Fortunately, the institution that I work for is well established and business plans are in place and appropriate to meet needs. Contingency plans are in place.
Carrie,
Sounds like the old plan is still proving to be useful. It is important to constantly review the plan to see how you are doing and what changes have to be made. We think Plans are dynamic tools to see how things are going and stimulate new ideas. It is also a way to get your entire Team working on the same road and goals. Thanks, Susan
Dr. Susan Schulz
Good evening,
Yes, as a matter of fact, we are currently in the planning stage of a new five year plan. One of the major challenges is evaluating the outcome of an existing plan that we developed approximately six years ago. We have noted that the goals in that plan were met with the exception of a globalization component. Not only did development of the plan require additional personnel, but the globalization portion that we initially defined was too broad to implement. As we move forward with a new strategic plan, we have redefined the globalization component so that it is more feasible.
Michelle,
You point out something very important. A plan shouldn't be killed because it didn't work out right away. It could be a good plan that needs adjusting. You are quite right that weekly or even daily evaluation will help to head off problems in the beginning. People are too quick to stop something because often they are afraid. We learn more when things don't work. It forces us to be creative and consider other options. Maybe someone will be brave enough to re visit your community outreach plan. We also think one person needs to be out in the community every day. In fact, they shouldn't even have a desk at the school! Thanks, Susan
Dr. Susan Schulz
Our instituition did develop a plan where there would be additional reps in the admissions department. The idea was that each day one rep would be in the field creating a presence for our school and the other reps would handle the duties at the office. It just did not work and the addtional positions were eliminated. It did not work because though it was a plan, it was not planned out. The roles and objectives were not clearly defined and there was not a timeline put in place to meet incremental goals. In hindsight the plan should have been reviewed and tweaked on a weekly basis until everyone was clear on what they were doing, what they expectations/goals were and what the progress was and whether or not it was acceptable.
Shaun,
We think that Plans are always bigger than the budget. The goal is how to handle this? Perhaps there is some prioritizing that is needed. If all plans are good how can you implement them with the given funds? If it is about human resources, what about asking Alumni to volunteer to help out. If they were happy attending your school and have jobs they love, they are a great source of fill-in staffing and will want to give their time - from time to time. Thanks, Susan
Dr. Susan Schulz
Aaron,
Really great perspective about the concept of a Plan - whether for the next week, year, or 5 years. A Plan gets your Team thinking on the same page. New ideas can develop. You can check how you are doing and what should be eliminated or added. A Plan gives your Team the same goals to strive for and sets a collegial environment. We think that a check up should be more than just once a month to start. If you can't get people together more often, how about a weekly conference call at a certain time. Once the Plan takes hold the meetings might be monthly. Thanks, Susan
Dr. Susan Schulz
Yes, our institution has planned "bigger" than the budget in the past. It puts a strain on individuals and departments. Our plans are typically flexible enough to adjust direction while staying on course to achieve the planned objectives. We may take a different path, but it's still toward the goal.
I certainly felt that way when helping in the development of our Institutional affectiveness plan. Although this plan was only for the next year, it still seemed next to impossible when originally constructing the plan. However, after we started executing items in each department and meeting back together each month to discuss our progress, we were able to pull it off. Breaking it down to see the full picture is the key and is why a five year plan is so important.
Jeanette,
Good points Jeanette. There probably is a lot to learn from the retail side of the career sector. Very important is customer service. It's the basic rule of building a business. In this case it is a focus on student success and satisfaction. Sometimes urgency has to be tempered when dealing with student enrollment. Sometimes a prospective student has to enroll when the time is right for them. Pushing enrollment when the individual isn't ready or has problems in their lives won't work and will result in student drop out. Thanks, Susan
Dr. Susan Schulz
I've recently entered the education arena from the retail side of our industry. With that said, I found it fascinating the lack of urgency I encounter when I first arrived. Various months later and ample time for our new management team to affect productivity; we are actively shifting the paradigm. While I agree that planning is one of the most important pieces to attaining goals, allowing the buoyancy necessary to adapt our contingencies ensure success.
Jan,
Many schools and organizations don't plan because it seems like a huge undertaking. Sometimes it makes more sense to plan one department or one year at a time. Decide on something manageable to plan. Then work on it, practice planning skills and strategies, decide how and when you will evaluate how you are doing. You may find people on staff who love to plan and are happy to take over this project. It really is essential. Every entity and person, for that matter, needs a destination and road map to get here. Thanks, Susan
Dr. Susan Schulz
We have never developed a true comprehensive plan. We have been re-active instead of pro-active in the past. We are looking to change that by developing a plan for the future. As far as contingencies included in the plan for us would be equipment purchases. If we reach a certain number of students we have to purchase this (not major capital equipment purchases) but smaller purchases to facilitate learning without overtaxing our instructor.
Suellen,
Good points. A plan does have to work, be thought out, have buy in from everyone, be measurable, and constantly change. Regulatory requirements do tend to make it an exercise rather than a working document. (I didn't say that.) We think the best plans are fluid, dynamic, workable, and change often. Thanks, Susan
Dr. Susan Schulz
I've found with the institution I was at that strategic planning was an exercise that was only performed because it was a requirement of reaccreditation. My business experience has shown the advantages of creating plans and goals. it is vexing to work in an environment that is structured around a philosophy of considering change only when there is no other option.
Gabriel,
It is interesting what a well thought-out plan accomplishes. As you indicate, it helps to point out the opportunities one never considered. It also points to obstacles and challenges. All these can be more easily addressed during the planning stage compared to being in the midst of deadlines. Plans also help to get a buy-in from everyone involved. Thanks, Susan
Dr. Susan Schulz
Yes we have been presented with a situation where we did not have sufficient capital to accomplish the outlined objectives. However, we found resourceful ways to accomplish our goals. A contingency plan is essential.
Joseph,
Plans and budgets are always a challenge to follow. Business sense tells us the plan must be right! But we think a plan is like a road map where we may find better routes as we are along the way. We think this points to constant evaluation and updates. How are things going? How can they be better? Is where we are going really the best place to be? Perhaps it gets your entire Team thinking and working together. Thanks, Susan
Dr. Susan Schulz
Yes, we have developed a comprehensive plan that was above our rescources. The plan was re-evaluated. The budget was re-evaluated and if it was determined that more money was needed in another area it was moved from less important areas. Basically a higer archy was set up with the plant to add in the other less important programs as the budgets would allow.
Eric,
Wow. You said it all about the reasons to have a plan. Sometimes a five year plan sounds so daunting that people don't do it or do things on the fly, as you noted. Even on the fly if you put in evaluations of how things are going, you can save the day. Five year plans are good because sometimes to get to year 5 you have to plan a detailed path for years 1 to 4. Sometimes plans can be made project by project. We feel one can be creative with the rules.The key issue is to identify what you don't know, measure measure, make changes, and put timetables in place, especially when the right sequence of events is required. Sounds like you have lots to learn from the experience. Thanks, Susan
Dr. Susan Schulz
