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Discussion 2.1 Strategic Planning Horizons Response Posts two fellow students ; 100 words each ) and Summary Post: 100 words
Discussion 2.1Strategic Planning Horizons
Strategic planning horizons have changed from 5 years, to 3 years, and even to 1 year. Chapter 3, What is Strategic Project Management? advocates for a continuous process that includes quarterly reviews of projects, programs, and portfolios where changes to the strategic plan can be made at any quarterly review.
Assuming the enterprise/organization/institution where you currently work or worked in the past implements a continuous process, what obstacles would be expected?
What would you recommend they do to mitigate the obstacles?
In your response post, comment on whether you agree or disagree with your classmates. Support your comments with relevant references.
Clas mates response
Dakarai Potter posted Aug 23, 2024 4:39 PM
Implementing a continuous strategic planning process with quarterly reviews in an assisted living facility can bring several benefits, such as increased agility, responsiveness to changes in the environment, and better alignment with the organization’s goals. However, there are also potential obstacles to this approach, especially in a setting like an assisted living facility, where the focus is on providing consistent, high-quality care to residents.
Expected Obstacles
1. Resource Constraints:
– Time: Continuous strategic planning and quarterly reviews can be time-consuming, requiring frequent meetings and updates from various departments.
– Staffing: The facility’s staff might already be stretched thin with day-to-day operations, making it difficult to allocate time and energy for continuous strategic planning.
2. Resistance to Change:
– Cultural Resistance: Staff members, particularly those who have been with the facility for a long time, may resist frequent changes to the strategic plan, preferring the stability of longer-term plans.
– Fear of Uncertainty: Continuous changes can create a sense of uncertainty and anxiety among staff, especially if they perceive changes as threats to their job security or daily routines.
3. Alignment Challenges:
– Consistency of Care: Frequent changes in strategy may lead to inconsistencies in care practices, which can affect the quality of care provided to residents.
5. Communication Issues:
– Information Flow: Ensuring that all staff members are informed about strategic changes and understand how these changes affect their roles can be challenging.
– Stakeholder Engagement: Engaging all stakeholders, including residents, their families, and the board of directors, in the continuous strategic planning process can be difficult.
Recommendations to Mitigate Obstacles
1. Resource Management:
– Dedicated Strategic Team: Establish a small, dedicated strategic planning team that can focus on managing the continuous planning process. This team should be responsible for coordinating reviews, gathering data, and communicating changes.
2. Change Management:
– Training and Education: Provide regular training sessions for staff to help them understand the importance of continuous strategic planning and how it benefits the facility and residents. Emphasize the positive outcomes of adaptability and responsiveness.
3. Alignment and Consistency:
– Clear Communication Channels: Establish clear and consistent communication channels to ensure that all departments are aware of strategic changes and understand their roles in implementing these changes.
– Maintain Core Values: While the strategic plan may change quarterly, ensure that the facility’s core values, particularly those related to resident care, remain stable and are always prioritized.
4. Data Management and Analysis:
– Hire or Train Data Analysts: If possible, hire or train staff members to specialize in data analysis, ensuring that the facility has the expertise needed to interpret data correctly and make strategic decisions based on solid evidence.
5. Communication and Stakeholder Engagement:
– Stakeholder Meetings: Hold quarterly stakeholder meetings to gather feedback and ensure that everyone is on the same page. Transparency and open communication can build trust and reduce resistance to change.
Jennisha Joseph posted Aug 23, 2024 4:33 PM
Strategic Project Management looks at how a project may benefit the organization’s strategic plan and efficiency (Alonso, 2023). A strategic planning horizon provides a clear sense of direction and a framework for decision-making. Part of managing a project efficiently includes conducting a continuous process by timely reviewing projects, programs and portfolios so that changes can be made if necessary. Change is continuous in the business environment and plans for the project should be made to accommodate that. Strategic Planning allows the organization time to anticipate and prepare for future challenges while taking advantage of new opportunities.
Obstacles from Implementing a Continuous Process
Lack of resources- make a clear budget with the exact cost of the project. It can be very challenging when there is no budget, manpower or resources to get the project done properly. There should be an estimated budget in case something goes wrong in the plan.
Lack of Executive Support- There is a lot of risk-taking in business and management is more likely to go with projects involving minimal risk.
Lack of Cooperation from Top Management and employees- every member of staff needs to know what needs to be done and in what time frame and be on board to get the project done.
Insufficient Tools and Technology- Make provisions in the plan for technological issues
Recommendations
Explain how the plan, program or project will be beneficial to the company.
If possible, rather than forcing work onto the employees involve them in the process and give them a sense of ownership and inclusion.
Ensure that all staff are fully trained and aware of what their responsibilities are.
Ensure that the project timelines align with the objectives (Alonso, 2023).
Alonso, T. (2023, June 23). Strategic Project Management: The key to strategy execution. Strategy Software for Planning & Execution. https://www.cascade.app/blog/strategic-project-management
Nadia Moorehead posted Aug 23, 2024 4:06 PM
When implementing a continuous strategic project management process, one might be met with several challenges. These challenges can include resistance to change, increased administrative burden and data overload.
