Strategic Planning Chester County Library System Strategic Planning Steering Committee November 14, 2008 Gail Griffith

2 Agenda  Introductions  Strategic planning methods Search conference Other parts of the process  Role of steering committee members  Next steps Timeline

3 Strategic Planning Conduct External Environmental Analysis Conduct Internal Organizational Assessment Perform Data Collection Perform Data Analysis Create Strategic Vision Set Strategic Direction Construct Strategic Plans Design & Execute Implementation Evaluate Performance

4 Why Search Conference?  Very high community and staff involvement  Produces results using a short time frame and limited budget  Excellent process for Chester County’s needs

5 What is a Search Conference*?  A planning meeting that helps people move from ideas to action very quickly  Task-focused  Gets the ‘whole system’ in the room  Based on 50+ years of research and practice  Used in all sectors of society, and in cultures around the world *Adapted from information provided by the Future Search Network

6 Conditions for Success  Get stakeholders from throughout the system in the room Large group process Group members should be able to commit to action without seeking further permission  Explore the ‘whole elephant’ before acting on any part  Keep common ground and future focus front and center. Differences and conflicts are information, not action items  Encourage self-management and responsibility for action by participants before, during, and after the conference

7 Conditions for Success  Participants attend the full conference  Meet in healthy, comfortable conditions  Allow enough ‘soak time’ Scheduling options  Ask for voluntary public commitments to action before participants leave

8 Methodology Day One: A.M. 1. Focus on the Past  Timeline of key events 2. Focus on the Present—External Trends Mind Map to identify trends and select key trends Stakeholder groups describe what they are doing now in relation to key trends and what they hope to do in the future

9 Methodology, continued 3. Focus on the Present Stakeholders report what they are proud of and sorry about in the way they are dealing with the library Day One: P.M. 4. Ideal Future Scenarios Diverse groups put themselves into the future and describe their preferred future as if it had already occurred

10 Methodology, continued Day Two: A.M. 5. Identify Common Ground Diverse groups post themes they believe are common ground for everyone 6. Confirm Common Ground Individuals organize into groups by self-selecting a goal they want to work on

11 Methodology, continued Day Two, P.M. 7. Action Planning Goal groups write a goal and objectives Each group presents its work and receives feedback Groups have the opportunity to upgrade their work

12 In a typical process  Participants produce a plan that is about 85% complete  Participants have a commitment to the results and will support moving the work forward  A designated small group refines and completes the document, preserving the group’s original intent

13 For More Information  Future Search, by Marvin Weisbord and Sandra Janoff  Discovering Common Ground, edited by Marvin Weisbord  Future Search Network, net net

14 Other Steps /Sources of Data  Online surveys for staff Brief, engaging, test ideas  Focus group (or larger group) discussions with community members Ensure important stakeholder groups are included  Interviews with key stakeholders For example, community leaders who can’t attend Search Conference  Best Practices Knowledge of staff, community, Board, Steering Committee, consultant

15 Community communication  HIGH level of communications within and external to the library throughout the process  Transparent process  Wiki

16 What’s a wiki?  Web software designed for collaboration ‘Wisdom of the Crowds’  Easy to use No special software knowledge or training required Can add text, photos, movies, more  Can set the desired levels of control and access Can keep private or make public Can distribute and share passwords for permission to create, edit, or moderate Anyone can comment without having a password  From the Hawaiian, wiki-wiki means quick  Wikipedia is an example

17 Why a wiki for this project?  Large number of people involved Lots of research, data produced Want to be able to share it widely  Can use a variety of visual and audio media to share information  Easy to update  Anyone can participate, share opinions (you determine who and how much)  Can use it to publish a portfolio

18 Roles of key players  Library Director  Steering Committee members  Key Staff  Consultant

19 Timeline and Milestones  Data Collection Surveys Focus Groups Interviews  Search Conference Location to be determined Dates Develop list of stakeholders to invite  Communications Wiki?  Steering Committee Meetings