Interested in learning more about strategic planning? Watch the Webinar Recording!

For many people and organizations, September feels like an unofficial “new year”. The summer is coming to an end, pumpkin-spice-everything is everywhere and Mariah Carey is waiting in the wings! This is a great time for your organization to do some strategic planning. This may mean starting the process for the first time, it may be a mid-plan review or this may be something that’s been dragging on and it’s time to get that plan over the finish line. Wherever you are with your organization’s strategic plan, here are some tips to consider when embarking on that development journey. 

WHO 

There are a few key roles to fulfill during the strategic planning process: 

• Facilitator(s): Will be the “ringmaster” and guide the group through the activities. They may be the board chair, executive director, or someone else. This person should be comfortable with leading conversations, asking for clarity, guiding groups through thought-provoking questions, and cutting off conversations to keep the process moving!  
• Timekeeper: Will participate as normal but will also watch the clock. They will confirm the length of each task and provide prompts to both the facilitator and the participants, including a halfway-through notice and a final-minute warning. 
• Logistics Manager: Is in charge of booking the meeting space, ordering food (if applicable), and liaising with the participants, including calendar invites, sharing the agenda, etc. 

While one person can fulfill each of these roles themselves, it may be easier to spread the responsibility and assign those tasks to different people. It’s equally important to remember that if these people are part of the organization, they will want to participate in the planning conversations as well. 

WHERE 

There are a number of ways this planning can occur and the geographical make-up of your organization may dictate what’s best. 

• Virtually: Ensure the platform can have breakout rooms and that the participants are somewhat comfortable with its use. 
• In-Person: Ensure the space is large enough to host your entire group and small group breakout conversations. It should also have adequate wall space to hold flipcharts! 
• Hybrid: This should only be attempted when virtual participants have a clear understanding of the platform. You’ll also need two more roles: someone online running the behind-the-scenes and someone in the room who can be the link between the in-person and online participants. 

While not everyone has had a successful virtual or hybrid experience, they CAN be really effective if done with care and intentional consideration for the virtual aspect of it. Collaborative virtual tools like Jamboard can go a long way in enhancing the experience. 

WHEN 

You’ve got your team in place and have decided how you’re going to host everyone. Now, when do we do this? What should those calendar invites say? 

• Start with the deadline for when this process needs to be done – is that year-end? Before the next board meeting? Work back from that. 
• Are there standing dates, existing events, or meetings that may be utilized? If people already have things on their calendars, there may be a better chance of them being available. 

Calendars and schedules have never been fuller. Taking a long look at the timeline may prove to benefit the process. This does not have to be finished in one weekend – let the process breathe and schedule things every few weeks or even months! Just make sure to schedule and give yourself a deadline! 

WHAT 

Finally, what will you need to remember to make this process a positive experience? This includes not only how to set up the room, but also what materials can be included to capture thoughts, ideas and ah-ha moments. 

• Round tables with chairs, including extra tables for breakout groups 
• Flipchart paper – blank, pre-written, or templates from our facilitation tips post! 
• Sticky notes of varying colours 
• Markers, tape, scissors 
• Projector and screen may be beneficial 

The more colourful and engaging you can make the process, the more fun your participants will have. Think of an elementary school classroom rather than a high school class! 

Interested in learning more about strategic planning? Watch the Webinar Recording!

Megan Foster has been leading individuals and organizations through energetic, interactive facilitation to generate action-based solutions for almost two decades. Now specializing in organizational culture development and strategic planning, she began her professional career in the high-energy world of revenue development where she quickly understood the importance of creative problem-solving to overcome obstacles. Megan has been described as friendly, supportive, and driven and her style of facilitation is constantly referred to as engaging, creative, and fun. She is passionate about helping leaders inspire and energize their team members. As the founder of Mosaic Engagement, she is on a mission to motivate organizations to harness expertise and creative power within their own team. Learn more at www.mosaicengagement.ca.

Outside of work, Megan has a Masters in Leadership Studies from Royal Roads University. She enjoys the challenge of maintaining fresh and current content and learning from every session she leads.