Bede Music Box

The Links, Incorporated Strategic Planni ng Tool Kit A deliverable from the National S trategic Planning Committee 2006 - 2010 2 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) O u r Dear Link Sisters: In 2006 we eagerly agreed to take a journey with our National President Link Gwendolyn Lee to make T he Links , Incorporated a World - Class organization. Our contribution to the journey was to develop an inclusive strategic plan and to include tools for assisting Chapters across Linkdom on their strategic quest. One of the 2011 Action Plan goals is t hat all C hapters will develop a strategic plan. This compilation of tools, references and resources reflects our offering of support as you develop and implement strategic planning processes for your Chapters. In this toolkit you will find proposed processes, templates and resources that you can adapt and use immediately . We are hopeful that web - based training modules will soon be available to provide training that complements the tools we are sharing with you. The bottom - line message we want to ma ke certain you receive is that : “With these tools, Chapters can effectively engage their members in a dynamic process that enables Chapter s to positively, proactive ly transform the communities they serve . ” With respect and confidence, Link Patricia Lark ins Hicks, Chair National Strategic Planning Committee 3 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) The Committee Members C ENTRAL A REA Patricia Larkins Hicks, Chair Jacqueline McLemore, Co - Chair Gwendolyn Kenner - Johnson Carolyn McDougle Jacquelyn Heath Parker E ASTERN A REA Terri Johnson Hack Brenda Irons - LeCesne Sandra McFarlin Teresa Oakley S OUTHERN A REA Brenda Jamerson Norma Solomon White Dorothy Crowser Yancy W ESTERN A REA Ida Seymour Daniel Karla Smith Fuller Deborah Beavers Watford 4 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) V ision, Outcomes, Keys to Success Our Vision 2015 We envision The Links, Incorpora Ped… An orgMnizMPion… Empowered by its rich legacy and providing world class service through its circle of friendship that is a model of excellence and innovation. R ecognized throughout the world as a collective voice of talented and professional women committed to improving the quality of life of its global citizens. Our Desired Outcomes Increased diversity of members with regard to age and skills Increased member satisfaction Areas and Chapters aligned with National focus Streamlined, f ocused programs that benefit African Americans and individuals of African descent Increased brand awareness of The Links, Inc orporated at all levels (National, Area, Chapter ) Increased community involvement in The Links, Incorporated programs Our Keys To S uccess #1 Member Relationships The heart of Linkdom is its members. The organization’s primary focus is recruiting and retaining members of varied a ges, backgrounds and skills who through their friendship are committed to providing quality, impactful se rvice . #2 Valued Service Links serve their communities by providing programs that impact the quality of life of African Americans and persons of African descent . #3 Organizational Effectiveness The Links, Incorporated establishes direction, develops tools and defines processes that facilitate continual organizational transformation for the purpose of achieving its mission, outcomes and goals. #4 Leverage Partners The Links, Incorporated cultivates and maintains mutually beneficial relationships with member networks, community based organizations and institutions to achieve i ts mission, outcomes and goals. 5 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Maintaining a brand that is recognized by key constituent groups is essential and drives the success of all key areas. Branding is being managed by t he Committee on Communications/Public Relations. Our Strategies Create and utilize a friendship model that builds a membership base that values diversity, embraces member talents, and develops leaders. Align National, Area, and Chapter programs to ensure relevancy and community impact. Equip members and chapters with tools that will ensure they are operating efficiently, effectively and implementing the National Strategic Plan. Cultivate and maintain relationships with partners that have common goals wh ich will advance the mission of The Links, Incorporated . Our Long - Term Goals (2015) Member Relationships 90% of members are satisfied with their involvement in The Links, Incorporated Increase the number of members 45 years and younger that hold leadershi p positions at the National, Area, and Chapter levels Valued Service The most effective programs have been identified and recognized at the National, Area, and Chapter levels All Chapters have implemented programs that reflect the needs of their communit ies Organizational Effectiveness National, Area, and Chapters are in alignment (on the same page) and operating efficiently and effectively Leverage Partners Relationships with appropriate partners have been sustained All partners are satisfied with thei r relationship with The Links, Incorporated 6 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Definitions