The Strategic Plan
Has your institution ever developed a comprehensive plan that required more resources than the budget, personnel, or the facility could handle? What was the outcome (please do not discuss any proprietary or confidential information)? What contingencies might a strategic plan include to allow for adjustments as it is implemented?
One and a half years ago I was thrust into the position of interim program director for massage therapy at a community college in Illinois. One of the first meetings I had to attend was a committee already in place to develop a comprehensive plan to increase enrollment for the massage therapy program. It is interesting that the meeting was funded by a grant called Pathway to Results. The grant provided for the necessary resources that were determined by the committee to be required that were not covered by the existing budget. The committee was comprised of high school counselors, local employers, public members, faculty members from other successful health career programs, the health careers dean and me. Data regarding the demographics of massage therapy students from our program was gathered and analyzed in many different ways using manpower from our in house Six Sigma team. My experience with the Pathway to Result grant process would persuade me to say that it is a great contingency which would allow for adjustments especially in unforeseen expenses as a plan is implements. Furthermore, the PTR process is very helpful in practical application of developing a comprehensive plan if one does not have experience developing a plan.
I have worked with a few organizations that have developed a comprehensive plan that required more resources than originally or initially expected. In those situations, we strategically condensed the size and scope of the project and isolate it to the variables and essentials that would positively impact regulatory or necessary organizational needs. This strategy allowed for improvements and continual productive and progressive momentum without deterring the organization from taking profound action.
Lisa,
The focus on student enrollment is important. This means admitting only qualified students who have a clear understanding of the workplace and job demands. You are correct that there needs to be sufficient faculty and staff to support student success. You might look to alumni to provide the missing time and talent. Alumni love to volunteer their time to schools they love. MaxKnowledge has a course to tell you how.
Dr. Susan Schulz
Our current plan includes higher enrollment goals however these plans require additional human resources to support existing functions. Our budget is a constraint so we've had to adjust our plans. As a result, we've purposefully slowed enrollment by slowing our marketing so that our existing team can meet the needs of our existing student population, which contains less students than was planned for.
A contingency that a strategic plan may include is a dynamic staffing plan that adjusts to the current situation of the business.
A contingency may also be the level to which we market.
Roselyn,
This is a very good example of the challenges of a Plan. Hopefully school leadership will have several brainstorming sessions to determine what went wrong and how to head off similar problems in the future. There are always surprises but these seem pretty big! Cash flow is usually a major issue. What can be done next time to budget more effectively? What can be done to put marketing plans in place to meet enrollment goals? We believe in looking briefly at what went wrong but spend most time on how to be sure things go right the next time. Thanks, Susan
Dr. Susan Schulz
I have been employed at schools where plans were made, some carried out others scrapped for expansions and one time even moving location due to space constraints. Well the move has not happened 3 years later, but the other campus did expand at their location. Cash flow had a lot to do with what gets done and when. With enrollments down at one campus they were unable to finance the move, at the other campus enrollments were better and so the monies to expand were provided. Also it cost more to move a whole campus as opposed expanding at an existing location.
Lazara,
It sounds like you have a great plan to first determine what is working at your school and then see what is not working. From that you can create a plan and involve everyone on staff. We find that when there are challenges or when we want creative innovative thinking we ask the constituency. This includes students, staff, alumni, employers, and more. Typically they are aware of the challenges and also solutions. All that has to be done is ask them! Once a plan is in place then everyone on your Team can get involved. Good luck, Susan
Dr. Susan Schulz
This will be my first campus director opportunity and am very excited. Unfortunately I cannot include my opinion on which adjustments should be implemented as I have not created or reviewed our current situation.
