Facilitation Guide for working sessions to prioritize and align tactical initiatives with strategic objectives while providing visibility of organizational impacts. Includes process view, templates and sample deliverables. Proven solution was easily adopted by a volunteer professional organization as part of hosting regional peer organizations for their annual leadership conference.
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Strategic Planning Facilitation Guide - 2010 PMI Region 5 Conference
1. Month YYYY City, State Chapter Strategic Planning Service Definitions & Implementation Approaches
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3. General Session Break-Out Sessions Conference Approach Post- Conference Optional Required Key Report-Out Service Definitions 2 Report-Out Service Implementation Approaches 4 Prioritize Services for Framing Frame Service Implementation Approaches Tactical Session 3 Map Service Impacts to Objectives Strategic Session Identify Board Functions Identify Services Prioritize Services For Definition Define Services 1 Identify Strategic Objectives 5 Map Service Impacts to Board Functions Consolidate Services from All Break-Out Sessions Distribute 2010 Region 5 Catalog of Services 6
4. Identify Board Functions Replace the sample data with the appropriate information for your chapter Recruiting, Retention, Networking Membership Cash Management, Financial Statements, Tax Returns, Contracts Finance / Treasurer Professional Development, Training, Career Advancement Certification Support, Practitioner Support, University Outreach Education Event Management, Online Calendar Postings Board Minutes, QA Communications Content Communications Publicity, Advertising, Newsletter Corporate Outreach, Community Outreach Marketing Information, Integration, Technical Support Web / Technology Audio/Visual Equipment & Support Planning / Logistics Chapter Meetings, Special Events Programs Strategic Vision, Volunteer Leadership Special Projects, Governance Projects, PM Center of Excellence President Includes: Board Function
5. Identify Strategic Objectives Replace the sample data with the appropriate information for your chapter Develop Chapter Operational Structure Develop Chapter Leaders Increase Chapter Revenue Increase Event Participation Increase Addition Of New Members Increase Membership Retention Includes: Strategic Objective
6. Identify, Group & Prioritize Services (optional) Replace the sample data with the appropriate information for your chapter Post-Session Follow-Up Nice to Define Today Must Define Today Priority Service Group Service / Component
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8. General Session Break-Out Sessions Conference Approach Strategic Session Tactical Session Post- Conference 5 Report-Out Service Definitions 2 Report-Out Service Implementation Approaches 4 Identify Board Functions Identify Services Prioritize Services For Definition Define Services 1 Map Service Impacts to Board Functions Consolidate Services from All Break-Out Sessions Identify Strategic Objectives Distribute 2010 Region 5 Catalog of Services 6 Prioritize Services for Framing Frame Service Implementation Approaches 3 Map Service Impacts to Objectives Optional Required Key
9. Map Service Impacts to Objectives (optional) Or…use a checkbox to indicate variable impact Replace the sample data with the appropriate information for your chapter Priority Develop Chapter Operational Structure Develop Chapter Leaders Increase Chapter Revenue Increase Event Participation Increase New Members Increase Membership Retention Strategic Objectives Service / Component Low Med High Key
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11. General Session Break-Out Sessions Conference Approach Strategic Session Prioritize Services for Framing Frame Service Implementation Approaches Tactical Session 3 Post- Conference Report-Out Service Definitions 2 Report-Out Service Implementation Approaches 4 Identify Board Functions Identify Services Prioritize Services For Definition Define Services Map Service Impacts to Objectives 1 Identify Strategic Objectives 5 Map Service Impacts to Board Functions Consolidate Services from All Break-Out Sessions Distribute 2010 Region 5 Catalog of Services 6 Optional Required Key
12. Map Service Impacts to Board Functions Populate with board function information from the Service Implementation Approaches. Or…use a checkbox to indicate variable impact Replace the sample data with the appropriate information for your chapter Logistics Marketing Finance / Treasurer Education Membership Communications Web / Technology Programs President Board Functions Services Low Med High Key
13. Thank You For Participating! Content From All Break-Out Sessions Will Be Compiled And Distributed To All Conference Attendees Your Break-Out Session Team Chapter Role Chapter Name Session Role Session Timekeeper Scribe Flip Charts Facilitator Framing Implementation Approach for Services Timekeeper Scribe Flip Charts Facilitator Strategic Definition of Services
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15. Appendix A – Samples Break-Out Sessions This appendix contains sample slides to illustrate the final view of the document.
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17. Map Impacts to Strategic Objectives Or…use a checkbox to indicate variable impact EXAMPLE Provide Networking Opportunities Med High High High High Priority Develop Chapter Operational Structure Develop Chapter Leaders Advertising & Sponsorship Program Raise Awareness – Individual Focus Raise Awareness – Corporate, University (Administration) – Outreach Utilize Communications Model Increase Chapter Revenue Increase Event Participation Increase New Members Increase Membership Retention Strategic Objectives Services Low Med High Key
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19. Map Service Impacts to Board Functions Or…use a checkbox to indicate variable impact EXAMPLE Logistics Marketing Finance / Treasurer Note : This service is limited to the administrative aspects of universities, and does not address educational synergies. Education Advertising & Sponsorship Program Raise Awareness – Individual Focus Raise Awareness – Corporate, University (Admin) – Outreach Utilize Communications Model Membership / Volunteers Communications Web / Technology Programs President Board Functions Services Low Med High Key
20. Appendix B – Templates Break-Out Sessions This appendix contains blank templates to be used for capturing content from break-out sessions.
21. Define Service (the “ what ” and “ why ”) Anticipated Benefits Board Alignment Strategic Objectives Supported Out of Scope for Initial Delivery Key Aspects of the Service Purpose Service ______
22. Map Service Impacts to Objectives (optional) Or…use a checkbox to indicate variable impact Priority Strategic Objectives Service / Component Low Med High Key
23. Frame Implementation Approach (“ how ”) Board Functions Impacted Metrics and Measures Lessons Learned Impl Role Name Chapter Board Role Deliverable(s) Contacts for Implementation Guidance Key Aspects of Implementation Service ______
24. Map Service Impacts to Board Functions Or…use a checkbox to indicate variable impact Board Functions Services Low Med High Key
26. This appendix provides insights into successful facilitation of break-out sessions. Appendix C - Facilitation Approach
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31. Appendix D – Templates Consolidation of Break-Out Group Data This appendix contains templates for consolidated service content from all break-out groups.
32. Map Service Impacts to Objectives Populate with mapping information from each break-out group. Or…use a checkbox to indicate variable impact Strategic Objectives Services Low Med High Key
33. Map Service Impacts to Board Functions Or…use a checkbox to indicate variable impact Populate with mapping information from each break-out group. Board Functions Services Low Med High Key