Strategic Planning on a Planning on a

Shoestring BudgetShoestring Budget

Presented to the 2014 BCCC Annual General Meeting & Conference by:Presented to the 2014 BCCC Annual General Meeting & Conference by:

Keith Woods

CEO, North Coast Builders Exchange CEO, North Coast Builders Exchange (Senior Advisor on Chamber Trends, (Senior Advisor on Chamber Trends,

California Chamber of CommerceCalifornia Chamber of Commerce))

keith@ncbeonline.com (707) 542-0645 (707) 542-0645

Desirable employees

• Smart & energetic

• Smart & lazy

• Dumb & lazy

• Dumb & energetic

Fun & Interesting Office Fun & Interesting Office Buzz WordsBuzz Words

BlamestormingBlamestorming

When employees get together after a When employees get together after a project fails to look for a scapegoatproject fails to look for a scapegoat

BMW’sBMW’s

Bitchers, Moaners and WhinersBitchers, Moaners and Whiners

BobbleheadingBobbleheading

The mass nodding of agreement by The mass nodding of agreement by employees, even when the boss employees, even when the boss

has a really bad ideahas a really bad idea

The 1st question to ask yourself:

Are you absolutely sure

you want to do this?

* * It can be time-consuming

* It’s not very sexy

* The end product often ends up on shelves or as paperweights

Strategic Planning: I can give you 3 reasons why you should do it

A 1-year Business Plan is not enough.

Programs & problems are “evergreen”.

It encourages organizational focus and commitment by staff and volunteers..

What to expect:

Some time required of volunteers and staff.

Some expense (but it doesn’t necessarily have to

be expensive).

Differences of opinion among volunteers and staff as to the Chamber’s future.

Detractors who don’t like the outcome.

Strategic Planning can be as simple as A - B - C

A: Advance Research and Preparation

B: Board Strategic Planning

Conference

C: Carrying out the Plan

Step One: Advance Research & Preparation

“Sometimes it’s faster to go slow up front”

1) Form a Strategic Plan Task Force.

2) Hold an initial meeting…goals, budget, timelines.

3) Do a current membership & budget analysis.

4) Conduct a basic (simple!) membership survey..

5) Conduct community leader interviews.

a) What are the major issues facing our community in the next

1 - 5 years?

b) What is the Chamber’s role in addressing these issues?

6) Study other Chambers…ones you admire and

ones near your size. Then steal stuff!

• websites

• conference calls

• site visits

7) Ask all committees to create one-page reports

on their present & future work.

8) Create a task force of professionals to

conduct a Chamber “Communications Audit”.

9) Hold a few focus group meetings (2-3) with

new, mid-range, and long-time members.

10) Don’t rush … allow enough time for the process

Step Two:Step Two: Board Strategic Board Strategic Planning Planning

ConferenceConference““The right people are more likely to get it rightThe right people are more likely to get it right.”.”

1) How long? 1 day : Ideal

1-2 days : The maximum

3 days : A waste of time

2) In town – okay, but not in the Chamber office.

3) Having a Moderator or Facilitator is usually a very

good idea, though it adds to the expense.

4) First on the agenda: a “State-of-the-Chamber”

report on the findings in the Advanced

Planning & Research).

5) Get reactions from participants to the “State-of-

the Chamber” report…make sure everyone

is in agreement with the findings.

6) Devote some agenda time to the research on

what of other Chambers are doing … their

programs, services, dues structures, etc.

7) Consider a “Futures Panel”… City Manager, Police Chief, Supt. of Schools, Hospital Exec., Non-profit leader, Economic. Devel. head, etc.

8) Reach agreement on:

• your Chamber Mission Statement

• your beliefs (or Guiding Principles)

9) Two possible approaches:

S.W.O.T. (Strengths, Weaknesses, Opportunities, Threats)

More, Less & New

10) Avoid too many numbers! Your goal should be to develop more of a Strategic “Vision” than a lengthyStrategic Plan.