Maryolaine,
It is amazing when everyone works as a Team. Working as a Team results in lots of innovative ideas. Working together on the same Plan gets things done and is enjoyable. People are typically ready to work on goals and plans if they have been a part of the planning. We think that when there are issues and challenges the place to look for solutions is with the school employees. They usually have the answers as they see things from the inside where the problems are. All they have to do is be asked! Thanks, Susan
Dr. Susan Schulz
As the planning starts we have come across similar situations, but coming together as a team planning and forecasting, preparation and goals has set some ground. Is all about clarification forecasts and knowing where each team is headed and have the same focus and goals. Working with the staff and the community to be able to reach the goals.
Cassandra,
We feel that Planning is a must regardless of how long the institution has been functioning. As schools get more mature it is even more important to put Plans in place. You don't want to get lulled into doing the same thing. You have to be careful to ensure that your programs are up to date and relevant and meeting the ever changing needs of the community. There are many new opportunities and it takes the brainstorming and planning to identify them and make that happen. For new and ongoing growth a Plan is always essential. Thanks, Susan
Dr. Susan Schulz
Yes - our organization has been around for over 20 years but like you mentioned strategic planning is a on going importance in every successful school.
Don,
Plans are always challenging to implement. They are probably easier to create. The task is to keep everyone focused. Give people implementation assignments. Team people up who can work together creatively. Set deadlines and keep brainstorming going. It is exciting and energizing. Have someone keep track of progress so your staff is all aware of what is getting completed and what has fallen through the cracks. Thanks, Susan
Dr. Susan Schulz
Sometimes it would feel like it, but we have always been able to make due. We have had times where things haven't gone according to plan because there have been some items of concern that fall through the cracks, but we pick up and move forward. I feel that communication would have remedied alot of the issues that had come up. Make sure that all are in the know before implementing new procedures, it will alleviate alot of headache.
marissa,
Very interesting challenges and ways you are handling them. What I see mostly is that you are involving your Team to identify the challenges and also to develop ways to overcome them. What is important, it seems, is that your Team is working together. Not only are they working on how to deal with problems, but it looks like they are using the time to identify opportunities and creative solutions. We think that is so important. You might want to involve students and alumni as you are seeking solutions. Often they have the answers since they see things from different perspectives. Thanks, Susan
Dr. Susan Schulz
Our massage program is a clock outrage program. The DOE as we all know has strict policies that we must abide by in order to obtain accreditation regarding these hours. Our students are required to attend 90% of the program in order for completion. At times, this can be challenging to the average student with life outside our walls. Our school has faced a increase in student population, which is a very good problem, but does come with a new set of challenges. In order to manage an effective system of tracking student make up time of attendance and missed coursework, we had to put a strategic plan in place in how to better manage this system. With more students comes more missed attendance. Our student services department has spent a great deal of time and brainstorming how to be efficient as possible with our resources. It had been a work in progress with many opportunities learned and strengths gained. We continue to meet as a team weekly to make adjustments to our plan and evaluate where we are with our student outcomes.
Debra,
Very good comments about a plan. It is a guide that has the involvement of many people such as faculty, staff, and maybe even employers and grads. It's a way to stay on track while taking opportunities that present themselves. It's a measurement so everyone can say "how am I doing" against the goals set forth. It gets everyone working together and at the same time encourages innovation and creativity. It sounds like a Plan is a must in both our professional and personal lives! Thanks, Susan
Dr. Susan Schulz
I do believe our school has developed a comprehensive plan that included more resources including budget, facility space and staffing than what was readily available. I think part of the planning is to evaluate what future plans have the capability of success. Expansion and new program offerings inevitibly require greater resources. A plan is just that, it's a guide for future growth or development. It is a workable idea that provides a starting point. In my experience, part of the strategic planning allows for the staffing, facility needs and other contingencies. I feel part of the comprehensive plan should be fluid to meet market needs and industry expectations.
Jeannie,
It's great that plans are in place. It is always interesting to see how many on staff know the plans and current status. It is also interesting to see how often the plans are reviewed against what is actually happening. Again, there is a lot to learn from Plans. Plans are great in our opinion. There also has to be some flexibility as new data might point to modifications. thanks
Dr. Susan Schulz
