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Strategic Planning Service in the Philippines

Strategic Planning Service in the Philippines

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How do we facilitation a Strategic Planning Workshop Session in the Philippines?

STRATEGIC PLANNING SERVICE IN THE PHILIPPINES

Objective:

To facilitate a full-scale strategic planning process for the client with the company vision, mission and strategic goals statements and short-term/long-term plans as the expected outputs.

STAGE I: INCEPTION

  • Get organized

Output: Write up and submit the inception report

STAGE II: PRE-STRATEGIC PLANNING ACTIVITIES

Outputs:

  • Coordinate schedule, venue, attendance, equipment, supplies, materials, meals and snacks, transportation, and accommodation
  • Design, review and refine the planning framework and its templates
  • Perform pre-strategic planning activities with function groups
  • Pre-session meetings with key people

Responsibility #1: Gather data from the client’s key people prior to the planning session through one-on-one interviews and focus group discussions.

Preliminary Information:

  • What strategic planning model or framework are we going to use?
    1. Basic Strategic Planning
    2. Issue-based Strategic Planning
    3. Alignment Model
    4. Scenario Planning
    5. Organic Planning
  • When does the actual strategic planning start?
  • How many days should the strategic planning run?
  • Who should be involved in it? Internal and External Inputs
    1. Strategic Planning Team
  • What are the participants’ responsibilities?

Preparatory Work:

  • Review of the company’s work
    • Extensive environmental scan
    • Milestones against targets
    • Management team review
  • Review of the company’s internal functioning
    • Individual preparatory work
    • Problem analysis/Critical issues
  • Synthesizing

Planning the Process

  • What do we want to achieve?
  • What do we have to cover to achieve our desired outcomes?
  • What additional issues should we deal with?
  • How much time should be allotted for prioritized discussions?
  • Who is going to record what is said and agreed?
  • What portion/s do we assign for individual presentations?

Individual Work:

  • What has happened in the past three years in the external environment that could affect our work as an organization?
  • What are the challenges and threats facing us as an organization in the external environment?
  • What are the opportunities we should be taking advantage of in the environment?
  • What other important information do you have that you believe is important to share during the planning?
  • What important strengths does our organization have?
  • What weaknesses do we have that prevent us from achieving our vision?
  • What challenges have we failed to meet in the past three years and why we have failed to meet them?
  • What challenges have we met well in the past three years and why and how have we met them?
  • What important outcomes do we need to see emerging from the strategic planning?

Input Discussion:

For the participants’ inputs to be clarified, the following need to be done:

  • Clarification meeting with the persons giving the inputs
  • Focus group discussion (FGD) regarding the key issues brought up
  • Integration of work done in preparation for the process

STAGE III: STRATEGIC PLANNING WORKSHOP PROCESS DESIGN

Outputs: Strategic Planning Workshop Process Design

STAGE IV: STRATEGIC PLANNING WORKSHOP PROPER

Outputs:

  • Strategic Planning Workshop
  • Strategic Plan
    • Executive Summary
    • Background
    • Organizational Identity
    • Strategic Process
    • Strategic Priorities
    • Implications of the Strategy

VISION, MISSION, AND CORE VALUES DISCUSSION

  • Vision Statement Development Exercise
  • Mission Statement Development Exercise
  • Core Values Development and Consensus Exercise

SWOT ANALYSIS (RIGOROUS AND HONEST SELF-APPRAISAL)

  • Constituency problems, views, and needs
  • Analysis of information
  • Key strategic issues

STRATEGIC GOALS AND OPTIONS DISCUSSION

  • Strategic Goal/s Clarification Exercise
  • Strategic Objectives Clarification Exercise
  • Action Planning to attain each strategic objective
  • Key Result Areas Identification Exercise
  • Key Performance Indicators Identification Exercise

CONTINUOUS IMPROVEMENT

  • Monitoring through periodic checks and evaluating the plan

The Four-day Strategic Planning Process below is just a template and is still subject to revision after inputs of all stakeholders have been considered:

