Friday, March 13, 2015

Seven critical factors for a successful Participatory Strategic Planning (PSP)

In early 2015 I conducted a Participatory Strategic Planning for a consultancy business. For this I applied the Participatory Strategic Planning (PSP)  approach, which has been developed by the Institute of Cultural Affairs
The Strategic Planning consists of six key steps,
0. Intake formulation of the focus question
1.  Formulation / Review  Mission, values/ Trend analysis and environmental scan;
2.  Practical Vision;
3.  Underlying contradictions;
4.  Strategic Directions;
5.  Operational planning.


The method

Step 0: Intake and formulating the focus question
Before step 1 takes place in the strategic planning process, an essential step is necessary, to move forward.  This is the intake and the formulation of the focus question.
The ownership of the organizational change starts at the intake. Asking the right questions and getting the right people at the table are crucial conditions for enabling a successful strategic planning.  The focus question is the starting point of the  participatory strategic planning, through which the progress of the planning is monitored. This question is a perfect guide in monitoring the development of the client’s and group’s ownership during the planning process.


Step 1: Values, Identity, Mission, Trendanalysis and Environmental scan
Shared values ​​and identity build the foundation, why people commit themselves to a group or organization. Increasingly, identity and values are the pillars for an organizational strategic plan.  They are part of the mission statement, that explicity answers the question ‘Why are we as organisation on earth?’
The trendanalysis is a tool that analyzes the development  taking place in the context, which are influencing the organization. During the environmental scan opportunities and threats are mapped in a systematic manner. Both tools will help to answer the question if the existing organizational mission is still relevant or need to be modified.

Step 2: Practical Vision
This phase builds on the dreams and the positive energy of the group. In an associative way, the participants create a new perspective of the future of the organization or group. At the end, participants have defined a vision for a defined period of time.

Step 3: Underlying obstacles
Before participants reflect on the  strategic priorities for the future, they look at the underlying obstacles that hinder them in achieving their future goals. During this session, a self-reflective process is facilitated in researching the current situation why the organization is not realizing their future dreams. This phase helps to take a step back and observe from a distance and have a fresh watch at the current reality.  This is a crucial phase were the transformation is taking place.  Participants can not blame others, but are guided in a thorough process of self reflection.

Step 4: Strategic Directions
Once the blocks have been mapped, the group starts with the formulation of the strategic priorities. This phase helps the group to formulate a new strategic focus that will deal with the opportunities and the threats.  The challenge is to provide a new perspective on the current situation. In this session participants will be challenged to develop new products & services, identify new markets and new modes of working. 


Step 5: Operational planning
Based on the selected strategies, the group defines a one-year plan including milestones and a three months operational plan. During this phase tasks and responsibilities will be divided. Commitments will be made on the implementation and monitoring the progress of this plan.  It is crucial in this stage that the conditions and available resources in time and money are communicated to enable the implementation of the operational plan.

Critical factors for Success
There are 7 critical factors, which determine if a Participatory Strategic Planning will become a success.

1. The Intake, ensuring commitment from the leadership
The intake is a crucial phase in the PSP. From the beginning to the end the senior management has to take ownership of the process. During the whole process of planning up to implementation the senior management has to lead and to monitor the development of the focus question and the implementation of the plan. Will the key question be answered?  If the leadership does not take their full responsibility the process is doomed to fail.

2. Quality of participants
The quality of participants will determine the outcome and successful implementation of the plan. Not only senior management should be involved, but also staff from all levels in the organization. Diversity ,  knowledge and views from different perspectives to bring in as much viewpoints as possible. An adequate selection of participants is needed for a successful outcome of the participatory strategic planning.

3. Quality of facilitation
The quality and experience of the facilitator will be of crucial importance in helping the group to explore new territory. The facilitator not only needs to know about attractive and innovative facilitation methods, but also is required to know how to deal with group dynamics,  emotions of fear and anger and moments of unexpected resistance. Resistance and conflict are valuable moments for facilitating change.

4. Conditions for implementing the strategic plan should be clear
The conditions for implementing the change and the strategic plan should be clear from the beginning. Staff from the organization should know from the beginning how much time, resources and support from the senior management is available for implementing the strategic plan. The commitment and seriousness from the management should be clear and therefore, they need to communicate these conditions clearly during the participatory strategic planning event.  Especially time for doing for example training, skills development or innovation should be allocated by the senior management. If staff do not get the extra time and the resources to implement changes, a successful implementation is doomed to fail.

