. Don't adopt strategies without careful
    consideration of how they will be implemented
  • 6. Strategic planning is not an end in itself
  • It is a tool to help the organization accomplish
    its mission

41
Ten Pitfalls of Strategic Planning
  • 1. Planning the future primarily on the basis of
    statistical and financial projections or
    forecasts
  • 2. Over-nighting a thick packet of forms to every
    branch to complete and return them to the
    corporate office in 10 business days

42
Ten Pitfalls of Strategic Planning
  • 3. Giving strategic planning lip-service, but not
    giving time or support necessary to develop or
    implement a credible plan
  • 4. Rolling out a new company-wide, long-term
    planning process and leaving incentive packages
    tied to short-term results unchanged

43
Ten Pitfalls of Strategic Planning
  • 5. Blaming competitors, customers, payers,
    regulators, or the sales force for the poor
    strategic performance of the agency or company
  • 6. Investing in training all line managers in
    techniques to build an exciting agency future and
    then downsizing

44
Ten Pitfalls of Strategic Planning
  • 7. Adopting a strategy inherited through the
    acquisition of a former rival or simply imitating
    a current competitor
  • 8. Starting with a vision or mission that fails
    to capture the imagination and ownership of the
    grunts in the field

45
Ten Pitfalls of Strategic Planning
  • 9. Letting the bean counters in the business
    office or in accounting or finance reduce the
    future to a series of monthly bottom lines
  • 10. Trying to step into the future with both feet
    planted firmly in past because of a myopic view
    of tomorrow as what we like about today

46
Four Basic Strategies
Rational-Empirical People are rational and follow self interestchange based on communication of information and offering incentives
Normative-Re-educative People are social beings and follow social normschange based on redefining and reinterpreting existing norms, developing commitment to new norms
Power-Coercive People are mostly compliant, do as theyre toldchange based on the exercise of authority and the imposition of sanctions
Environmental -Adaptive People oppose loss/disruption but adapt readilychange based on building a new organisation and gradually transferring people to the new one
47
Factors in Selecting Strategies
  • There is no single perfect strategy please
    consider
  • Degree of Resistance
  • Strong Power-Coercive Environmental-Adaptive
  • Weak Rational-Empirical Normative-Re-educative
  • Target Population
  • Large populations need all four strategies in a
    mixsomething for everyone

48
Factors in Selecting Strategies
  • The Stakes
  • High stakes need all four strategies in a
    mixnothing left to chance
  • The Time Frame
  • Short Power-Coercive
  • Longer Rational-Empirical Environmental-Adaptiv
    e Normative-Re-educative

49
Factors in Selecting Strategies
  • Expertise
  • Mix the strategies according to the expertise of
    the Change Agents
  • Dependency
  • If organisation is dependant on its people,
    managements ability to lead is limited
  • If people are dependant on the organisation,their
    ability to resist or oppose is limited
  • Mutual dependency requires negotiation

50
Marketing Strategies
Current Customers New Customers in Related Fields New Customers in Unrelated Fields
New Services in Unrelated Fields STRATEGY VII PRODUCT/SERVICE INNOVATION High Investment Low Return High Risk STRATEGY VIII High Investment Moderate Return High Risk STRATEGY IX STARTUP OPERATION High Investment High Return Very High Risk
New Services in Related Fields STRATEGY IV PRODUCT/SERVICE DEVELOPMENT Moderate Investment Low Return Low Risk STRATEGY V DIVERSIFICATION Moderate Investment Moderate Return Moderate Risk STRATEGY VI Moderate Investment High Return High Risk
Current Services STRATEGY I MARKET PENETRATION Low Investment Low Return Very Low Risk STRATEGY II MARKET DEVELOPMENT Low Investment Moderate Return Low Risk STRATEGY III MARKET INNOVATION Low Investment High Return High Risk
51
Planning Teams
  • The planning design frequently calls for a small
    team to direct efforts and develop the written
    document
  • Input should come from the entire organization so
    that each member has a stake in the process and
    outcome
  • Team members should
  • Work well together
  • Be committed to the process
  • Be respected by their peers

52
Planning Teams
  • Team Leader
  • Should understand planning well enough to help
    others through the process
  • If this is a first-time experience for everyone
    involved, out side expertise may be useful to
    provide an initial orientation or a jump start

53
Who Should Be Involved in Planning?
  • Establish clear guidelines for membership, for
    example
  • Those directly involved in planning
  • Those who will provide key information to the
    process
  • Those who will review the plan document
  • Those who will authorize the document
  • Etc

54
Who Should Be Involved in Planning?
  • The chief executive and board chair should be
    included in the planning group
  • Should drive development and implementation of
    the plan

55
Who Should Be Involved in Planning?
  • A primary responsibility of a board of directors
    is strategic planning to effectively lead the
    organization
  • Therefore, insist that the board be strongly
    involved in planning
  • Including assigning a planning committee (often,
    the same as the executive committee)

56
Who Should Be Involved in Planning?
  • Always include in the group, at least one person
    who ultimately has authority to make strategic
    decisions
  • Ensure that as many stakeholders as possible are
    involved in the planning process

57
Who Should Be Involved in Planning?
  • Involve at least those who are responsible for
    composing and implementing the plan
  • Involve someone to administrate the process,
    including
  • Arranging meetings
  • Helping to record key information
  • Helping with flipcharts
  • Monitoring status of prework, etc

58
Who Should Be Involved in Planning?
  • Phases in Team membership
  • Strong board involvement in determining the
    organizations strategic direction
  • Mission
  • Vision
  • Values

59
Who Should Be Involved in Planning?
  • Then more staff involvement in determining the
    organizations strategic analysis to determine
    its current issues and goals
  • Then primarily the staff to determine the
    strategies needed to address the issues and meet
    the goals

60
Who Should Be Involved in Planning?
  • In general, where there's any doubt about whether
    a certain someone should be involved in planning,
    it's best to involve them
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