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Getting Started  

"Sounds  boring—and  hard.  Notsomething  our  HOA  needs."  Hold  on–this  special  edition  could  change

your  mind,  and  give  you  tools  to  get

started!  …  

"A  strategic  plan  outlines  priorities  andprojects  for  the  immediate  future  and  for  yearsto  come.  Yet  the  best  plans  accommodaterevisions  as  changing  circumstances  dictate...It's  a  road  map  and  there  are  typically  detoursand  changes  in  the  path  to  the  ultimatedestination."

Excerpted  from“Take  the  Lead”  bySteve  Bates,  whichlays  out  keyprinciples  ofeffective  strategicplanning  andillustrates  with  acase  study  of  an  HOA.  The  article  appears  inCommon  Ground  (September/October  2013),a  publication  for  association  owners  and  thecommunity  management  industry.

Read  the  full  article  here.

Here's the 411 onStrategic Planning

The  Foundation  for  Community  AssociationResearch  offers,  Best  Practices  on  StrategicPlanning.  Download  a  free  pdf  whichdescribes  the  planning  process,  includessample  visions  and  mission  statements  andillustrates  with  several  cases  studies.

"A  goal  without  a  plan  is  just  a  wish."  

 Fall  2013,  Special  Edition  3

Special Edition: Why Your Association Needs a Strategic Plan

Getting from Here to There Judi  M.  Phares,  President  and  CEO,  RTI/Community  Management  Associates,  Inc.

We're  fortunate  to  live  in  wonderfulneighborhoods  in  the  heart  of  Texas.So,  when  you  agree  to  serve  on  theassociation  board,  it's  easy  to  assumethings  won't  change  drastically.However,  whether  you  live  in  a  new

development  or  mature  neighborhood,  a  large  master  plannedcommunity,  or  a  cluster  of  townhomes,  your  HOA  is  constantlyexperiencing  phases  of  growth  and  change.

"You  are  Here"  is  not  a  fixed  point  for  an  HOA.  It's  a  transitory  spot  from  which  boards  steer  the  community'sdirection.  Boards  deal  with  challenges!  It's  helpful  to  have  a  map.

The  term  "strategic  planning"—may  sound  hard  and  boring.  We'll  replace  it  with  a  benign  acronym.  "SP"  is  aproven  technique  to  maintain  the  health  and  welfare  of  your  community.  Yet  like  a  fitness  program,  "SP"  can  be  achallenge  to  get  started  and  follow-through.

Begin  by  reading  this  brief  summary  of  SP  basics  for  HOAs.  Then  contact  your  manager  to  put  "Discuss  SP"  onthe  agenda  of  your  next  board  meeting.  CMA  is  here  to  help  your  community  thrive.

Sincerely,

Judi  M.  Phares  -  CMCA®,  PCAM®  Publisher

   LEADERSHIP

Board Briefing on Strategic Planning Why Does your HOA Need an SP?As  members  rotate  on  and  off  the  board,  and  time  passes,  association  leaders  benefit  from  a  map  to  get  their  bearingsas  they  carry  out  their  responsibilities.  An  SP  is:

A  mental  picture  of  what  the  community  wants  to  achieve  over  time.A  unifying  purposeAn  objective,  fact-based  tool  for  decision-making.

Who  doesn't  love  a  delicious,  warmcookie  as  a  reward  for  a  weighty,task,  well  done?

             -  Larry  Elder

"Without  goals,  and  plans  to  reach

them,  you  are  like  a  ship  that  has  set

sail  with  no  destination."

               -  Fitzhugh  Dodson

Secrets of Success

Use  a  Facilitator.

Define  the  roles  of  the  participants,  includinga  facilitator.  Your  association  manager  canhelp  lay  the  groundwork.

You  may  have  someone  within  the  communitywho  is  qualified,  or  a  board  member  ormanager  may  recommend  a  professionalconsultant  who  specialize  in  SP.  An  objectivethird  party  is  ideal  to  facilitate  the  process.  

Dedicate  Time  to  Follow  the  Process.

Two  months.  Including  pre-planning  and  datagathering,  the  process  may  extend  acrossseveral  weeks.  Develop  a  schedule  thatincludes  activities  for  community  input  andbuy-in.  

