Why Plan?

Last Saturday I facilitated a retreat for the board of Country Playhouse in Houston.  It’s the third retreat I’ve done for them and it was an extremely productive day, packed with lively conversation, some disagreement, and plenty of laughter. I always congratulate clients when they make time to plan.  It’s difficult for busy nonprofits to stop and take stock of where they are and where they want to go….and it’s really hard for busy volunteers and staff to carve out a day to spend in a room together…to address the things that take more time for consideration than we ever have at regular board meetings.  It’s much easier to just roll and deal with whatever comes along.  Or at least it seems easier at that moment. 

 Why plan?  Why take that time to construct a roadmap for a year or two, or three?   Why talk about the same things we talked about at the last retreat?  How much is enough? When does it stop being productive and become just tedious? There’s a point where you have to actually do the things on that action list.  Take a look at Pat Wente’s wise, wonderful, humorous words about strategic marketing communication in the corporate world.  Planning for the plan….to plan and to have a plan that you planned….  She’s right.  Nobody goes around thinking “hmmm….am I acting strategically now?”  We’re involved in getting through the day.

 http://patwente.blogspot.com/2010/07/thoughts-about-strategic-marketing.html

 So the plan isn’t going to live in your back pocket…and the result of one retreat isn’t going to be a full blown plan in any case. But you will have a summary that can be turned into a list of actionable items. It is a roadmap that’s useful as a reality check at regular intervals and can grow into the components of a plan… the groundwork of a strategic plan if you want to continue with the process.  Do you need to adjust the scope or the tasks?  Did you start down a path that’s just not feasible anymore?  Is everyone going in the same direction, in agreement and with purpose?  What do you have to do now to be where you want to be in a year…yes, or two….or three?

 Here’s what comes out of a retreat day: 

1. You get the opportunity for the board and staff and other stakeholders to discuss issues and problems, celebrate achievements, and move forward in consensus. 

2. You get a living document to use as a checklist.  Pull out the action items and refer to them regularly at board and staff meetings.  Change what needs to be changed.  Keep it current. 

3. You get a starting place for specific outcome measures.  If you know what success looks like, it’s easier to create an evaluation plan that can grow -- for programming, projects and campaigns. 

4. You get the groundwork for an active approach to important issues in fundraising, board development, volunteer management, marketing, membership, client service and programming.

 Whatever the components, your summary is based on the current environment and your organization’s current position.  You’re starting from now and building on today’s reality for tomorrow’s vision. 

 Plan because it’s easier to be creative inside a structure that helps keep you focused.  Plan because it makes your daily routine a little easier.  Plan because you get concrete tools and an infusion of enthusiasm to serve your clients, motivate your staff and volunteers, and encourage your board.