11) Identify 3-5 goals (or Priorities) within each of the Chamber’s “Big 8” internal & external areas:

Membership (sales & retention)

Budget & Finance

Communications

Organizational streamlining

Staffing needs

Programs & Services

Events

Advocacy

12) Prioritize the goals within each of the “Big 8”.

13) Create a small Strategic Plan Follow-up

Task Force – the “make it happen” group.

A Final Tip:

Ask yourself all through the process:

WIIFM… What’s In It For Members?

Step Three: Carrying out the Plan

““You can’t build a reputation on what youYou can’t build a reputation on what you

say you’re say you’re goinggoing to do” to do”

1) Prepare a “White Paper” or summary report on

what came out of the Conference.

2) Bring the report back to the full Board of

Directors for review, modification and

approval.

3) Use the Strategic Plan Follow-up Task Force to

determine a format for the final document:

:

• An Executive Summary

• A list of the “Big 8”

• The specific goals within each internal or external area

• A timeline for each goal, including target dates

• Assignments… who is the “Champion” for each?

• Budget implications for each goal

• Obstacles to each goal (often called “Molasses Points”)

4) Prepare the final document to present to the

Chamber Board of Directors.• Share it with other “stakeholders” …Past Presidents,

Committee Chairs, Chamber staff, etc.

5) Summarize it on your website and/or make it a

special insert in the newsletter.

• But don’t bore them with details

• Focus on what’s in it for them and their business (WIIFM)

6) Find some immediate do-ables to get off to a

good start…the so-called ‘low-hanging fruit’

goals.

7) Every 3 months at a Board meeting, include on the

agenda a progress report on the goals

established in the Strategic Plan.

8) Use it as a “living document” each year by designing

your annual Program of Work/Business Plan to

include some or all of the Strategic Plan goals.

9) A Strategic Plan (or Long-Range Plan) for a Chamber should be a 3-5 year period.

My Dream Chamber:My Dream Chamber:

All new Chamber members are put on a All new Chamber members are put on a 3-month probation. If they don’t 3-month probation. If they don’t show up at events or get involved – show up at events or get involved – they’re gone, with no dues refund.they’re gone, with no dues refund.

– ““I’m sorry Mr. Johnson, but you’re just not I’m sorry Mr. Johnson, but you’re just not working out. We almost never see you and working out. We almost never see you and even when we do, nobody likes you. Wait a even when we do, nobody likes you. Wait a year and join again.”year and join again.”

Like in professional sports, Chamber Like in professional sports, Chamber Execs can be traded to another Execs can be traded to another Chamber.Chamber.

– ““Bob, you’ve served us well, but there’s a Bob, you’ve served us well, but there’s a sharp Chamber Exec in Cranbrook we’ve had sharp Chamber Exec in Cranbrook we’ve had our eye on… and they’re throwing in a our eye on… and they’re throwing in a Receptionist as well. Good luck over there – Receptionist as well. Good luck over there – we’ll miss you.”we’ll miss you.”

TwoTwo Chamber Mixers are held each Chamber Mixers are held each month: one for the attractive and month: one for the attractive and interesting members, and another for interesting members, and another for the ugly and boring members.the ugly and boring members.

– Here’s how it would work: A panel comprised Here’s how it would work: A panel comprised of the Chamber Exec, staff, and a few of the Chamber Exec, staff, and a few volunteers serve as the M.A.C. – the “Mixer volunteers serve as the M.A.C. – the “Mixer Assignment Committee.”Assignment Committee.”

All newly-elected local officials must All newly-elected local officials must first be approved by the Chamber first be approved by the Chamber before they take office.before they take office.

– ““Chuck, you’ve been way too anti-business in Chuck, you’ve been way too anti-business in the past and frankly we don’t think voters ever the past and frankly we don’t think voters ever should have elected you. In fact, we’ve should have elected you. In fact, we’ve decided to go with the runner-up.”decided to go with the runner-up.”

“You can’t talk your way

out of problems

you behaved your way into.”

Stephen Covey, AuthorStephen Covey, Author

My favorite philosopher:Normie on “Cheers”

“It’s a dog-eat-dog world out there and I’m wearing Milkbone underwear.”