The Value of Off-Site Agency Strategic Planning Sessions
What would you think if we were to say one of the best ways to help your business is to take the day off? In fact, take two days off for better results.
Once a year the firm’s management and sales team should meet off-site to create the annual business plan. There are many benefits that happen away from the office, without the daily distractions that can occur. Make sure that cell phones are turned off, so that everyone can concentrate on the topics at hand.
It is best to spend a day and a half as a minimum, so day one is all brainstorming on at least three key areas (like growth, profitability and efficiency) and day two gives time to pull it all together and write an action plan.
To keep things on track, utilize outside expertise. This can help accomplish a lot, as a trained facilitator can help keep things on course and write the action plan. The cost is often reasonable and can add so much to making the session great.
Get Creative Juices Flowing
Be prepared for the meeting. Before the meeting, everyone should fill out their ideas and submit them ahead of time. This is usually by completion of a SWOT worksheet — which stands for strengths, weaknesses, opportunities and threats — of the topics to be discussed, such as new sales and growth opportunities. These worksheets should be compiled ahead of the meeting, and can be done so anonymously. During the meeting they are passed out and used for everyone’s review. This way time is not spent trying to come up with all the ideas. Instead, the time is spent to bring agreement to all the ideas on the table.
We have found that it is very useful if there is someone to take notes or if the facilitator uses an easel pad to record everyone’s input. It helps to be able to look back to make sure that all the issues were addressed.
Format
Day one should be used to put all the topics on the table and there should be a free flow of ideas. This helps build camaraderie among the group. Day one is to open the group to all possibilities. The evening time should be a social gathering of the attendees, and spouses, if possible.
Day two is used to pull it all together. Take the vision and opportunities generated on day one and write the actual action plan for the coming year. It is important to put some detail to the action plan required to reach the goals.
These details should include who will oversee the plan, what the steps are, what will the action steps be, what the measurements will be and by when. Delegation to numerous parties within the firm is best, so the implementation does not fall on one person or just the owners. The success of a strategic plan is much more likely when everyone has a sense of responsibility and authority. It is also important that the plan is communicated to the workers back home. The more complete the disclosure of the vision, goals and action plans, the higher the chances for success.
Involvement
People learn through experience, so get everyone involved in the process. The planning session will be more memorable and effective if the group also has fun while brainstorming. An experienced facilitator can make sure of this and will help ensure that everyone wants to do it again the following year.
People like to feel they are a part of the planning process, that their input matters and that the owners appreciate the input of those people in charge of the implementation. They are the ones in the seats of getting things accomplished and motivating those they manage.
At least every few years, it helps to include spouses for at least the dinner and fun events in the planning process. It makes them feel appreciated, helps them be supportive and creates a good atmosphere.
Make the Place Fun and Relaxing
The location and ambiance of the off-site planning meeting can make or break the session. Make it nice and a place that can be used for relaxation the day after the event. It is best to have an open day like a Sunday for the participants and their spouses to enjoy a day of fun afterwards to celebrate all the hard work that was done.
Oak & Associates runs off-site planning meetings and has great places in Sonoma County Wine Country or other destination places. Contact us, if you are interested. You can also contact us for a general outline of what to include in the strategic planning process.
A Final Note
Now is not the time to be reactionary. The current economy and market conditions are putting pressure on everyone. The annual planning process, including self-assessment is a major key to success. Firms that plan ahead tend to be more efficient, more profitable and highly valued businesses. Success happens to those who take action, so plan to be successful.