Success Factor 1 - Prepare
Success Factor 1 - PREPARE
If you are wanting to ensure that the next strategic planning workshops you hold works, the first success factor you need to consider is preparation.
What does success look like?
Firstly, it is critical to set the primary objectives of the session and, importantly, the outcomes you are looking to achieve. Be really focussed. What does success look like? If possible, ensure the whole leadership team is involved, or at least buys into the focus. Depending on the time allocated be realistic. Better to nail one thing than skate across five.
Too often I see executive teams jam the agenda with a laundry list of topics to cover. Some strategic, though of variable criticality. Many are operational that could be better handled at another time with a different format. Mixing strategic planning with operational management is a sure-fire recipe for a decline into detailed discussion around tactics. I once was asked to run one where the CEO wanted to achieve a list of around twenty objectives, so the first task was to identify the critical few!
Operational topics are sometimes included as it is convenient to cover them because everyone is in the one room at the one time. This actually indicates to me that the team hasn’t worked out the right operating rhythm for how they run the business (see success factor 3 – Do - for more on that).
Too often I see executive teams jam the agenda with a laundry list of topics to cover. Some strategic, though of variable criticality. Many are operational that could be better handled at another time with a different format. Mixing strategic planning with operational management is a sure-fire recipe for a decline into detailed discussion around tactics. I once was asked to run one where the CEO wanted to achieve a list of around twenty objectives, so the first task was to identify the critical few!
Operational topics are sometimes included as it is convenient to cover them because everyone is in the one room at the one time. This actually indicates to me that the team hasn’t worked out the right operating rhythm for how they run the business (see success factor 3 – Do - for more on that).
In working with my clients, I apply the pareto principle i.e. what 20% of issues or topics will enable us to achieve 80% of the objectives. Typically, a strategic planning workshop should be focussed around critical issues such as drawing insights and implications from trends and shifts in the market, sharpening competitive advantage, identifying where to grow and building organisational capability.
Having an overall theme for the session, if longer than say half a day, can also help focus participants on why they are there and what you want to achieve.
Having an overall theme for the session, if longer than say half a day, can also help focus participants on why they are there and what you want to achieve.
What do you need to prepare?
Secondly determine the analysis that is needed to help frame the issues to be addressed. A simple diagnostic to assist aligning the executive team around priority areas can be useful (click below on the link to access a free business diagnostic that can assist to do this).
It is important to have a succinct workshop reading pack that includes background data and analysis that will help frame the strategic challenges and opportunities that you want to address in the session. Twenty succinct and insightful pages, not one hundred! This requires work and focus – it’s not something compiled a few days before, with no time for reading or reflection. The pack is also not for presentation – it should be taken as read – though obviously you may refer to pertinent elements as the workshop unfolds.
It is important to have a succinct workshop reading pack that includes background data and analysis that will help frame the strategic challenges and opportunities that you want to address in the session. Twenty succinct and insightful pages, not one hundred! This requires work and focus – it’s not something compiled a few days before, with no time for reading or reflection. The pack is also not for presentation – it should be taken as read – though obviously you may refer to pertinent elements as the workshop unfolds.
How should you design the workshop or series of workshops?
Thirdly design the format and time required to meet the objectives and outcomes. A mix of virtual (especially for context setting) and face to face can be really effective. A more agile and iterative approach that allows for 'incubation' of ideas
Also you need to determine what the best planning models and problem-solving tools are to frame the conversations? It is key to have some structure, so the debates and conversations are focussed. Having a view on how you would run each session is important – an open invitation to ‘discuss’ will merely result in a talkfest.
Avoid just repeating what you did last year or using a cookie cutter generic approach that you can get of the internet. The workshop design needs to be tailored very purposefully around the outcomes you desire.
Applying models such as Lafley & Martin’s “Playing to Win” I have found particularly helpful, as is the Mindshop 4 step problem solving approach. Having these tools and techniques in mind and at hand is important. An effective strategic planning facilitator can obviously assist here but if you are running it yourself arm up individual execs with the right tools to help them facilitate the sessions.
Avoid just repeating what you did last year or using a cookie cutter generic approach that you can get of the internet. The workshop design needs to be tailored very purposefully around the outcomes you desire.
Applying models such as Lafley & Martin’s “Playing to Win” I have found particularly helpful, as is the Mindshop 4 step problem solving approach. Having these tools and techniques in mind and at hand is important. An effective strategic planning facilitator can obviously assist here but if you are running it yourself arm up individual execs with the right tools to help them facilitate the sessions.
Success Factor 1 – PREPARE Resources:
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