Strategic Planning is a systemic process through which an organization agrees on and builds commitment to priorities that are essential to its mission and responsive to its environment. A Stra tegic Plan documents where a chapter will invest its time and resources over a specified period of time. The length of a strategic plan may range from two to five years. As a result of strategic planning processes, members and other stakeholders (communi ty partners and vendors, for example) know what the Chapter’s priorities are. There are many methods for developing a strategic plan however most processes engage chapter members in collecting data that are used to develop goals, strategies and action plan s. Strategic plans are based on a scan of factors in both the internal and external environment. Effective strategic plans are based on a range of data that includes, but is not limited to the following: Census data Service area demographics Economic data Membership data Assessments of the chapters strengths, weaknesses , opportunities and threats (SWOT Analysis) qualitative analysis (focus group or interview data for example), scenario planning and appreciative inquiry. Other basic definitions that might help you: Long Range Planning: Focuses on what an organization will look like over a given period of time (i.e., “Where does the organization want to be?”). Operational Planning: Focuses on the specific tactics the organization will implement in the coming year to move toward the future described in its strategic plan. Vision: An organiz ation’s desired future state. It may be lofty, unobtainable and can change over time. It drives action. Mission: The purpose of an organization; why the organization exists. It can withstand the test of time. It drives practices and behaviors and impacts daily decision - making. Stakeholders: Individuals/groups that have a stake in what an organization does: customers, employees, volunteers, funders, regulators, community groups, etc. Success Indicators: Factors that determine an organization’s ability to achieve its Mission and move toward its Vision. 7 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Strategy: Links purpose to behavior and identifies the action that must be taken in order to be Goals: Statements that are measurable, identify the anticipated imp act/outcome of an action the organization will pursue connected to a str ategy and its mission, and include a specific timeline. Objectives: Statements tied to goals that are specific, measurable, and identifies what specifically will be done and when it will be accomplished. Activities: Actions that enable an organization to move towards attaining objectives and fulfilling its mission. Each activity must be relates to one ore more objectives and should be monitored. Resources: The person power, materia ls, equipment, financial elements, etc. needed to carry out activities. Responsibilities: Specific tasks that an individual(s) in a given rol e must do in order to ensure that an activity is completed. Impact: A measure of “breadth” of importance. How ba sic is the factor? How many other things depend upon it or are related to it? A measure related to relationships. Consequences: A measure of “depth” of importance. How bad or good will it be? A measure related to intensity. Immediacy: A measure of the im portance of opportunity and sequence. How much time is available? Is there a chronological order? A measure related to time. Monitoring: The activity undertaken on a regular basis to compare the planned status of activities with the actual status of activ ities at a given point in time. Evaluation: A qualitative and/or quantitative assessment to determine impact, effectiveness, and efficiency. 8 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) The Chapter Level Strategic Planning Committee Roles and Responsibilities: The Chapter Strategic Planning Committee is responsible for guiding an inclusive stra tegic planning process for the C ha pter. The Committee designs and manages the process of developing a strategic plan, identifies resources and tools and ensures that the plan is properly positioned for implementation. Typically the Chapter President appoints the Strateg ic Planning Chairp erson. A Co - C should have some understanding of and experience with strategic planning, though they need not be an expert. Primary qualities of the Chair:  Strong communicatio n skills (necessary for clearly articulating the process, acquiring and listening to diverse perspectives)  Ability to organize information  Ability to lead and manage a committee in an inclusive, relational manner  Interest in and understanding of National, Area and Chapter operations and procedures Other Skills and Qualities for Committee Members  Technology Skills (word processing  Documentation and writing  Facilitation Skills (small and large group)  Ability to think creatively  Big pictur e thinkers  Systematic task trackers and implementers Diversity is important on this C ommittee. Be sure to include newer members because they bring important perspectives to this process. The Committee does not need to be large because the strategic pla nning process should include every C hapter member at some point. 