5. Follow-up
Plans get adjusted all the time.  Most strategic plans get adjusted during the implementation due to unforeseen changes in the contextual environment, changes in the organizaiton or change of staff.  Mostly a plan is implemented successful in case an organization is able to adjust the path during the journey. A good plan is more than half of the work, but a successful strategy can only be implemented if the organization is able to deal with the challenges it meets on the road. Therefore,  regular follow-up     (at least (bi) monthly) is needed ensure a successful implementation. 

6. Documentation is done by the organization
It is not the facilitator who is doing the documentation of the participatory strategic plan, but it is required that the organization is documenting and writing the strategic plan themselves. If real commitment comes from the senior management, it is up to them to write, document and disseminate the strategic plan. In most cases when the strategic plan is written by the facilitator, it becomes a paper tiger and ends in a desk drawer. So, it is important during the intake and preparation of the participatory strategic planning to make the client responsible for the documentation and dissemination of the strategic plan.

7. Keep the momentum and ensure that implementation continues straight after the participatory strategic planning event
Due to the participatory process many participatory strategic planning events gain a lot of enthousiasm, joy and energy with the group. Therefore, it is important that the momentum is continued after the strategic planning event.  The participants should become the owners of the implementation process and the senior management must have the courage to trust, to facilitate and delegate parts of the implementation to the staff. Every moment of delay in the process, will take away the energy and the momentum with the staff in the organization. So the energy and the momentum should be continued. Therefore it is important that the working groups, that are created at the end of the participatory strategic planning have formulated challenging milestones for the quarters to come.  If they have the opportunity to celebrate a victory within considerable time, the energy can be maintained and continued.




A book I can really recommend and is worthwhile reading, is the book ‘TransformationalStrategy’ written by Bill Staples. It describes the process of participatory strategic planning in detail, it puts the method in today’s context and it gives some helpful and useful tips and tools on how to facilitate it effectively. The book contains some valuable case studies from the profit and non-profit sector and it provides some checklist on how you prepare a successful participatory strategic planning.   See>>>  TransformationalStrategy’ written by Bill Staples.  The Participatory Strategic is part of the Technology of Participation methods (TOP). 

Thursday, February 19, 2015

Introduction training to Knowledge Management (KM) in the Agricultural and Rural Development Sector

From 3 - 7 November, 2014 CTA (Technical Centre for Agricultural and Rural Cooperation ACP-EU) organised a five day pilot training on Knowledge Management for development practitioners working in the agricultural and rural development sector. This pilot training was attended by knowledge management practitioners and development practitioners working on agricultural and rural development projects in the ACP (Africa, Carribean and Pacific) countries. The training was conducted by Lucie Lamoureux, trainer/ facilitator and knowledge management expert working with KM4D Associates. This five day training was held in Ede and was closed with a knowledge fair at the CTA Office in Wageningen, The Netherlands. Watch the video: 

The training provides an introduction into Knowledge Management.  Key questions which are answered during the training are;  What is Knowledge Management? What do I already do with KM in my organization and how do I create the proper conditions for having the appropriate cultural environment to do KM?  In addition participants learn a number of tools and methods on how they can initiate and encourage knowledge management in the organisation.  The course is very practical and provides a lot of useful tips and hints.

Tuesday, February 3, 2015

Knowledge Management for Senior Management in the Agricultural and Rural Development Sector

From 10 - 12 November, 2014 CTA (Technical Centre for Agricultural and Rural Cooperation ACP-EU) organised a pilot training in Knowledge Management for Senior Management in the Agricultural and Rural Development Sector. The training was attended by Knowledge Management and project managers and practitioners and experts in knowledge management. The 2 day training was composed of 6 units aiming to expose the participants with the basic concepts and tools of knowledge management. The training was conducted by Jaap Pels and Simon Koolwijk. Watch the video:



The video gives a logical explanation about the theory, the principles and the definition of knowledge management and it explains the process of the two - day training for senior managers. It shows how the senior management gets acquainted with some of the key models in knowledge management and how to relate this to the work in the own organization. During the video the participants comment on how they experienced the exercises and the training as a whole. 

