Download - Weaver Vale Housing Trust
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Weaver Vale Housing Trust
Annual Planning
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The Organisational Activity Model
Philosophy
Strategy
Projects
Routine Operations
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Why have annual planning and where to start?
It is important to develop an annual planning process to convert strategies into activities at organisational, departmental, team and individual level but……
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Why have annual planning and where to start?
….it is vital to do this in a structured way and
it certainly does not happen overnight.
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Timeline and Timeframe• Strategy
• Chief Executive’s Appraisal
• Corporate Plan
• Directors’ Appraisals
• Directorate Annual Planning
• Senior Management Appraisals
• Teams’ Annual Planning
• Individual Appraisals
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Communication
• Staff Away Days
• Ask Steve
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Where To Start Year One
• Prepare a register of teams that need
annual planning sessions
• Be proactive and plan dates
• Have one contact point to request a
facilitator, if possible
• Give facilitators a good mix of teams
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Facilitators• Key to running the sessions• Need common approach• Pre-prepare general flipchart e.g. - Corporate Projects - Strategic Priorities - What is a Project
- What is a Routine Operation
• Think carefully about prompts
• Keep up to date re corporate projects
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Pre-meeting with Manager
• Running order with aid of UIC manual• Any sensitive issues • Leader speaks - brief, succinct and relevant• Prompts• Teams or pair work• Tools and techniques• Partial projects• Grid plus action list• What happens next• Review of meeting
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Post meeting with Manager
Facilitator Tips
• Prepare a running order template
• Have one for yourself and one for the manager
• Consider timeframe
• Prepare a flipchart with the teams or pairs on
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Annual Planning Year One
No previous plan so where to start?
How to identify projects?
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The Annual Planning Session
• Arrive early and prepare the room
• Leader welcomes everyone
• Introduce yourself and explain your role
• Round Robin of introductions
• Leader Speaks
• Facilitator takes over
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The Annual Planning Session (cont’d)
Prompt 1
What projects have you got now, as a
team, or are you involved in as individuals?
Round Robin
This will help to consider overall time and
resources.
You need to be realistic.
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The Annual Planning Session (cont’d)
Prompt 2
What is working well?
Round Robin
- this brings everyone together and starts on
a positive
- all can see and hear
- all can input
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The Annual Planning Session (cont’d)
Prompt 3
What isn’t working as well as it should? or
What makes your job or the job of your team
more difficult than it should be?
- if a large group split into teams - if small group split into pairs or even a round robin
- it may be useful to give the teams a sheet of paper with ideas on to consider, such as :-
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Ideas to Consider• What processes need sorting out
• What do internal customers comment on
• What do external customers comment on
• Any communication issues
• Are there any key issues facing the team that
need addressing
You can tailor these to suit the group
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Cluster
• Ask the teams/pairs to cluster their comments
and give each a heading
• Ask each team/pair to report their findings to
the group
• Allow comment
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The Annual Planning Session (cont’d)
Prompt 4
What can we do to improve this?
This is the hard part.Take over to help the group convert these findings into projects or actions.
Complete post-its for what can be done
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The Annual Planning Session (cont’d)• Ask the group to ‘must’, ‘should’ and ‘could’ • Then look at ‘total’, ‘partial’ and ‘no’ control• Mark on the post-it to identify categorisation• Look at the ‘musts’ with ‘total’ control first
• Complete the grid • Consider whose name is being put down, do
not overload one person
• Record actions that are not projects on a separate flipchart
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The Annual Planning Session (cont’d)
• Next the ‘musts’ with ‘partial’ control
- if a big ‘P’ then these are fed back up to
management for a decision
- if a small ‘p’ the group may be able to
approach other teams themselves• The ‘shoulds’ and ‘coulds’ are recorded for
reference and should be reviewed from time to time as capacity becomes available
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The Project Steering Grid
• Remember the grid is a working document and things may change
• Initial timeframes may seem unrealistic and need amending
• Review progress at team meeting of both the grid and the action list
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The Annual Planning Session (cont’d)
• The leader will explain what happens next - writing remits
• The facilitator will do a round robin of reflections
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Annual Planning Year Two
This year you will have a starting point as
you will have an annual plan to review :
• what has been completed
• what needs carrying forward to the new year
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My Tips
Preparation is key Prepare a register of all the teams that
need annual planning.
This can then be used each year Have one contact point to request a
facilitator Have pre-prepared flipcharts with your
key information
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My Tips (cont’d) Must have a pre-meeting with the leader
If having teams put these on a flipchart
Plan the time you want to take for each exercise
Help with the definition of a project
Work with the groups to best advantage
Allow sufficient comfort/tea breaks and if lunch booked keep to time
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The whole process can be tiring and draining for all.
You will be nervous
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The End