FOUR-DAY STRATEGIC PLANNING PROCESS
Day 1
Breakfast 8:00am – 8:30am
Welcoming and Introductions of Participants 8:30am – 8:45am
Welcoming Remarks and Inputs from the President and CEO 8:45am – 9:05am
Questions and Discussion 9:05am – 9:25am
Input from ? 9:25am – 9:45am
Questions and Discussion 9:45am – 10:05am
Tea 10:05am – 10:25am
Summing Up by the Facilitator 10:25am – 10:45am
Clarification of Problem Analysis – in groups 10:45am – 11:05am
Clarification of Problem Analysis – plenary 11:05am – 11:35am
Lunch 11:35am – 12:35pm
Team Building Exercise 12:35pm – 1:20pm
Summarized Individual Input Presentations 1:20pm – 1:40pm
Responses 1:40pm – 1:55pm
Presentation by External Evaluator 1:55pm – 2:40pm
Discussion of Conclusions and Recommendations – Small Groups 2:40pm – 3:10pm
Discussion of Conclusions and Recommendations – Plenary 3:10pm – 3:40pm
The Way Forward – Summing Up by the President and Managing Director 3:40pm – 4:00pm
Day 2
Breakfast 8:00am – 8:30am
SWOT Analysis – Groups 8:30am – 9:00am
SWOT Analysis – Plenary 9:00am – 9:30am
Clarifying the Planning Parameters – Presentation by Managers 9:30am – 9:45am
Clarifying the Planning Parameters – Small Groups 9:45am – 10:15am
Clarifying the Planning Parameters – Plenary 10:15am – 10:30am
Identifying the Critical Issues – Plenary 10:30am – 11:00am
Tea 11:00am – 11:20am
Developing a Vision Statement – Groups 11:20am – 11:50am
Developing a Vision Statement – Plenary 11:50am – 12:20pm
Developing a Consensus on Values – Plenary 12:20pm – 12:50pm
Lunch 12:50pm – 1:50pm
Drafting a Mission Statement – Groups 1:50pm – 2:10pm
Drafting a Mission Statement – Plenary 2:10pm – 2:35pm
Clarifying the Overall Goal – Plenary 2:35pm – 2:55pm
Consolidation – How Far Have We Gone? – Facilitator 2:55pm – 3:25pm
Clarifying the Immediate Objective – Groups 3:25pm – 3:45pm
Tea 3:45pm – 4:05pm
Clarifying the Immediate Objective – Plenary 4:05pm – 4:25pm
Understanding the Vertical Logic of Strategic Planning – Facilitator 4:25pm – 4:55pm
Overnight Work – Teams 4:55pm onwards
Day 3
Breakfast 8:00am – 8:30am
Presentation 8:30am – 9:15am
Key Result Areas – Input – Facilitator 9:15am – 9:45am
Tea 9:45am – 10:15am
Key Result Areas – Group Work 10:15am – 12:00nn
Lunch 12:00nn – 1:00pm
Key Result Areas – Plenary Presentations 1:00pm – 3:00pm
Tea 3:00pm – 3:30pm
Consolidation – What is our Strategy? – Director 3:30pm – 4:00pm
Day 4
Breakfast 8:00am – 8:30am
Responses to Strategy – Group Work 8:30am – 9:00am
Responses to Strategy – Plenary 9:00am – 9:20am
Form follows function: How should we organize our work? – Group work 9:20am – 10:20am
Form follows function: Plenary Presentations and reaching consensus on Structure 10:20am – 11:20am
Tea 11:20am – 11:40am
Implications of Structure – Group work 11:40am – 12:10pm
Implications of Structure – Plenary 12:10pm – 12:40pm
Identifying Potential Problems – Plenary 12:40pm – 1:10pm
Lunch 1:10pm – 2:10pm
Dealing with problems: Strategies for Survival – Groups 2:10pm – 3:10pm
Dealing with problems: Strategies for Survival – Plenary 3:10pm – 3:40pm
Consolidation – Facilitator 3:40pm – 4:10pm
Feedback on Process 4:10pm – 4:40pm
CLOSURE

The sample above may also be squeezed in to a one-day planning if identified.

STAGE V: CASCADING AND COMMUNICATING SRATEGY (Week 5)

Outputs:

  • Strategic Planning Communication Roll-out Plan
    • Identify who will receive copies of the plan
    • Identify how to circulate and promote the plan

STAGE VI: FINAL REPORTING (Week 5)

Outputs:

  • Final Report:
    • Documentation of the activities completed
    • Monitoring and evaluation system
    • Recommendations for the improvement of OSI’s planning culture and structure

Some of the tools to be utilized:

  • Appreciative Inquiry
  • Open Space Technology
  • One-on-One Interview
  • Focus Group Discussion
  • PESTLE
  • SWOT
  • Stakeholder Analysis
  • Portfolio Analysis
  • Prioritization Exercise
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