Resistance to Change: Managing resistance to change can be a difficult process. Employees may feel threatened or uncertain by constant adjustments. Management should communicate with their employees, conduct risk assessments and develop persistent resistance response activities. This will allow employees to understand why the changes are occurring and how they may be affected. It is vital to foster a culture that embraces change as a positive force, rather than a negative one.
Increased Administrative Burden: Implementing regularly quarterly reviews can increase the administrative workload for the staff, which can divert attention from the actual project work. To avoid this, management can streamline this process by using standardized templates and software that will analyze data and information shared. They should also ensure that everyone is familiar with the tools used for the analysis.
Data Overload: The first step in overcoming data overload is for management to be able to prioritize data based on its importance. They can use data analytic tools to filter and focus on the most critical data needed for project execution.
Herd, P., Hoynes, H., Michener, J., & Moynihan, D. (2023). Introduction: Administrative Burden as a Mechanism of Inequality in Policy Implementation. RSF: The Russell Sage Foundation Journal of the Social Sciences, 9(4), 1–30. https://doi.org/10.7758/RSF.2023.9.4.01
Adeyemi, O. (2024, July 13). Overcoming Data Overload: Strategies for Effective Data Management. Medium; Medium. https://medium.com/@olamilekandavida/overcoming-data-overload-strategies-for-effective-data-management-38f1df7fdaf6
Kogan, V. (2024, August 12). Council Post: Three Tips For Managing Resistance To Change. Forbes. https://www.forbes.com/councils/forbescoachescouncil/2020/06/15/three-tips-for-managing-resistance-to-change/#:~:text=If%20you%20don%27t%20take%20the%20time%20to%20do
Britteny Petersen posted Aug 23, 2024 3:39 PM
In a continuous strategic planning process, where quarterly reviews allow for updates to projects, programs, and portfolios, several obstacles could emerge. First, organizational resistance to change may pose a significant challenge. Employees and management accustomed to longer planning horizons might resist frequent adjustments, seeing them as disruptive or unnecessary. This can create a culture of inflexibility that undermines the process. To mitigate this, clear communication is essential. Management should emphasize the benefits of a continuous planning process, such as increased agility and responsiveness to market changes, and provide training to ensure that everyone understands the new expectations.
Second, resource allocation issues could arise. Quarterly reviews may reveal that certain projects need more resources than initially planned, leading to resource strain or reallocation. To address this, the organization should adopt a flexible budgeting approach, where resources can be dynamically allocated based on project performance and strategic alignment. Additionally, having contingency plans in place for resource shortages can prevent disruptions.
Third, decision fatigue could become an issue. Frequent reviews and adjustments may overwhelm decision-makers, leading to rushed or suboptimal decisions. To combat this, the organization should establish clear criteria for decision-making and streamline processes to reduce the cognitive load on leadership.
By addressing these obstacles with communication, flexibility, and streamlined processes, the organization can successfully implement a continuous strategic planning process.
Reference:
Wysocki, Robert K. Effective Project Management. Available from: University of the Virgin Islands, (8th Edition). Wiley Professional Development (P&T), 2019.
Krystal Johns posted Aug 23, 2024 1:51 PM
The organization where I currently work in the past has implemented a continuous process that has impacted the strategic plan. In the beginning of the year the faculty has a welcome back conference where the Commissioner holds sessions that include training and evaluations for there staff. This welcome back conference is crucial as it sets the tone for the entire academic year. It provides an opportunity for faculty to align with the strategic goals, receive essential training, and participate in evaluations that help identify areas for improvement. Additionally, it fosters a sense of community and collaboration among the staff. The strategic planning has been changed every two years by the coordinator to accommodate their annual conference. The annual conference plays a crucial role in enhancing staff performance by providing targeted training and evaluations. This annual event has significantly boosted faculty morale and motivation, as it provides clear direction and support for their professional development. Faculty members feel valued and invested in, knowing that their growth is a priority for the organization. Consequently, this leads to increased engagement and enthusiasm throughout the academic year These sessions help to identify areas for improvement and set clear goals for the year ahead. As a result, staff are better equipped and more motivated to achieve the organization’s strategic objectives. In the alternate years—when you decide not to complete the full process—you need to continue to think strategically and update your strategic plan accordingly (Ebener & Smith, 2015). Whatever form strategic leadership takes, it needs to be ongoing and continuous because external change is ongoing and continuous (Ebener & Smith, 2015). The obstacles that can be expected are the lack of understanding the goal of the training or objective. It is important to engage with staff and employees so they feel a part of the process. By including team members’ feedback in your plan definition, you’ll have valuable input to better understand your operations, challenges, opportunities and potential outcomes (Marco, 2022). One effective method is to create structured feedback sessions where team members can share their thoughts within set parameters. Another approach is to use surveys and suggestion boxes to gather input anonymously, which can then be reviewed and integrated by leadership. Additionally, appointing team liaisons can ensure that staff feel heard while maintaining clear lines of authority and decision-making. For instance, during last year’s conference, we held a structured feedback session where team members from different departments were grouped together to discuss their experiences and suggestions. This approach not only enhances employee engagement but also ensures that strategic decisions are well-informed and aligned with the collective insights of the team. Over time, this leads to a more agile and resilient organization, capable of adapting to changing environments and achieving sustained success.
