FARMHOUSE
QUESTIONS OF THE WEEK
(From recent Inside FH newsletters)
Planning
- "I'm wanting our chapter to work on developing a strategic plan at our retreat in August. How do we go about creating one?"
- "We're working on a Master Calendar for next semester. We haven't really ever did one since I've been here. What might have we forgotten about?"
QUESTION OF THE WEEK? --- "I'm wanting our chapter to work on developing a strategic plan at our retreat in August. How do we go about creating one?"
Developing a good workable strategic plan is less of a daunting challenge as it might first appear. One of the keys is selecting a date and getting a solid commitment from every member that they'll attend.
* You'll need at least 6-8 hours to develop a good strategic plan, but it's often good to plan for it to carry over to the next day. Ideally spend 6 hours one afternoon/evening; have everyone crash out at the chapter house or retreat location that night and then spend 4 hours the next morning breaking into committees to complete action plans the next morning.
* Identify someone who will facilitate the session. You should be able to find alumni or advisors who'll do a great job.
* Be sure to include association members and chapter advisors for added perspective.
* Select a location away from the chapter house - whether it's a campus ballroom, YMCA camp or church retreat location, etc. Have brothers turn off cell phones and get them to focus on the task at hand.
* Definitely need at least 2 flip chart pads and easels, plenty of markers and masking tape.
* Plan on constantly changing up groups of members to gain different perspectives.
* Work with Exec group to empower all members to provide input and ideas.
* A strategic plan is only useful if you make an integral part of your chapter. Begin with a plan in mind for how your chapter will utilize this strategic plan and revisit it regularly.
* Begin with some brotherhood building activities and maybe some icebreakers that get guys to dream and delve a little deeper into learning about one another.
* Include recreational activities and FH song practices as breaks.
* Lead exercise to get brothers thinking about what their vision for the chapter is and what values characterize the chapter and its members.
* Conduct a SWOT analysis - identifying strengths, weaknesses, opportunities and threats. Brainstorm about demographics related to students arriving today and in the next 5 years.
* Consider whether you want to create a mission statement for the chapter.
* Pare down the ideas into 5-10 vital signs that will gauge the health and strength of the chapter and determine what the focus should be.
* Take each vital sign separately (Example: Finance), breaking down 1-year goals; 5-year goals; and 1-year action steps (don't get bogged down with specifics on those plans at first - you can do it later). Have groups of 5-12 brothers in each group share ideas back to the facilitator.
* After initially developing the goals and steps, have sign-ups for committees. Each brother to serve on 1-2 committees. The next morning, assemble the committee, determine a chair and work on creating specific goals and plans to reach those goals, who'll be responsible for taking the lead on it, a projected completion date and how you'll measure them.
* Have someone type up ideas/info on flip chart pages as you go along to ensure information is recorded.
* Think of ways to put a new spin on "old" ideas and improve upon the programs that continue to meet your needs. Don't feel you have to re-invent the wheel to improve your chapter.
* Take a look at some sample strategic plans that other FH chapters have developed at http://www.farmhouse.org/strategic_plans.htm
Feel free to contact Jonathan or Jim at FarmHouse International if you have questions about the process at 800-722-1905.
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QUESTION OF THE WEEK? --- "We're working on a Master Calendar for next semester. We haven't really ever did one since I've been here. What might have we forgotten about?"
RESPONSE --- Often overlooked, a thorough Master Calendar for a chapter can be a critical planning tool to a chapter's success. The very idea of creating a calendar seems simple. Pulling a complete one together can be much more challenging than it seems.
First, each chapter officer should be asked to submit the proposed dates for each of the major activities he is responsible for that semester (ideally over the break or at a new officers retreat before the semester begins). For example: President/VP - retreats, strategic planning weekend, Founders Day; Pledge Educator - major pledging activities, initiation, etc.; Total Member Educator - resume workshops, alcohol programming, etc.; Social Chair - formal, spring party, date parties, etc.; Scholarship - Scholarship banquet, etc.; Service Chair - your chapter's philanthropy dates plus the major chapter-wide service project dates accounted for; House Manager - All-House Clean-Ups; Treasurer - dates when house bills will be due; Brotherhood Chair - brotherhood events; FarmHouse Pride Week; Chaplain - weekly bible studies; Intramurals - whatever info he has at this pt, etc.
Second, work with the association to get all of the association meetings, the assoc-chapter planning retreat, and other alumni events scheduled well in advance and get those dates on the calendar. Work well in advance with your Moms Club or Parents Club to get any Parents activities planned and on the schedule.
Third, obtain a complete semesterly calendar from IFC or Greek Life (Greek Week, officer roundtables, etc.), the sorority philanthropies, important dates for the university (spring break, finals week, when to drop a class w/o failing grade, etc.).
Fourth, don't forget to plan for attending the FarmHouse RLCs and note other important FH International dates that apply to members (FH Int'l awards apps due March 1st, scholarship apps due June 1st, etc.) You can view that at http://www.farmhouse.org/pdf/calendar.pdf
By getting all of this information pulled together and compiled, it'll save your members tons of work and will really make it look like your new exec team has got it together. Being organized like this from the get go will help you from double-scheduling events and will enable you to hold your brothers more accountable. It'll take a lot of work over the Christmas break, but it'll be worth it in the long run. -- JG
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