transforming to an agile organization by j. robert rossman, ph.d. leisure service consultant sedona,...
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TRANSFORMING TO AN AGILE ORGANIZATION
by
J. Robert Rossman, Ph.D.Leisure Service Consultant
Sedona, AZUSA
April 18, 2012Henderson, NV
Recommendations from an
OPEN FORUM NRPA Congress
Nov. 3, 2011Atlanta, GA
Published in a White Paper, The Agile Organization;
Transforming Your Agency to Survive and Thrive in Any Economy, by J. Robert Rossman, Ph.D.,
© 2012 NRPA
DATA GATHERNG
The Forum began with presentations by three professionals about a variety of processes used in the past few years to remain agile.
Round table discussions (average of 8 per table) with a Table Facilitator.
Discussions were guided by an interview schedule developed by Dr. Rossman.
Table Facilitators were volunteers from the American Academy for Park and Recreation Administration.
Sixty-five (65) conference attendees from across the country participated in the Forum.
A PROBLEM—Constant and Dramatic Change Due to Economic Uncertainty.
ECONOMIC RECESSIONREDUCTION IN TAX
SUPPORT AT THE LOCAL, STATE, AND FEDERAL LEVELS
Can you really do more with less?
Or, is less, less?
WHAT IS ORGANIZATIONAL AGILITY?
The capability of an organization to rapidly change or adapt in response to changes in their environment.
Rapid change means more often
than a normal cycle would require, i.e. asynchronous cycle changes.
WHAT CAN AN AGILE ORGANIZATION ACCOMPLISH?
EFFICIENT REPONSE TO RAPID CHANGE
Adaptable strategies and goals. Flexibility to allocate and re-allocate
all resources. Performance agility; the ability to do
it differently quickly.
WHAT MANAGEMENT PRINCIPLES ARE CHALLENGED
BY THE NEED FOR AGILITY?
Regularity of performance(both environmental and organizational stability)
Goal theoryCyclical decision making
QUESTIONS ASKED at the OPEN FORUM
Have agencies really needed to become more agile?
What strategies have been used to implement agility?
How has planning been effected by the need to demonstrate more agility?
THE NEED FOR AGILITY IS REAL
67% of the agencies reported they had to develop new operational strategies during the past year.
59% of the agencies reported that these new strategies had to be developed rapidly; outside of normal budget or strategic planning cycles.
WHAT AGILITY STRATEGIES WERE USED?
59% of the agencies reported they had developed NEW COMMUNITY PARTNERSHIPS during the past year.
Of the remaining agencies, 92% believed partnerships were a good strategy to deal with the economic downturn.
WHAT AGILITY STRATEGIES WERE USED?
Other strategies reported:Use of INNOVATIVE BUSINESS
MODELSDevelopment of UNCONVENTIONAL
FUNDING SOURCESA potpourri of OTHER STRATEGIES
THE PARTNERSHIP STRATEGYComparative Use of Partnership Agreements
(Ranked by Frequency)
Type of Partner N of Respondents out of 63
% of Respondents
Other (excluding the YMCA) Youth Serving NFPs
44 70%
Local School Organization
40 64%
Nature or Environmental Group
27 43%
Health-Care Provider
26 41%
Private Corporation
26 41%
YMCA 12 19%
DESIRABILITY OF PARTNERS
Desirability of Partnering with Specified Groups*
Type of Partner % of Respondents
Nature or Environmental Groups 81%
Local School Organization 70%
Health-Care Provider 57%
Private Corporation 47%
Youth Serving NFPs excluding YMCAs
24%
*From agencies who did not have this type of partnership.
PARTNER PROFILESSchool Districts
POSITIVES Valued assets schools
possess—facilities, transportation equipment and networks
Major effort at joint use and development of athletic facilities.
Joint programming—before and after school, environmental education, and recycling programs
CHALLENGES School’s own financial
struggles Lack of historical
involvement Often schools do not really
need park’s assets Problems determining
economic value of exchanged services/goods
PARTNER PROFILESYMCA
The YMCA was NOT the primary partner in the not-for-profit category.
The YMCA was viewed in many communities as a major competitor of the municipal operation who offered programs to a different profile demographic.
Yet, some communities had very successful relationships with Ys.
PARTNER PROFILESNot-for-profit Agencies
Partnering with local youth sport organizations, many of whom were organized under Section 503 c of the IRS Code, was a major area of partnership involvement. Joint programs, facility development and
leasing.
