Purpose and Objectives of Strategic Planning 2004-2010
Purpose
Engaging in the AADL's strategic planning process together helps the staff, board of directors and community create a common set of goals and remain a national leader in public library services.
Objectives
- Become more willing to listen to the community and take more risks
- Create a more vibrant workplace that will continue to attract and retain extraordinary talent
- Ensure long term financial viability
- Boost visibility and become more well recognized and respected in the community
- Define the role of the Downtown Library within a multi-branch library system
- Help the Board of Trustees become more aware of its power and the importance of their ability to think big, take risks and make mistakes.
- Prepare the Board, management and staff for labor discussions.
- Create a plan that everyone is supportive and aware of…that is used
- Create an efficient process
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Strategic Planning Teams Roles and Responsibilities
Board of Directors
The Board initiates and provides input throughout the process. It is the final decision making body.
Steering Team
This committee is often made up of leaders within the organization who initiate and guide the strategic planning process and see it through to completion. It is this group that approves and assures the implementation of the design decisions.
Planning Team
This team is a microcosm of the whole organization that helps get all the voices in the room and act as a communication conduit to their perspective groups. Though they are not a decision making body they provide a vital team-building role throughout the process. This team is also responsible for all the behind-the-scenes support and logistics that makes the large group meetings a seamless experience for the participants.
Communications Team
This team implements the communications strategy developed by the steering committee to help keep everyone connected and in the loop throughout the entire planning process. The integrity and quality of this team's work can provide transparency in the process to build trust, momentum and whole system acceptance.
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Information was gathered concerning:
Social Trends
--- Community - What information do we need about our community that will have an impact on the future of the library? Who are our patrons now and who do we expect them to be?
--- Society - What broader social trends will have an impact on the future of the AADL? What world will they be living in and what will be the patron needs?
Library Industry
--- Best Practice - What libraries do we love? What services do they offer?
--- Industry Trends - What industry trends do we need to be aware of?
Stakeholders
--- Internal - Staff focus groups, Planning team input, Board input
--- External - Community focus groups, Interviews with community leaders, patron survey
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Strategic Planning Process Outline
Getting Ready
- Form Steering and Planning Teams
- Compile initial list of key strategic issues
Gathering Information
- Collect input from internal stakeholders
- Collect input from external stakeholders
- Identify industry trends and best practices
- Project demands on services, analyze census or other public statistics, research financial trends etc.
Analyzing and Synthesizing
- Analysis
- Understand the current or previous organization strategies
- Assess programs, their effectiveness and competitive position, and the opportunities and threats in the environment relative to meeting patron and community needs.
- Identify additional strategic issues of challenges facing the organization, based on information gathered.
- Synthesis
- How can we focus our energy to do the most good with our limited time and resources?
Creating the Plan
- Agree on core strategies
- Write goals and objectives
- Develop long-range financial projections
- Write the plan
Keeping the Plan Relevant
- Create a detailed operating plan
- Develop a system of monitoring and measurement strategies
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October 2003 - planning process begins
January 26, 2004 - February 8, 2004 - Online survey occurs
February 2, 9 & 16, 2004 --- Library staff discussions and input
February, 2004 - public input continues
March 2004 - Outline of plan developed
March 8, 2004 - Planning meeting with entire staff and community members
Late March/Early April 2004- public study sessions on strategic planning with Board members
April 19, 2004 - Plan presented to Board for approval