![Page 1: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/1.jpg)
Action Planning:
The Often-Forgotten Piece of Strategic Plans
Greg Kuhn, Ph.D.
Cristi Musser, MPA Government Management Consulting
Sikich LLP
Jennifer McMahon, Assistant City Administrator Warrenville, Illinois
IML Conference 2014
![Page 2: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/2.jpg)
“You cannot discover new oceans unless you have the courage to lose
sight of the shore…” Author Unknown
©2014 Sikich LLP. All Rights Reserved.
![Page 3: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/3.jpg)
Why Learn About the Steps to Strategic Planning and Action Planning?
» Would you rather “arrive” at the future?
» Would you rather “create” the future?
-Joel Barker
19 August 2014 3 ©2014 Sikich LLP. All Rights Reserved.
![Page 4: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/4.jpg)
Why Do Action Planning?
» Does it matter?
» How is it different from the other parts of
strategic planning?
» Why is it the forgotten piece?
19 August 2014 4 ©2014 Sikich LLP. All Rights Reserved.
![Page 5: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/5.jpg)
Why are we here? Consider this puzzle… what do these things have in common?
» Trip » House » Recipe » Skyscraper » Bridge » Symphony » Football Game » Space Mission
19 August 2014 5 ©2014 Sikich LLP. All Rights Reserved.
![Page 6: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/6.jpg)
What is Planning?
Most of us would agree that the term or word “PLANNING” refers to a way of looking toward the future and strategizing or programming for what we would like to do or accomplish.
19 August 2014 6 ©2014 Sikich LLP. All Rights Reserved.
![Page 7: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/7.jpg)
Strategic Planning Is… …The fundamental process for leadership’s expression of the future, and the strategies to get there...
“Strategic planning is not a replacement for your leadership, but an instrument of
your leadership!” Moore & Diamond
19 August 2014 7 ©2014 Sikich LLP. All Rights Reserved.
![Page 8: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/8.jpg)
Strategic Planning: The Concepts Behind the Words » Strategic: carefully planned in order to achieve a particular goal,
especially in war, business, or politics; of or pertaining to the science or art of command as applied to the overall planning and conduct of large-scale operations; a plan of action resulting from the practice of this plan; a plan of action resulting from the practice of science.
» Plan: Any detailed scheme, program or method worked out
beforehand for the accomplishment of an object; a proposed or tentative project or goal.
The Free Dictionary, 2005 MacMillan Dictionary, 2014
19 August 2014 8
![Page 9: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/9.jpg)
Action Planning Is… ...The Next Step …The fundamental process for management’s approach and application of resources to achieve identified goals.
19 August 2014 9
![Page 10: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/10.jpg)
Action Planning Has Three Main Ingredients…
» Identified Goals
» Available Resources
» Desired Timeframe
19 August 2014 10
![Page 11: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/11.jpg)
Action Plan Definition
“A sequence of steps that must be taken, or activities that must be performed well, for a strategy to succeed.” “An action plan has three major elements:
1. Specific tasks: what will be done and by whom.
2. Time horizon: when will it be done. 3. Resource allocation: what specific funds are
available for specific activities; also called action program.”
Source: http://www.businessdictionary.com/definition/action-plan.html
19 August 2014 11
![Page 12: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/12.jpg)
How Do We Do This? » Operationalizing the Goals
» What does Goal X, X1, X2, etc., really mean from a day-to-day operational perspective?
» Structural Assignments » What person or work group will be responsible for a particular goal?
» Scheduling » What are the key target dates, timelines and follow-up schedules? » How does this fit in with the municipality’s overall schedule of needs and
priorities? » Action Steps/Work Plans
» How will the goals be accomplished? » What resources does the organization have or need? » What outside help is required? » What is the approximate cost?
» Performance Measures » How will the municipality measure success? » What can be measured and how?
19 August 2014 12
![Page 13: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/13.jpg)
Action Planning is a Team Undertaking…
“When it comes to the formulation and implementation of strategies
(to achieve goals), we must involve a variety of people in a variety of roles: sponsors, entrepreneurs, champions, orchestrators, technicians, etc.”
-Bryson
19 August 2014 13 ©2014 Sikich LLP. All Rights Reserved.
![Page 14: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/14.jpg)
If Action Planning is a Team Undertaking, Work Like a Team
» The CEO or CAO should initiate and oversee the action
planning process » Select a coordinator » Make assignments » Hold regular meetings » Require updates » Post results and update leadership » Create a tracking document or system “A key challenge during implementation is keeping the strategic planning team involved and interested…” -Goodstein, Nolan & Pfeiffer
19 August 2014 14 ©2014 Sikich LLP. All Rights Reserved.
![Page 15: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/15.jpg)
The Warrenville Approach and
Experience
Converting Goals to Actions
![Page 16: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/16.jpg)
How do you eat an elephant?
One bite at a time.
![Page 17: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/17.jpg)
Why Commit to Action Planning?
