Strategic planning is the backbone of any successful organization. Yet, too often, these plans are created with great ambition but end up becoming "dusty documents on a shelf." In today’s fast-changing world, where agility and alignment are paramount, effective strategic planning must evolve into a continuously adaptable and actionable process. This article breaks down the essence of maintaining a living, breathing strategy, as highlighted in the video session, and provides practical steps to ensure your strategy works for you, not the other way around.
Why Strategic Planning Matters
A good strategic plan serves as both a compass and a map for your organization. While the strategy sets the direction (the "why" and "where"), the plan outlines the steps to get there (the "how" and "when"). For business leaders, managers, and team leads, an actionable strategy ensures alignment, decision-making clarity, and adaptability in the face of change.
Key questions to consider:
- Are we solving the right problems?
- Does our strategy align with our values and organizational goals?
- How do we turn our strategy into habits and measurable actions?
The Difference Between Strategy and Planning
Understanding the distinction between strategy and planning is critical:
- Strategy: Focuses on overarching goals, long-term direction, and adaptability. It answers "why" and "where" you are heading.
- Plan: Details specific, short-term actions and timelines. It answers "how" and "when" you’ll achieve your strategic goals.
For instance:
- Strategy: "Increase access to sports for low-income youth."
- Plan: "Launch three free after-school sports programs by March."
By separating these elements, organizations can simultaneously maintain a bird’s-eye view and stay grounded in execution.
Crafting a Living Strategy
To ensure your strategy is actionable and impactful, it must be treated as a living document. Here’s how you can achieve this:
1. Keep It Simple and Flexible
- Write the strategy in clear, jargon-free language. Complex or overly ambitious strategies can hinder understanding and implementation.
- Questions to ask:
- Is the document easy to follow?
- Does it reflect your values and aspirations?
- Can it be turned into actionable steps?
2. Align Strategy with Organizational Levers
Your strategy should connect seamlessly with all parts of your organization:
- Operational Team: Ensure day-to-day actions align with strategic goals.
- Board and Governance: Secure buy-in to avoid bureaucratic roadblocks.
- Stakeholders and Funders: Communicate and align expectations.
- Beneficiaries: Tailor strategies to the needs of the people you serve.
3. Develop Habits to Engage With the Strategy
Treat your strategy like a living, breathing organism that requires care and attention:
- Schedule regular check-ins (e.g., monthly, quarterly) to review strategic goals.
- Adopt an agile approach to adapt to changes in your environment or priorities.
4. Use Tools for Implementation
- Living Document: Consider tools like Google Docs for collaborative, real-time updates.
- Dashboard: Create a one-page dashboard summarizing key goals, progress, and responsibilities.
- To-Do Lists: Prioritize tasks using frameworks like the Eisenhower Matrix (Do, Delegate, Defer, Delete).
Avoiding Common Pitfalls
Many organizations fall into traps that render their strategies ineffective. Here are some common pitfalls and how to avoid them:
-
Strategy on the Shelf
Pitfall: The strategy is created and then forgotten.
Solution: Keep it visible - display it as posters, integrate it into meetings, or use dashboards to track progress. -
Lack of Progress Tracking
Pitfall: No system to measure whether goals are being met.
Solution: Use metrics and KPIs to evaluate progress regularly. Ensure accountability by delegating ownership of specific goals. -
Overambitious Goals
Pitfall: Goals exceed the organization’s capacity.
Solution: Refine goals to match available resources and capabilities. Start small and scale as capacity grows. -
Poor Communication
Pitfall: Only a few individuals understand the strategy.
Solution: Share the strategy widely and ensure all stakeholders, from the board to beneficiaries, understand and align with it.
Adapting to Change
In today’s rapidly changing world, your strategy must be agile. For instance, a youth sports program initially aimed at organizing bi-term events might evolve into youth-led initiatives due to changes in community preferences. This shift not only enhances engagement but also builds leadership skills among participants.
To stay relevant, regularly ask:
- What’s changed in our environment or community?
- Are we still addressing the right problems?
- What new skills, resources, or partnerships do we need?
The Role of Communication
Communication is as crucial as the strategy itself. Misalignment between your strategy and how it’s presented can lead to mistrust or disconnection. Actively share your strategy and progress updates with all stakeholders to foster trust and alignment.
Key Takeaways
- Strategy vs. Plan: Remember, strategy is the compass (why and where), and the plan is the map (how and when).
- Living Document: Update and revisit your strategy regularly to keep it relevant.
- Prioritize Simplicity: Use clear, jargon-free language to make the strategy accessible.
- Set Measurable Goals: Include KPIs and metrics to track progress and success.
- Engage Stakeholders: Align strategy with the board, team, funders, and beneficiaries.
- Adaptability is Key: Regularly review and refine your strategy to reflect changes in your environment.
- Avoid Overcommitment: Refine goals to match your organization’s capacity and resources.
- Use Tools: Adopt dashboards and collaborative tools like Google Docs to track and manage progress.
- Foster Communication: Actively share and discuss your strategy to build trust and alignment.
Conclusion
Strategic planning is not a one-time effort but a continuous process of learning, adapting, and aligning. By keeping your strategy alive, transparent, and actionable, you empower your organization to navigate challenges and seize opportunities with confidence. Let your work reflect your values and drive meaningful impact every day.
As one of the speakers eloquently put it:
"Strategy is not what you say you’ll do. It’s what you choose to do every day."
Source: "Te Pūaha Talks - Exploring the Core Skills Toolkit - Strategic planning" - Centre for Social Impact, YouTube, Aug 21, 2025 - https://www.youtube.com/watch?v=nBUjINLOb44
Use: Embedded for reference. Brief quotes used for commentary/review.