Sunday, November 9, 2014

Advanced Training Participatory Video August 2014, Ethiopia

From 27th - 29th August, 2014 thirty participatory video facilitators and practitioners attended a three day advanced training in participatory video. The thirty pv facilitators are representing 15 social accountability implementing partners (SAIPs), that are involved in implementing social accountability processes in the sectors of health, education, agriculture, water & sanitation and rural roads in the whole country of Ethiopia. The pv facilitators conducted pv interventions between march and july, 2014. This training gave them the opportunity to share their experiences and update their knowledge on pv, to learn to work with advanced software in video editing and to present the M & E results and to discuss the opportunities and challenges on how to sustain participatory video in their organisation. On the third day of the training, the participatory video oscar reward 2014 was given to the Social Accountability Partner who best applied Pv in helping their community to support the process of change in improvement of service delivery in their community. Watch: 

Thursday, October 16, 2014

Results PV Oscar Reward Competition 2014 - Ethiopia

On the 29th August, 2014 the Ethiopian Social Accountability Program Phase 2 (ESAP2) organized the Participatory Video Oscar Reward ceremony in Addis Ababa. Fifteen organisations had submitted each 5 videos for participatory video interventions, they had conducted between March and July, 2014. Five organizations, who were nominated, had to compete prior to the PV Oscar Reward ceremony. Finally the winner was selected and rewarded in the Washington Hotel, Addis Ababa, Ethiopia. In this video some of the participatory video facilitators and a community member comment on how PV impacted and influenced their work. The PV Oscar competition brought some surprising result for them.Watch:


PV supporting community dialogue on improvement health service - 7 steps

The training participatory video, applied in the Ethiopian Social Accountability Program, consists of 7 steps on how participants from social accountability partners learn to apply participatory video for dialogue with the community. The third training took place from 1 - 5 September, 2014 in Hawassa, Ethiopia. The participants inteviewed and involved 7 stakeholder groups in the discussion on the improvement of health care in Meki, Ethiopia. Both user groups and service providers were involved in this participatory process. The training was implemented by a team of participatory video trainers coming from Ethiopia and The Netherlands. Between October and December, 2014 the participants will apply the participatory video in their own workplace and social accountability projects involving their communties. The participatory video training and program is part of the Ethiopian Social Accountability Program Phase 2.  Watch the video:  

Tuesday, April 29, 2014

Powerful stories sustain

Good stories sustain. From scientific research it has been proven, that people remember powerful stories best. Especially if stories are true-ish and told with emotion, people do not tend to forget them. In the course ‘Facilitating Storytelling’ held on the 15th April, 2014 participants got acquainted with some major principles on how to tell and share powerful stories. Powerful stories are used for:
  1. Branding/ marketing;
  2. Organizational change;
  3. Knowledge transfer;
  4. Lobby, campaigning and awareness raising;
  5. Games
 An example of a powerful story, you can watch at Specsavers Emergency Drone Delivery:


Through the application of some useful tools, such as the symbol, the river, the Little Red Ridinghood and the Bad Wolf practice was gained on how to develop a powerful story. By the end a stripcartoon was designed visualizing a story about the added value of education.  Read strip cartoon about Education.

The next training on ‘Facilitating Storytelling’ will take place on the 28th October, 2014.  Read more about the course ‘Facilitating Storytelling’. 

Monday, March 17, 2014

Participatory Video supporting the dialogue on social accountability – 7 steps

From 9th to 14th February, 2014 Simon Koolwijk conducted a participatory video training for 20 representatives from 10 social accountability implementing partners in the Ethiopian Social Accountability Programme Phase 2 (ESAP2). This program aims to improve the communication and relations between local stakeholders such as local government (Woredas and Kebeles), civil society organisations, local citizens groups and service providers in the areas of health care, agriculture, water & sanitation, education and rural road construction. The process of better communication aims to help to improve the services of service providers (the suppliers) so that citizens needs (the users) are being met. The participatory video was initiated to help to stimulate and support the dialogue on social accountability and the improvement of social services.

In the one week training, participants got the opportunity to apply participatory video in Metehare and Adama City.  In Metehare City they interviewed key stakeholders working on health service improvement in their community.  In Adama City they interviewed key stakeholders in the area of water service delivery.  You can watch the participatory videomaking process in 7 steps.


Another video of this training, produced by one of the local trainers, you can watch the video PV training february 2014 overview.

Currently,  15 social accountability partners from the ESAP2 programme are implementing participatory video in their own social accountability projects.  It is expected that by the end of May, 2014  between 15 and 20 community dialogue meetings will have been conducted where videos have been presented and discussed.  It is ESAPs intention to organize a mini film festival later this year, where experiences and lessons learnt about participatory video will be discussed.  The participatory videos which have already been produced you can watch at the ESAP2 youtube channel