Preparing for Implementation
Your Strategic Plan as a “Living Document”
The plan you have created is organic, highlighting the interconnectedness of your organization. You have had teams crafting Goals, Objectives, and Strategies which involve every element of your organization in some form. As a result, everyone in the organization should “see themselves” in the work you have set out to accomplish.
Because of this interconnectedness, your plan is adaptable to changing conditions. The Goals you created and the timelines of supporting Objectives and Strategies may need adjustments as you embark on your plan. Specific measures or targets may not be as attainable as you initially thought, but even if an initial goal may not be entirely achievable, the vision behind the goal still stands and you will find other ways to serve that vision.
For instance, during times of uncertainty there may be some necessary adjustments to Tactics or even a few of your Strategies. However, the core of your plan – your Mission, Vision, Goals, and Objectives – should be based in the strengths of your organization and the meaningful changes that you have envisioned for your team over the next planning cycle. These should exist and persist beyond the necessary work in response to these situations.
Most importantly, however, the living nature of your plan offers immense opportunities for learning and collaboration beyond the plan itself. You may discover new synergies among members or areas of your own organization. For instance, in one college’s brainstorming session around writing their Vision, two faculty members realized that they were working on parallel research and exchanged contact information for future collaboration. Another organization identified a need to create a “shared language” within the organization to improve communication.
Similarly, the mapping of your plan’s Objectives around focus areas of goals contained within the University strategic plan offers a glimpse into how your work propels the university forward while illustrating and helping identify potential cross-organization and University-wide partnerships.
Unit Leadership is Critical
One of the most important pieces to the implementation puzzle is the vocal support for the strategic plan from the organization leadership. With strong, active support, buy-in across the unit will increase, improving the likelihood of success. Here are some suggestions for leaders:
- Communicate expectations clearly. What support, resources, and tools can the organization expect from leadership? (Ideas for constructing a communication plan are in the following pages.) Consider initially sharing:
-
- The organization process for implementing and executing the plan
- Expected participation points from leadership
- Expected benchmarks, drawn from the plan deadlines
- Frequency and sources of progress reporting across the organization
- Aspirations for demonstrated successes and positive changes
- Designate an “implementation czar.” Designate a person in the organization who will provide guidance to manage the various Strategies and Tactics during the planning cycle. This person should be a central resource for members of the organization to approach with questions, provide clarifications on task assignments, progress monitoring, and offer any troubleshooting that does not require a change to the plan itself.
- Create an organization planning oversight team. This team should be cross-functional, representing most if not all aspects of your organization. A good place from which to draw membership might be the core planning team initially designated to create the plan. This oversight team should have streamlined authority to make decisions about plan assignments, assign responsibilities, and handle any necessary changes to the plan. This team should report regularly to leadership. Additionally, you should consider this team as the basis for monitoring progress and learning during implementation (see the section on 30/30 meetings below).
- Create organization buy-in. In addition to presenting the plan’s tangible benefits to the organization itself, try to create a framing where members of the organization can see personal benefit in achieving the defined goals and objectives. Do your best to help everyone “find themselves” in the plan. Design a link between the plan objectives and performance reviews and create incentives and reward structures around plan success.
Creating a Communications Plan before Implementation
The multi-year length of a strategic planning cycle opens opportunities for your organization to create and build upon the strength of your internal communication processes. In considering how best to keep your organization well-informed during the execution of your plan, here are some considerations for keeping the information flowing:
1) Before you begin, lay the groundwork for collecting organization feedback.
During the process of completing the working plan document, you likely collected feedback from your organization. This process should continue throughout the implementation cycle. Consider:
-
- What do you want to know about your plan during implementation? Do the Goals, Objectives, and Strategies continue to reflect the needs of the organization? Do all the constituent groups in your organization feel like they are playing a role in the process?
- Are the KPI’s and metrics you designed to track progress working as planned? Were your targets accurate? Are the timelines still reasonable?
- Are any issues or questions recurring? How were they addressed the first time they arose? How are they being addressed when they arise again?
- How will you collect this ongoing feedback? One-on-one conversations? Surveys? Town halls?
- How can you leverage this feedback to make any necessary changes to the plan?
2) Determine who needs to receive communications.
While “everyone, all the time” is certainly an egalitarian perspective, targeted communications will be more effective in supporting the progress of your plan.
-
- Who are the broad groups who need information? Students? Department heads? Staff? Community members? Advisory boards? Identify some initial categories.
- For each category, consider their awareness, understanding, support, involvement, and actions associated with the plan. This can be used to create a dissemination timeline for each group (i.e., communication will look different for groups that are heavily involved with a deep understanding than groups that are just gaining awareness).
- Identify issues that your plan’s outcomes will address, and which target audiences or groups these will impact. These various audiences will more easily see themselves in the work of the plan.
- When considering your communications, make sure to lay out the basic principles of the strategic plan, as well as any definitions for any jargon you might identify. The more each group understands, the more buy-in there is likely to be.
- Also make sure that you have a plan to celebrate successes and achievements, especially early in the plan implementation – and be very explicit about not only what was done and the people who did it, but what the organization (including leadership) learned through that success.
3) Create a communications timeline.
-
- For each of the stakeholder groups you have determined, create a timeline for communication dissemination. Consider how involved each group has been in creating the plan. Some groups may already have much more awareness of the work in the plan, while others may only have a general sense of the workings – these differences may help determine the frequency and depth of communications.
- Create a method to keep track of where each group is in the dissemination process. This will assist in monitoring a timeline.
4) Determine the most effective communication methods.
-
- Different communication venues to consider:
- Mailing list: Create a mailing list of key people from each group.
- Email: Email is obviously a primary form of communication.
- Newsletters: A brief newsletter every quarter can keep the group informed of progress to maintain interest.
- Organization Websites: Including strategic planning information on the main organization website aids in transparency.
- Reports: Reports can be disseminated to leadership as hard or e-copies.
- Staff meetings/Workshops: Active engagement for stakeholders to discuss progress regularly.
- Governing Bodies: Regular updates in venues such as staff assembly, Faculty Senate, President’s cabinet, union meetings, organization leadership meetings, student government, etc.
- One-on-one interactions: Key champions for the group can build on the plan in their individual capacities.
- Different communication venues to consider:
Consider creating a table with a column for stakeholder groups, the communication strategy you plan to use, and the reason this strategy is best for that group. There may be multiple communication strategies that can be utilized for each group.
An example of a row might be:
| Stakeholder Group | Strategy | Rationale |
| Students | Newsletter | Students may only barely have an awareness of a strategic plan and its purpose. Sending a quarterly newsletter keeps them informed without overwhelming them. |