PARTNER PROFILESNot-for-profit Agencies
Partnering with nature and environmental groups was a major area of partnering activity. Enhances the park and recreation agency’s
position as a Green organization. Provides a corps of volunteers to help with
clean up of parks, streams, etc. Engenders positive social networks that lead
to helpful political action, grants, and educational programs and events.
PARTNER PROFILESHealth Care Providers
POSITIVES Serving constituent needs—wellness activities,
serve disabled populations, rehabilitation activities.
Most frequently reported activities--wellness and health screenings
CHALLENGES Lack of agency capacity to provide documentation notes
about client progress/performance. Lack of agency capacity to provide data about the efficacy of
programs.
A relatively new, highly desired strategy that positions the park and recreation agency as part
of the wellness movement.
PARTNER PROFILESPrivate Corporations
The greatest variety of partnering agreements of any category. Naming rights? Sponsorship of major events Gifts for specific outcomes Donation of corporate expertise
PARTNER PROFILESSustaining Partnerships
There are many potential issues in developing and sustaining partnerships. Time consuming and laborious to negotiate. Economic downturn has cause discontinuation or
renegotiation of existing partnerships. Competing with other organizations who are now also
seeking partners. ++Renewed interest has lead to new partners with $$$
including law enforcement, health departments, and transportation departments.
UNCOVENTIONAL FUNDING SOURCES
Expanding advertising sales. Sponsorships—discovered the value of selling
exclusivity Revenue producing niche programming Service Sharing with other agencies A potpourri of other strategies
INNOVATIVE BUSINESS PRACTICES
Redefining mission and core services to fit resources.
Revisiting fee and cost recovery policies and practices.
Reorganization for efficiency or to reduce the work force.
+Implementation of entrepreneurial approaches--
Cost Shifting & ROI
ORGANIZATIONAL AGILTY AND PLANNING
46% of participants in the Open Forum responded to questions regarding planning practices in their agency (n = 46).
HOW LONG IS A LONG RANGE PLAN?
ORGANIZATIONAL AGILTY AND PLANNING
SHORTER PLANNING TIME FRAMESDuration of long-range plans
Number of Years
Number of Agencies
% of Agencies
3 13 28.3%
5 19 41.3%
10 8 17.4%
Some other number
4 8.7%
No answer 2 4.3%
57% USED A ROLLING PLAN—
5 YEARS WASTHE MODAL DURATION
QUESTIONS ANSWERED at the OPEN FORUM
Have agencies really needed to become more agile? YES
What strategies have been used to implement agility? PARTNERTSHIPS +
How has planning been effected by the need to demonstrate more agility? SHORTER PLANNING PERIODS
SELF-ASSESSMENT OF YOUR ORGANIZATION'S AGILITY
SCORING
Enter the total number of entries for each category
Characteristic X 3 =
SomewhatCharacteristic
X 2 =
Not Characteristic
X 1 =
Sum your results
RESULTS
An Agile Organization
30--36
Good Agility, Some Areas To Improve
35--24
Many Areas To Develop Agility
23--12
COMPLETE THE INSTRUMENT
FINDINGS, CONCLUSIONS, and REOMMENDATIONS
Develop organizational capacity for continuing agility throughout the year
Re-examine mission when faced with a dramatic reduction of resources
Develop sustainable partnerships to help implement the agency’s mission
Build in termination and adjustment clauses in all new and existing partnerships
FINDINGS, CONCLUSIONS, and REOMMENDATIONS
Before developing partnerships Develop good background Have definite outcomes you hope to achieve
Historically sound partners—not-for-profits and schools
New partnerships—health care organizations, nature and environmental groups, and selected appropriate private corporations
FINDINGS, CONCLUSIONS, and REOMMENDATIONS
Business practices Redefining core services Rewriting cost recovery policies Reorganization for efficiency and workforce reduction
Unconventional funding sources Seeking new advertisers Promoting exclusivity Revenue producing niche programs Bartering services
FINDINGS, CONCLUSIONS, and REOMMENDATIONS
Scan your environment for partners with sound funding Health care organizations Law enforcement agencies Transportation departments
TRANSFORMING TO ANAGILE ORGANIZATION
byJ. Robert Rossman, Ph.D.Leisure Service Consultant
Sedona, AZ
QUESTIONS and DISCUSSION