Welcome to Behind the Lens, where we invite you to peer inside the inner workings of DHPSNY Planning & Assessment services to gain a deeper understanding of the assessment process and outcomes. You’ll also hear first-hand accounts from participating sites, offering their personal experiences and perspectives. Explore more of the series in our last post, which highlighted Foundational Planning Assistance, a great first step in setting a framework for successful collections care.
In this edition, we’re highlighting Strategic Planning Assistance. This service helps organizations set critical goals that align with their mission and vision, ensuring that everyone involved shares a clear direction for the future.
What is Strategic Planning Assistance?
Strategic Planning Assistance helps organizations think proactively about their future goals for collections and the organizational work that supports access and preservation. A trained facilitator works with your organization to shape a three-year strategic plan that serves as a roadmap for decision-making and action. DHPSNY partners with the New York Council on Nonprofits (NYCON) to provide this service.
How would my organization find Strategic Planning Assistance useful?
Like all DHPSNY Planning & Assessment Services, Strategic Planning Assistance is a collaborative process. The final plan reflects the shared vision of all participants. The facilitator guides discussion and provides suggestions, but your team defines the goals and priorities. Together, you’ll set achievable strategies and actions to help you reach the major strategic goals identified through directed discussions.
"Working through the DHPSNY Strategic Planning Assistance process is providing CCHS an opportunity to more fully align with our core mission. Conversations with our facilitator are allowing us to discover new opportunities that will improve the balance between service to the community and overall organizational performance. By undergoing this process, we are better able to position CCHS for sustainable future growth.”
— Jessica Moquin, Director, Chenango County Historical Society (CCHS)
How does the Strategic Planning Assistance process work?
At the outset, you will be matched with a dedicated facilitator from the DHPSNY or NYCON teams who will be your point person throughout the process. You’ll also receive a link to a brief webinar that provides an overview of the process that you can share with all those who will be participating. Starting with an informal call to discuss your goals and timelines, you’ll be asked to form a core strategic planning committee if you haven’t already. The facilitator will next work with the committee to review and distribute an internal survey to those who work most closely with the organization and collections. This survey will ask participants to share their views on the mission, vision, and values of the organization, as well as complete a SWOT (strengths, weaknesses, opportunities, and threats) analysis. The facilitator compiles the results to share with participants at the next stage.
With this information in hand, the facilitator plans a day-long retreat for the core committee and other key participants. The survey results guide discussions about the organization’s mission, vision, and values, and help turn priority areas into clear goals and next steps. At the end of the retreat, the facilitator drafts a three-year strategic plan for the committee to review. The committee assigns responsibilities for each goal and sets a target year for completion. The facilitator works closely with the group to make sure the final plan reflects the organization’s needs and vision. Once the plan is ready, the committee presents it to the full board or leadership for final approval and sends it to DHPSNY. A short implementation webinar follows to help the organization take the first steps in putting the plan into action.
The DHPSNY team checks in regularly with strategic planning participants over the course of their three-year plan timeline. Organizations also have the opportunity to work with the NYCON and DHPSNY teams to receive a training opportunity that will help them accomplish one of the actions in their strategic plan.
What is the final outcome of the process?
The final deliverable for the strategic planning process is the completed three-year planning document that frames major goals, and the strategies and actions to achieve them. The strategic planning committee assigns responsibilities and sets timelines for each action during the process. The final document is intended to provide structure for tracking accomplishments and reviewing next steps over time.
"As I look back on the strategic planning process, one of the things I liked best was that it took out of my brain most of the work-related matters that keep me up at night and put them all down onto paper in one well-organized document. The itemized section of the Strategic Report has become my roadmap for the future, and I refer to it at least once a month to see how projects are progressing."
— Cathy Tedford, Director, Richard F. Brush Gallery, Sarah Lawrence University
What key areas can be addressed through DHPSNY’s Strategic Planning Assistance process?
The initial survey will ask questions about all of the following topics (as they apply to your organization):
- Programs and services
- Collections care and management
- Community and public relations
- Board, staff, and volunteer skills, composition, and structure
- Technology and equipment
- Accessibility
- Internal communication
- Facilities management
The survey results will help to refine this list; during the retreat participants will use the information gathered to identify 4-5 key strategic areas to be addressed over the next several years. The facilitator will work with your team to ensure that these broad areas address your most pressing challenges and aspirations. From there, these larger topics will be broken down into measurable strategies and achievable actions to help your organization move these goals forward and measure success. As a requirement of the DHPSNY process, one of the key areas to address must be focused on collections.
Previous participants have used their resulting strategic plan as a tool for successful grant applications, to help communicate about the priorities and needs for the organization, and to internally track progress and hold themselves collectively accountable to accomplishing organizational goals.
"Our Tourism Team has made great strides in developing our infrastructure, working with consultants, community organizations, and our cultural artisans to create the programs and services needed to support our community objectives. We have been fortunate to seek and gain some grant funding to help support the work efforts and enable us to plan for our new Heritage Center, an Art Gallery, and develop park spaces along the St. Regis Riverfront in Downtown Akwesasne—Skén:nen (Peace) Park."
— Gail McDonald, Akwesasne Heritage Complex Project Developer, St. Regis Mohawk Tribe
What kind of a time commitment is it to participate in Strategic Planning Assistance?
In total, the strategic planning process generally takes 6-8 months to a year to complete. Depending on the organization and the amount of time core participants are able to commit, this process can move faster or take a bit longer. The Strategic Planning Assistance timeline gives more detail on how long organizations can anticipate each step might take.
Is my institution eligible?
All non-profit, non-government collecting organizations within New York State who hold historical records and/or library research materials are eligible for Strategic Planning Assistance. Organizations must also make their collections publicly available.
What else should I know about Strategic Planning?
The DHPSNY strategic planning process provides structure and support for this important goal-setting activity. The process requires time, input, and commitment from the core committee and other key participants. The result is a valuable document to help move your organization forward. We strongly recommend that organizations enter the process ready to stay engaged and follow through on the three-year plan.
Applications for Strategic Planning Assistance are accepted year-round and reviewed three times a year in March, July, and November. Visit our Strategic Planning Assistance page to learn more and apply.
If you're unsure which service to apply for or whether your institution is ready, we encourage you to reach out to us! DHPSNY staff is available to answer your questions at info@dhpsny.org or 215-545-0613 ext. 337.
Cover image: Strategic planning session at Chenango County Historical Society (CCHS).