9 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) The Chapter Level Strategic Planning Committee Preparation and Planning 1. Before the first meeting: Review National Strateg ic Plan, Core Values and prior C hapter plans . 2. First meeting: a. now each other. Do what is necessary to build a relational framework for the analytic work you will be doing. For example: strategic planning experiences have you had? What dreams do you have about your community? Your chapter? What factors in your life can support or might hinder your contributions on the committee? What guidelines and ground rules might you need as a committee? b. Assign roles – make sure there is someone documenting your meet ings , decisions and plans . c. Develop a work plan for the committee key tasks on a timeline . (This may take two meetings) 3. Communicatio n Planning – How will you keep C hapter members involved and informed? Think beyond emails and website postings to the personal messaging you will need to keep people engaged and involved. 4. Have a conversation with the Parliamentarian about how the strategic plan needs to be presented. Will Bylaws need to be ame nded? What ki nd of motion is the Committee expect ed to bring to the Chapter once a final plan is drafted? Ask these questions early and plan for them so you won’t be caught unprepared. 10 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Elements of the Strategic Plan The format can vary. Some Chapters prefer a narrative format — a plan that te briefer format that has the essentials. I. National Vision, Desired Outcomes, Keys to Success, Strategies & Long Term Goals (With the exception of the strategies, these componen ts can be taken from the National plan and included in your plan . Review the strategies and adapt to your organization. Also, review and discuss each one to make certain there is shared understanding of these foundation elements . ) II. Option: Chapter Missi on III. A SWOT analysis or other type of assessment that systematically provides information on Chapter Strengths and Weaknesses, Environmental Opportunities and Threats IV. Option : Benchmark other organizations in your service area and include what you learn in yo ur plan. This can be a separate section or it may be included under Opportunities and Threats V. Option: Data on Chapter Strengths and Weaknesses may come from surveys or focus groups VI. Action or Implementation Plan which includes short term goals (typically o ne year), objectives, activities, person(s) responsible, There are options here: You may have short term goals, objectives, activities, responsible or outcome included in the objective. You may also choose to have either objectives or short term goals, not both. 11 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Sample Format I These sample formats are intended as a guide and template. Make modifications to fit your Chapter’s needs. I. National Visio n II. Desired Outcomes – customize for your Chapter III. Keys to Success IV. Strategies – Customize for your Chapter V. Long Term Goals VI. Short Term Goals VII. Activities with timelines, responsibilities and outcome measures Sample Format II I. National Vision II. Desired Ou tcomes – customize for your Chapter III. Keys to Success IV. Long Term Goals V. Strategies to accomplish the goals VI. Objectives for each goal VII. Action Steps with timelines, responsibilities and outcome measures 12 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Survey Tools and Resources Survey Monkey: www.surveymonkey.com Google Survey: http://www.seochat.com/c/a/Google - Optimization - Help/How - to - Build - an - Online - Su rvey - with - Google - Docs/ http://www.census.gov/ http://pewsocialtrends.org/ Local health and human service data sources YouTube has several videos on strategic planning. Th ere is a good one on doing a SWOT analysis. Enter Strategic Planning or SWOT in the search engine. An Environmental Scan survey is included in this tool kit but don ’ p artner or vendor surveys. 13 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Chapter Strategic Planning Workshops S A MPLE W ORKSHOP 1 – F OCUS G ROUP WITH A PPRECIATIVE I NQUIRY O RIENTATION R EFERENCE N OTE : Appreciative Inquiry ( AI) is a method of inquiry that opens up thinking about the best in people, their organizations, and the relevant world around them. It involves syste matic di scovery of the qualities and characteristics of a “ living system ” (community, chapters, other organizations) when it is most alive, most effective, and most constructively capable in economic, ecological, and human terms. (Definition adapted from: http://appreciativeinquiry.case.edu/intro/whatisai.cfm ) Many of the questions included in the Focus Group Workshop have an appreciative inquiry focus. G ETTING S TARTED Opening /Wel come/ Meeting Purpose: Data gathering, discovery Supplement information obtained from written questionnaire Provide additional opportunities for input on the Chapter’s strategic planning process This m eeting is not for problem solving! Introductions Mem ber Introductions/ice breaker Discussion Guidelines No statement is more “right or wrong” than another No judgments Confidentiality: No reporting who said what to other Chapter or non - Chapter members Additional guidelines added by group F OCUS G ROUP Q UES TIONS Opening Questions (Select questions that are low risk; hear one answer from everyone) 1. Why did you join Links? 