2009 STRATEGIC PLANNING PLAYBOOK
April 2, 2009
Prepared by M3
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Meeting Outcomes
Introductions Review the strategic planning process
and timeline Obtain feedback, suggestions and input
regarding process, desired outcomes, and expectations
Obtain input regarding the internal and external assessments
Clarify roles and responsibilities
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Documents for Today’s Meeting
www.m3planning.com/lascruces
Copy of this presentation Project plan Strategic plan elements
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Questions to Explore
In the spirit of continuous improvement, what can we do differently in this planning cycle?
How can the strategic plan be more actionable and useful for you and your department?
What might be some of your hopes or concerns?
What, if anything, has changed since June 2008?
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Overall Expectations – Success Defined
A strategic plan that is thematic Focus on strategy rather than a checklist of
milestones Methodology that it would be an ongoing process.
What are the things we are going to do strategically City Council has new ideas and direction for the org. Develop a global dashboard measures Each employee needs to be able to see themselves
in the plan. Need a broad strategic vision.
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Guidelines for this process
The strategic plan needs to: Reflect the driving mandate of community
sustainability Be implemented via the comprehensive plan Guide policy making for the City Council Guide decision making at all levels in the
organization Standardize communication based on agreed upon
goals and performance measures Start with the end in mind – how will we implement Be realistic, prioritized and resourced
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Strategic Planning Process - Overview
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Phase One: Internal & External Assessment(April)
Previous plan (June 2008)
Phase 2: Strategy Work
Sessions(May)
Phase 3:Budget
& HR(June)
Phase 4: Implementation
Methodology (June)
Ongoing
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Strategic Framework
Develop Your Strategy
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Strategic Planning FrameworkVision – Where we are going? (Envisioned Future)Mission – Why we are going there? (Our Purpose)Values – How we will guide our actions?
(Principles)Goals – What do we want to accomplish over the
next 5 years?Objectives – How we will accomplish our goals?
Actions we need to take to accomplish our objectives?
Measures/Targets – How we will know we are accomplishing our strategies?
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Strategic Planning Elements
Planning our community and neighborhoods
Preserving our existing neighborhoods, farmlands, parks, open space, recreation areas, natural beauty, energy resources and the environment.
Creating safe, walkable, multi-modal communities
Encourage community and stakeholder collaboration in planning and development decisions
Fostering economic development and quality of life
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Stakeholder, Citizen and Staff Engagement
Learn & Adapt Your Strategy
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Topics to Explore
What do we mean by: Sustainability Smart growth New urbanism Transit-oriented development Complete streets Form-based codes
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Internal & External Assessments
2005-09 Strategic Plan: Acknowledging that we will continue/modify what works
Vision 2040 Strategic Planning
Elements: From June 18th, 2008 Leadership Workshop
Internal Leadership survey All Staff surveyExternal Citizen survey General public
outreach Stakeholder forum
Available Information Additional Information
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Leadership Survey
Overview: Questions developed to help define where the city stands today (in the midst of updating the strategic plan), how to assess external activities currently underway and where the gaps exist in between the two.
Purpose: These qualitative (open-ended) questions will be
the basis for developing quantitative questions for both staff & community surveys.
Audience: Councilors, City Senior Leadership, Union Reps
(City Manager and direct reports)
Timeframe: April 6-10
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All Staff Survey
Overview: Questions developed based on input from the leadership survey as well as benchmark questions from Malcolm Baldrige National Quality Award.
Purpose: Engage staff in the planning process at the beginning as well as inform the process with all available internal perspectives.
Audience: All City staff
Timeframe: April 15th-30th
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Citizen Survey
Overview: Due to the diverse nature of the Las Cruces community and the demands on everyone’s time, we recommend providing an online format to engage citizens.
Purpose: Provide the opportunity for all citizens to
engage in planning for the future of the City, resulting in quantitative data. NOTE: This is not intended to be a citizen satisfaction survey.
Audience: All citizens
Timeframe: April 15th-30th
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General Public Outreach
Overview: Due to the diverse nature of the Las Cruces community, we recommend creating the opportunity for citizens to provide input through an already existing public event.
Purpose: Engage citizens by providing a non-traditional format to provide input into the planning process in a qualitative manner.
Audience: All citizens
Timeframe: April 12th
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Stakeholder Forum
Overview: To facilitate strategic decision making, we believe in engaging stakeholders who can help add informed, but diverse perspectives to the strategic issues/topics the City will need to address in the up coming plan.
Purpose: Gather perspectives from stakeholders who are
actively working in tandem, collaborative areas with the City.
Audience: Stakeholders invited by Councilors; other
government entities, etc.
Timeframe: May 2nd-8th
21 Translate Your Strategy
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Strategy Sessions
Purpose: Establish the strategic direction based on data-based decision making, vet and discuss strategic issues/topics
Who: Council MembersWhen: Mid May
Purpose: Establish the department goals to support City-wide goals
Who: DirectorsWhen: Late May
23 Aligning, Evaluating, Implementing
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Remaining Steps in the ProcessAligning Your Resources: Identify human and financial resource needs to
implement plan (Department directors) Establish performance measuresEvaluating Your Operations & Communicate Plan: Establish implementation methodology (Council and
directors) Approve & communicate the plan (internal and
external)Implementing & Assessing Your Strategy: Quarterly strategy updates
25 Wrap Up and Next Steps
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Roles & Next Steps – Councilors Advocates – Keepers of the Vision Completing the Leadership Survey Identifying stakeholders for the Forum Leadership around the “What”
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Roles & Next Steps – Union
Realists – Keepers of the Implementation Completing the Leadership Survey Championing the Staff Survey and Input Leadership around the “How”….