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. 2

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? 3

Let’s Make a Plan! “Good fortune is what happens when opportunity meets with good planning.” Thomas Alvin Edison 4

Planning Session When? May through June Who? Board Committee Chairs How Long? 4 hours Where? Appropriate space is important 5

Supplies & Equipment Needed Flip Chart Post it Notes Dots Calendar Grid (12 – 15 month) Markers & Pens Camera Projector, computer Internet 6

Handouts / Resources Calendars Chapter Operating Guides Job Descriptions Budgets (proposed and previous year) Long Range Plan 7

Before the Session Executive Team Meets –Review chapter long- range plan –Agree on key directives for the year –Review or establish budget 8

Structure of the Meeting 1.Introduction 2.Review of Last Year 3.Strategic Direction for this Year 4.Goal Setting 5.Report Out 6.Capture Information 9

Introduction Intro 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 10

Review Last Year What’s Hot! What’s Not! Identify strengths and weaknesses Use flip chart to record 11

Set Strategic Direction Outcomes from ExCom meeting Quick review of finances Challenge to committees 12

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 13

Report Out Committees present goals –Identify conflicts –Commitments before peers –Record on Chapter Calendar 14

The Calendar Schedule for months 15

The Calendar Start with a blank grid Put in the days, dates and months Use as the base to chart your course 16

The Calendar Identify key dates –Chapter meetings –Conferences –Product show –Study course –Institute deadlines –Award submittal deadlines 17

Other Calendar Information Newsletter articles –Schedule publication months for special topics –Get committee chairs to commit to write Key dates of other organizations 18

Manage Your Resources Do you need to change dates? –Over-commitments of volunteers –Watch your $$$$$ Incomes vs. Expenditures –Check conflicts with other organizations Nearby chapters Other industry organizations 19

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 20 The Construction Specifications Institute

15 Month Calendar 21

Transfer to Spreadsheet 22

Transfer to Gant Chart 23

Manage Your Year Ahead Board meeting uses calendar milestones Check progress Identify new conflicts Determine needed resources 24

Outcomes Ease of communication Everyone knows what is expected Easy transition using 15 month plan Have a successful term 25

“Planning is bringing the future into the present so that you can do something about it now” Alan Lakein 26