A Strategic Planning Process That Works

June 9, 2016

“OK, The planning process is done; let’s put it on the shelf and get back to work.” I’ve heard such comments many times. Worse yet, I’ve also heard staff talk about spending an inordinate amount of time on the program of the month. While it might be gratifying to the CEO, it signifies a lack of solid planning. Essentially when you finish a planning process, that plan should be able to lead you into the future. If you are lacking such a plan, then all you have left is a bunch of activities that you do continuously without much thought.

So how can you avoid this, move forward and engage people rather than bore or offend them? There are some simple steps you can take to ensure that your planning makes sense, your people are engaged and you’re positioned for nonprofit or church growth.

Find a facilitator

Pure and simple, a facilitator helps ensure that you stay on track and that your planning process is solid. You have to do your due diligence to find one, but if the facilitator knows what he or she is doing, you’re already on your way to success.

Be teachable; get out of the way

Competent facilitators have been doing this for a while. Rely on their experience and knowledge. Our company provides consultation for fundraising and particularly capital campaigns. We’ve never had a church campaign fail to achieve its goal. That’s a pretty good track record. Yet, despite our experience and success, it amazes me when a pastor pays us a fee to help them and then disregards our counsel.

Engage a broader audience

The worst way to build a plan is to have a few people in a small room putting the plan together. The plans need to be informed by the congregation. We usually start by sending out an e-mail or letter from the pastor outlining some possible directions for the church. Then the pastor asks people to share their opinions on the church, its various ministries, and the directions the pastor has outlined. The e-mail also contains a link to an online survey. We use the data we collect to help us identify the critical planning issues. True, when you invite opinions, feedback and involvement, you give up some control. However, when you are willing to give up some control, you will likely motivate church members to engage in the process!

Have a solid process

There are lots of planning processes on the market. Your challenge will be to find one that works effectively and expediently. When I worked in higher education we had a planning process that lasted over a year. That just doesn’t work. If the church is focused, it can take a lot less time. Our process takes from 2-3 months maximum and that is about the right amount of time.

Involve the right people

You’ll need a core planning team of both key staff and key volunteers. It might include elders, deacons, parish council, ministry leaders and then some key members. Usually that amounts to about 25-30 people who will be invited to participate in a retreat. A competent facilitator will be able to handle that sized group. If you follow these points, your planning will be successful.

“I really support The Covenant Group’s strategic planning process because their approach encourages staff-based support with board buy-in, and I felt that was important given what we were trying to achieve. The outcome is an effective plan that builds consensus and provides a clear sense of direction.”
- Jennifer Scott, Director of Development - The Cabbage Patch Settlement House

“The Covenant Group is highly competent, very experienced and knowledgeable. They provided a broad perspective by equipping us with useful data…and best practices in the field. All in all, they are excellent.”
- Dan Jones, CEO - 21st Century Parks

“The campaign has truly been a miracle. People were committed from the beginning, but…even raising $650,000 seemed like a stretch. To nearly double that amount is incredible! When the plan they developed allows you to hit a goal like that, it builds such a sense of community. The momentum built by the campaign is spilling outside the walls of our church and benefiting others in the process.”
-Father John Hollowell - Annunciation of the Blessed Virgin Mary Catholic Church

“For those of us who don’t do this everyday, The Covenant Group instilled confidence in us. They helped us get through the fear and apprehension by providing us with a process, training and motivation. They taught us and helped us plan in a way that was for the better. We have built lasting relationships with donors and we will continue to steward these relationships long into the future.”
- Sue Finke, Director of Institutional Advancement - Covington Catholic High School

“No one anticipated we could raise this amount. Even the Archdiocese is surprised. The funds raised represent about 15 times our annual giving. But it’s not just the financial results. People stand around talking more than they did before the campaign. There is also a renewed and energized spirit among the parishioners. It’s the most exciting thing to happen in our parish in the last 100 years.”
- Gary Libs, Campaign Co-Chair - St. Mary of the Knobs Catholic Church

“The Covenant Group’s process involved a lot of people in our congregation doing small tasks … that built ownership. They took our vision and put it into a concrete plan. They helped us understand the importance of making our vision clear and laid out the steps to make the vision a reality. Their process built consensus and showed people how they could help. Their methods are based on a solid theological foundation that includes key documents, prayer support, and requisite training … all of which were invaluable.”
- Daniel Montgomery, Pastor - Sojourn Community Church

“Everything The Covenant Group did to help us…in the initial stages was helpful…the development of the case statement; our materials; the training of our Board members; strategies; all these steps laid the foundation for eventual success. They brought such a high level of professionalism, a wealth of experience and a strong track record of integrity and success… just being associated with The Covenant Group helped us.”
- Nancy Doctor, Development Director - Wellspring

“The structure The Covenant Group provided was excellent. It allowed our members to use their God-given talents to benefit the church community They helped us develop a plan and identify key leadership candidates to chair the effort, as well as engaging between 80 to 100 people to carry out the work of the campaign. It was truly a whole congregation effort and The Covenant Group helped facilitate that. They helped us reach our full potential as a congregation.”
- Ron Poisel, Pastor - Christ Lutheran Church

A Strategic Planning Process That Works

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