Two  Days.  Set  aside  a  block  of  time  of  nomore  than  a  couple  of  days  for  analysis  andwriting  a  plan.

Involve  the  Community.

Planning  for  the  future  is  a  recipe  forcommunity  involvement.  You'll  find  that  noteveryone  in  the  association  has  the  sameviews  about  what  they  want  or  how  to  getthere.  Survey  your  owners  to  identify  needsand  circulate  the  results  on  your  HOA  websiteor  newsletter.

Promote  the  plan  with  events,  such  as  a  townhall  meeting.  Help  everyone  feel  good  aboutthe  time  and  input  they've  invested.

Download  the  Tools.

Employ  the  CAI  resources  featured  in  thisedition  (Common  Ground,  Best  Practices)  andother  experts  to  follow  through  and  developan  SP  for  your  community.

Editor:

Marilyn  DunsworthGraphic  Design:

www.holmesinnovations.comArtwork:  Copyright  ofwww.istockphoto.com

What are the ingredients of an SP?

An  SP  model  can  be  adapted  to  suit  the  needs  of  HOAs.  Most  SPs  includesome  variation  of  the  components  shown  in  Figure  1.  In  this  case,  SWOTanalysis  of  Strengths,  Weaknesses,  Opportunities  and  Threats  has  beenreplaced  with  an  analysis  of  Assets  and  Outcomes.  Significant  Gaps  betweenAssets  and  desired  Outcomes  should  be  addressed  in  Goals  and  Priorities.

Following  are  samples  and  tools  to  illustrate  how  to  implement  the  four  phasesshown  in  the  Figure  1  Venn  diagram.

1.  Starting  with  the  outer  circle  (Figure  1),  you'll  write  a  Vision  Statement.A  vision  statement  answers  three  questions  shown  in  Figure  2.

EXAMPLEAmazon:  "Our  vision  is  to  be  earth's  most  customer  centric  company;;

to  build  a  place  where  people  can  come  to  find  and  discover  anything

they  might  want  to  buy  online."  

Find  free  training  videos  and  examples,  plus  templates,  samples  of  how  towrite  a  vision  statement  and  mission  statements  athttp://www.specimentemplates.org/mission-statements/index.htm

2.  In  the  next  circle  (Figure  1),  you  narrow  your  focus.  A  mission  statement  is  written  succinctly  in  the  form  of  asentence,  but  for  a  shorter  timeframe  than  a  vision  statement.

Example of an HOA's Vision and Mission StatementsTarget:  "Make  Target  the  preferred  shopping  destination  for  our  customers  by  delivering  outstandingvalue,  continuous  innovation  and  an  exceptional  experience  by  consistently  fulfilling  our  Expect  More

Pay  Less  brand  promise."

 CMA  Management:  "To  serve  our  communities  with  an  outstanding  team  of  professionals  who  providequality  service  and  are  dedicated  to  excellence  in  community  association  management."

Here are examples of an HOA's Vision and Missionstatements:

VISION STATEMENT"To  be  the  premier  master  planned  community  in  North  Texas."

MISSION STATEMENT"Preserve  the  quality  and  character  of  our  association  for  our  residents  by  offering  attractive  amenities,lifestyle  opportunities  and  leadership  which  protect  and  enhance  property  values  and  preserve  the  longterm  financial  health  of  the  community."  

                                                                                   Courtesy  of  Stonebridge  Ranch  Community  Association,  McKinney

3.  Identify  Assets  you  have  and  Outcomes  you  expect.  For  example,  does  your  community  have  a  reserve  study?Has  it  been  updated  in  the  past  5  years?  A  reserve  study  is  an  asset,  as  are  facts  about  the  history  of  the  association,and  previous  plans.  Outcomes  should  sync  up  with  the  mission  statement  as  results  of  the  plan.

4.  Choose  one  or  two  key  Goals  and  Priorities  to  work  on  each  year.  Analyze  and  identify  the  Gaps  betweenAssets  and  Outcomes.  These  will  become  goals.  Resist  the  temptation  to  have  ten  priorities.  Scale  your  goals  to  yourresources,  to  fit  with  the  time  and  funds  available.

Getting There!

With  your  SP  in  hand,  you  and  future  board  members  have  a  road  map  formaking  decisions  for  the  community.  Sweet!

Here's  to  your  plan  for  civic  health!

 

 

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