STRATEGIC PLANNING PROCESS INSTRUCTION GUIDE

This guide walks you through the entire strategic planning process, from collecting board input to producing a complete strategic plan for your organization.

Follow the steps exactly, and the process will run smoothly.

STEP 1: Hold Your First Introductory Board Meeting

Purpose of this meeting:
• Let old and new board members meet
• Allow each person to introduce themselves, their skills, and how they want to contribute
• Set the tone for collaboration
• Share that the next step is strategic planning

Once this meeting is done, move immediately to Step 2.

STEP 2: Send Out the Strategic Planning Pre-Work Form

Use the email template provided to send your pre-planning form to all board members.
Attach or link the form.

Goal:
To gather everyone’s ideas before the planning session so no one comes in cold and the meeting stays focused.

Give board members a clear deadline (usually 5–7 days).

STEP 3: Compile All Responses into One Document

Once all board members submit their forms:

Copy all responses into one document using the consolidation prompt.
Do NOT change, summarize, or analyze anything.
Just place each idea under the right question heading.
This becomes your Strategic Planning Draft Document, the foundation for your planning session

STEP 4: Send the Compiled Draft + Invitation to the Planning Session

Use the invitation email template.

Attach:
• The compiled ideas from all board members
• Any community outreach summary (if available)
• The meeting link or physical location

Purpose:
Board members read the draft beforehand so the 2-hour session is productive, not exploratory.

STEP 5: Facilitate the 2-Hour Strategic Planning Session

Use the Strategic Planning Facilitation Guide.

During the session:
• Review and discuss the compiled ideas
• Agree on missions for key strategic areas (programs, marketing, partnerships, fundraising, HR, etc.)
• Capture major decisions on a whiteboard or digital board
• Keep discussion high-level and focused
• Use a “Parking Lot” for off-track ideas
• End the meeting with clarity on the missions for each area of the organization

Outcome:
You now have the high-level direction for each part of the organization.

STEP 6: Assign Each Strategic Area to a Board Member (Delegation)

Within 24–48 hours after the planning session:

Use the Delegation Template
Assign each major area to the board member whose skills and passion align
Send each person a Delegation Email or hold a short call with them
Give them 1–2 weeks to build their detailed action plan
Each board member’s task:
Turn the high-level mission for their assigned area into a practical plan, including:
• Key objectives
• Step-by-step actions
• Needed volunteers/roles
• Timeline
• Budget (if required)

This step transforms strategy into real execution.

STEP 7: Hold a “Plan Presentation Meeting” (1–2 weeks later)

In this meeting:

Each board member presents their draft plan
Other board members ask questions or make suggestions
The founder moderates to keep the conversation constructive and on track
Two outcomes are possible for each plan:
• Adopted as is
• Sent back for improvements
Encourage collaboration, not criticism.

Goal:
To refine and approve each part of the strategic plan.

STEP 8: Finalize and Adopt the Strategic Plan

After the presentation meeting, board members who need to revise their plans make updates and resubmit them.

The founder then:

Combines all approved plans into ONE unified strategic plan document
Cleans up formatting
Adds an introduction and summary if needed
Shares the final version with the board for approval
Once the board adopts it, the strategic plan becomes the roadmap for the next 12–24 months.

STEP 9: Begin Implementation

After adoption:

• Assign timelines
• Set check-in dates
• Keep each board member accountable for their area
• Celebrate early wins
• Keep the momentum alive through regular updates and review meetings

SUMMARY OF THE FULL PROCESS

• Introductory board meeting
• Send the pre-planning form
• Compile responses into one draft
• Invite board to planning session
• Facilitate the strategic planning meeting
• Delegate each strategic area to a board member
• Board members create detailed plans
• Hold plan presentation meeting
• Improve, adopt, and unify the full strategic plan
• Begin implementation with clear accountability