2. When have you felt most energized and engaged as a Link? 3. What do you envision as the newspaper head line you would like to see about (our Chapter) in the year 20xx ? 14 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Middle Phase Questions Use as many of the following as can be answered in approximately 1 ¼ hours. Pose the priority (P) questions first: 4. When (our Chapter) is at its best , what is going on? What is it like? 5. When our Ch apter is at its worst, what is it like? 6. (P) How is (our Chapter) known/perceived in the com munity? How would you like (our Chapter) to be known/perceived in the community? 7. (P) What things (issues/circumstances ) in the community should our Chapter be res ponding to? Why? 8. (P) Wha t are the opportunities that we need to be positioned to take advantage of? How might we do this? 9. What qualities/behaviors are important for moving us forward as a chapter? 10. Describe an ideal partnership for our Chapter. What m akes it ideal? Closing Phase Question Use the last 10 - 15 minutes of the session to have participants respond to the following: 11. If you had a magic wand and could use it once for the chapter, what would you do with it? 12. How has it been to participate in this focus group session? C LOSURE Any final remarks by facilitators or participants 15 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Sample Workshop II SWOT Meeting Purpose: Gather information on the Chapter’s Strengths, Weaknesses, Opportunities and Threats. This data will be included with other information to create a picture of where the Chapter is currently and what directions it might take.  Have everyone review the vision, mission, and keys to success.  Present SWOT Framework If our intention is to be a C hapter with this vision, mission and these keys to success, (1) What are our current strengths? (2) What are our weaknesses? (3) What opportunities are there for our Chapter in our external environment (community, region, area)? (4) What threats must we be aware of and understand? Internal External S trengths Opportunities Weaknesses Threats 16 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Process Options for SWOT workshop: 1. Put members in small groups with the SWOT framework on a large piece of flip chart paper. Give each small group 20 minutes to 2. Hav e each small group present their chart. As they do, start entering data in a composite chart. Note the themes and differences as the small groups report. 3. If there are a lot of items for each quadrant, use sticky dots to prioritize. Everyone receives x nu mber of dots to use to prioritize each section. 4. Wrap up with a discussion about the implications of this discovery conversation for strategic planning. 5. Incorporate this data with other environmental scan data for your plan 6. Another option is to have the lar the SWOT grid. You can still divide the group and have one group work on strengths, another on weaknesses, a third on opportunities and the fourth on threats. You will still need to wrap with a discussion about what thi s data means for your Chapter. 17 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Sample Workshop II I Meeting Purpose: To finalize the plan and get buy in. Options: The Committee can draft long term goals and bring them to the meeting for feedback or the Committee can bring a sum mary of the data Use a prioritization process to narrow the goals to no more than 4 or 5. Assign smaller groups to develop short term goals and action plans for each of the goals. This small group work can be d one in the workshop or at a later time. If it is the latter, timelines are needed for when and how the subcommittees bring their work back to the body. 18 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) BENCHMARKING The Links, Incorporated Benchmarking is a useful process for examining whe re and how either local Chapters or the National organization measure against similar organizations. Some of the basic benchmarking categories are included in the charts. Please adapt and update to suit your interests and needs. These data are a part of your env ironmental scan. MISSION The Links, Inc. Alpha Kappa Alpha Delta Sigma Theta Jack and Jill Top Ladies of Distinction Black Women’s Agenda National Council of Negro Women Member Size Member Levels Chapters Chapter Location The Links, In c. 12,000 Active Alumna Platinum Honorary 270 42 states, District of Columbia, Commonwealth of the Bahamas Alpha Kappa Alpha Delta Sigma Theta Jack and Jill Top Ladies of Distinction Black Women’s Agenda - National Council of Ne gro Women 19 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Environmental Scan What is your service area? (Identify by zip code) CREATE A PROFILE YOUR SERVICE AREA (Use www.zipskinny.com or another data source to obtain data about the service area) 1. What is the racial/ethnic composition African American Hispanic/Latino