» Helps you see those single bites » Holds staff accountable; keeps the focus on task » Regular updates to elected officials » Provides sense of accomplishment » Prevents the strategic plan from collecting dust
![Page 18: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/18.jpg)
How Was it Done? » Hired consultant » Determined what goals
were whose responsibility » Consultant met with staff to
understand every little step » Put data into Gant chart » Met monthly for updates on
progress » Quarterly reports to elected
officials » Incorporated into budget
process
![Page 19: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/19.jpg)
What was Accomplished? » Of 58 Objectives, 25 were
accomplished and 11 identified as ongoing values
» Basis for updated strategic plan » Mechanism for carry over to
new strategic plan » Justification of Council’s actions
to residents
» Addressed spontaneous, pet projects
![Page 20: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/20.jpg)
Words of Advice… » Get your senior staff on-board with the idea » Set clear expectations with the consultant » Don’t make everything a #1 priority » Allow for unexpected changes » Commit resources to doing this – just do it!
![Page 21: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/21.jpg)
Progress Chart Examples
![Page 22: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/22.jpg)
![Page 23: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/23.jpg)
An Outside Facilitator/Consultant Can…
» Provide an unbiased process to the group
» Help the team to stay on task and moderate participation » Provide balance and elicit participation from all team
members when working through assignments
» Be a neutral party to assist in raising and engaging on tough issues, accountability and tracking
19 August 2014 23 ©2014 Sikich LLP. All Rights Reserved.
![Page 24: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/24.jpg)
An Outside Facilitator/Consultant Can…
» Be a catalyst for challenging current methods, timeframes or
approaches
» Enable organization leaders to focus on goals, issues and barriers to success
» Stretch organizational resources » Carry the burden of tracking, report production and update cycles
19 August 2014 24 ©2014 Sikich LLP. All Rights Reserved.
![Page 25: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/25.jpg)
Example Action Planning Worksheets: Blank
19 August 2014 25
![Page 26: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/26.jpg)
Example Action Planning: Complete With Goals
19 August 2014 26
![Page 27: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/27.jpg)
What Can/Does Action Planning Accomplish? » Designed to make organizational managers identify and reach
agreement/consensus on the necessary ingredients and timetables to convert a “goal” into a “three-dimensional” achievement
» Action planning methodically “forces” the organization to assess
priorities and the activities/strategies needed to make decisions on what is going to be done when, by whom and with what resources
» Requires management team members to confront strategic priorities
and arrange the components required to implement goals that may range from the philosophical to the operational
» Designed to impart and create awareness, accountability and performance metrics
19 August 2014 27
![Page 28: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/28.jpg)
What is the Benefit of Following Strategic Planning With Action Planning? » In short, the strategic planning process is about building
commitment » Action planning exerts discipline on decision-makers and
implementers through a contextual exercise mapping out how things should be accomplished, and when
19 August 2014 28
![Page 29: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/29.jpg)
“The art of progress is to preserve order amid change, and change amid order…” -A.F. Whitehead
19 August 2014 29 ©2014 Sikich LLP. All Rights Reserved.
![Page 30: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/30.jpg)
Questions?
19 August 2014 30 ©2014 Sikich LLP. All Rights Reserved.
![Page 31: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/31.jpg)
Resources/Sources
» Bryson, John M. Strategic Planning For Public and Nonprofit
Organizations. Jossey-Bass Publishers, San Francisco, 1995. » Bryson, John M. and Alston, Farnum K. Creating and Implementing
Your Strategic Plan: A Workbook for Public and Nonprofit Organizations. Jossey- Bass Publishers, San Francisco, 1996.
» Gabris, Gerald T. “Educating Elected Officials in Strategic Goal Setting”. Public Productivity and Management Review, Winter 1989, vol. XIII no. 2.
» Goodstein, L., Nolan, T., & Pfeiffer, J.W., Applied Strategic Planning. McGraw Hill, NY, 1993.
» Hinde, Kevin. The Vocabulary of Strategy: Using Planning To Formulate Strategy, October 2004 www.kevin_hinde.com
» Mintzberg, Henry. The Rise and Fall of Strategic Planning. Free Press, NY, 1994.
» University of Wisconsin-Extension, Cooperative Extension. Training Program on Strategic Planning: Local Government and Community Applications (Teaching Manual). Madison, Wisconsin, 2001.
19 August 2014 31
![Page 32: Action Planning: The Often-Forgotten Piece of Strategic Plans€¦ · “Strategic planning is not a replacement ... » Plan: Any detailed scheme, program or method worked out beforehand](https://reader035.vdocuments.site/reader035/viewer/2022071219/6053ec5863893d11381853c8/html5/thumbnails/32.jpg)
Follow-up With the Panel Contact:
Greg Kuhn, Ph.D. Director, Government Management Consulting
Sikich LLP [email protected]
Cristi Musser
Senior Government Management Consultant Sikich LLP
Jennifer McMahon Assistant City Administrator, Warrenville