References
Marco, N. (2022, Aug 2). The Four Biggest Obstacles to Strategic Planning. https://www.forbes.com/councils/forbestechcouncil/…
DAN R. EBENER, A.; FREDERICK L. SMITH, A. Strategic Planning: An Interactive Process for Leaders. New York: Paulist Press, 2015. Disponível em: https://research-ebsco-com.uvi.idm.oclc.org/linkprocessor/plink?id=d6a738ec-39ef-3ff1-857d-909283f62bec. Acesso em: 22 ago. 2024.
Tatianna Khadoo posted Aug 22, 2024 8:05 AM
Resistance to Change:
Employees and stakeholders might resist frequent changes due to the perceived instability and constant shifts in priorities. To address resistance, management should emphasize clear communication about the benefits of the continuous process and involve stakeholders early in the change management process. Training sessions and workshops can help ease the transition.
Increased Administrative Burden:
Frequent reviews and updates may raise the administrative workload, which could result in inefficiencies. To manage this, adopting effective project management tools and software can streamline processes by automating reports and updates. Additionally, setting up clear guidelines and templates for quarterly reviews can help minimize administrative overhead.
Short-Term Focus:
Regular adjustments could shift attention toward immediate gains at the expense of long-term strategic objectives. Balance quarterly reviews with long-term strategic planning. Integrate metrics and key performance indicators (KPIs) that reflect long-term goals to ensure continued alignment with overarching strategies.
Overemphasis on Tactical Issues:
Concentrating on quarterly adjustments might result in an excessive focus on tactical details, potentially overshadowing the broader strategic vision. Distinguish between strategic and tactical discussions. Create a structure where strategic objectives are reviewed annually or semi-annually, while quarterly reviews focus on tactical progress and necessary adjustments.
Coordination Challenges
Regular reviews may lead to coordination difficulties among various projects, programs, and portfolios, particularly if changes impact multiple areas. Establish a centralized project management office (PMO) to manage and synchronize changes across the organization. Additionally, conduct regular cross-functional meetings to improve coordination and communication.
Data Overload
Continuous updates can lead to an overwhelming amount of data and reporting requirements. Utilize data analytics tools to consolidate and visualize essential information, emphasizing actionable insights over raw data. Focus on the most relevant metrics to support effective decision-making.
References:
PMI (Project Management Institute). (2021). Pulse of the Profession. Retrieved from PMI website.
Kerzner, H. (2017). Project Management: A Systems Approach to Planning, Scheduling, and Controlling. Wiley.
Kotter, J. P. (2012). Leading Change. Harvard Business Review Press.
MY post
In modern strategic planning, long-term horizons assumed to be five years have been gradually shrinking to three years or even a single year. This shift has more to do with the ever-changing business environments in today’s complex world of commerce, where any business has to be ready for anything. Chapter 3 of Wysocki’s Effective Project Management is dedicated to the never-ending strategic planning indication and annual checks of projects, programs, and portfolios.
Having a continuous strategic planning process is a challenging thing to do. This means that there may well be people within the organization who will resist change, a significant issue that must be addressed. Employees and managers could be used for long-term planning, and the frequent changes in the plans could be chaotic or distracting. Such resistance may be more pronounced in large organizations that have elaborate cultures and current working practices.
To counter these challenges, organizations must work on cultivating and maintaining a culture to facilitate flexibility in improvement. This can be done by offering appropriate instructions and teaching employees the importance of the ongoing planning process and contributing to the organization’s success. Leadership should also wish to maintain a clear and compelling structure of strategic planning and clear rules and procedures in case of decisions made during the quarterly check. Also, because of the integration of other stakeholders in the review process, there will be a sharing of the decision-making load to avoid exhaustion. At the same time, the varying views involved in the strategy amendments will be considered.
Reference
Wysocki, R. K. (2019). Effective project management: traditional, agile, extreme, Hybrid, Eigth Edition. John Wiley & Sons.
Zhane Proctor posted Aug 20, 2024 4:57 PM
Implementing a continuous strategic planning process can be challenging due to several obstacles. Resistance to change, information overload, lack of alignment, and resource constraints are common hurdles organizations face. To overcome these challenges, effective strategies must be implemented.
A key strategy is to foster open communication and engagement with employees. By involving them in the process, organizations can address concerns, build trust, and create a sense of ownership. Additionally, utilizing data visualization and analytics tools can help decision-makers make informed choices by transforming complex data into actionable insights.
Clear roles and responsibilities are essential for a successful continuous planning process. By defining the roles of individuals involved in strategic planning, project management, and operational activities, organizations can ensure alignment and accountability.
To enhance flexibility and adaptability, adopting agile project management approaches can be beneficial. These methods emphasize iterative development, continuous improvement, and responsiveness to change, which are crucial in a dynamic environment.
By addressing these obstacles and implementing effective mitigation strategies, organizations can successfully adopt a continuous strategic planning process and reap the benefits of greater agility, responsiveness, and alignment with long-term goals.
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