Caucasian Multiracial Native American Asian Other 2. What is the marital status? Never been married Married Separated Widowed Divorced 3. What percent males live in the area by age? 0 - 9 yrs. 10 - 19 yrs. 20 - 29 yrs. 30 - 39 yrs. 40 - 49 yrs. 50 - 59 yrs. 60 - 69 yrs. 70 - 79 yrs. 80 yrs. + 20 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) 4. What percent females live in the area by age? 0 - 9 yrs. 10 - 19 yrs. 20 - 29 yrs. 30 - 39 yrs. 40 - 49 yrs. 50 - 59 yrs. 60 - 69 yrs. 70 - 79 yr s. 80 yrs. + 5. What is the educational achievement? Less than 9 th grade 9 - 12 th grade non graduate High School graduate Some college Associate’s degree Bachelor’s degree Other Graduate degree 6. What is the household income? Less than $10,000 $1 0,000 - $14,999 $15,000 - $24,999 $25,000 - $34,999 $35,000 - $44,999 $45,000 - $54,999 $55,000 - $74,999 $75,000 - $99,999 $100,000 - $149,999 $150,000 - $199,999 $200,000+ 7. How many residents live below the poverty line? 21 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) 8. How many res idents are unemployed? 9. What is the most prevalent health issue for each targeted group? Infants Youth Teens Young Adults Adult Female Adult Male Geriatric Female Geriatric Male 10. Which of the following groups has the Chapter partnered with to impl ement its programming?  Schools  High Education Institution  Sororities, Fraternities  Professional Associations  Healthcare Institutions  Community Organizations  Faith - based Institutions  Corporations  Other (specify) 11. Which of the following groups have goals sim ilar to yours?  Jack - n - Jill  Sororities  Coalition of 100 Black Women  Top Ladies of Distinction  Black Women’s Agenda  Other (specify) 12. Overall, how do the public schools in your service area compare to state standards?  Below state standards  At state standards  Exceed state standards 13. Is there an HBCU in or near your service area?  Yes (Identify___________________________________)  No 14. Who are your media partners? 22 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) 15. What economic development initiatives are underway in your service area? 16. Who are your local c orporate/business partners? 17. What cultural institutions or centers in your service area or near it? 23 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Conduct a S.W.O.T. of Your Service Area STRENGTHS WEAKNESSES OPPORTUNITIES THREATS 24 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) MEMBER SURVEY Chapter Year: Chapter Name: Date Completed: 25 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) 1. What is your age?  20 - 29 yrs.  30 - 39 yrs.  40 - 49 yrs.  50 - 59 yrs.  60 - 69 yrs.  70 - 79 yrs.  80 - 89 yrs. 2. How long have you been a Link?  0 - 3 yrs.  4 - 8 yrs.  9 - 15 yrs.  16 - 25 yrs.  more than 25 yrs. 3. How long have you been a member of this Chapter?  0 - 3 yrs.  4 - 8 yrs.  9 - 15 yrs.  16 - 25 yrs.  more than 25 yrs. 4. Have you been a member of another Link Chapter?  Yes  No 5. Are/were any of your family members Links?  Yes  No If yes, is the family member an h eir - o - link?  Yes  No 6. Are you an Heir - o - Link?  Yes  No 7. Are/Have you held an office at the Chapter level?  Yes  No 8. Are/Have you held an office at the Area level?  Yes  No 9. Are/Have you held an office at the National level?  Yes  No 10. Are/Have you served on the Na tional Governance level?  Yes  No 11. Are/Have you been a Committee Chair at the Chapter level?  Yes  No 12. Are/Have you been a Facet Chair at the Chapter level?  Yes  No 13. To what degree are your skills and interests utilized in the Chapter?  To a great extent  Suffic iently  To some extent  Minimally  Not at all 14. Identify the skills that you believe would contribute value to the Chapter? 26 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) 15. How satisfied are you with your membership?  Very satisfied  Satisfied  Somewhat satisfied  Dissatisfied  Somewhat dissatisfied  Very dis satisfied 16. Identify two things that you would like to change in the Chapter? 27 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) What do you see as the FhMpPer’s SPrengPhs , Weaknesses, Opportunities, and Threats ? STRENGTHS WEAKNESSES OPPORTUNITIES THREATS 28 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) Implementation P lanning Considerations Once the strategic plan is accepted by the chapter, more decisions have to be made: o Each facet and operational committee must review the Plan and decide what they will start or stop doing as a result of this plan. o The plan needs to be handy at C can be referenced in discussions umbrella and facet programming. o The plan should be used as a guide for making funding and budget decisions o the plan or a s a separate implementation process. The responsibility chart should include: o Task/Activity  Timeline  Who is Responsible  Success  Measures o Review the plan at least once a year and make adjustments as necessary 29 | Page Strategic Planning Tool Kit National Strategic Planning Committee 37 th National Assembly (2010) A Strategic Planning Map Preparation Discovery Documentation Implementation An evolving, “ implementable ” plan leads to Chapters known for their world class service!