International Vision Facilitation Council Vision Facilitation Long Range

© International Vision Facilitation Council Vision Facilitation – Long Range Planning Presentation for the All Indiana Conference Presented By: Glen Vanderford Zone 30/31 Vision Facilitation Team 1

© International Vision Facilitation Council Rules of the Room • • Cell Phones Bathrooms are ______ Breaks are scheduled There are NO bad ideas Respect one another One person speaking at a time Please speak up when presenting 2

© International Vision Facilitation Council “Rotary is not an organization for retrospection. It is rather one whose worth and purpose lie in future activity rather than past performance. ” Paul Harris, Founder of Rotary International 3

© International Vision Facilitation Council “If you don’t know where you are going, chances are you will end up someplace else. ” (Yogi Berra) 4

© International Vision Facilitation Council 5 Strategic Thinking

© International Vision Facilitation Council Effective clubs are able to Youth Services (Formerly New Generations) Sustain and Increase Membership Implement Successful Service Projects Support The Rotary Foundation Develop Leaders Beyond the Club Level Club Leadership Plan Five Avenues of Service 6

© International Vision Facilitation Council Membership - Ten Year Trends

© International Vision Facilitation Council Rotary Membership in North America (7/1/10 – 6/30/13) • 44, 000 new members/year • 51, 000 existing members leave/year • Net loss of 7, 000 members/year

© International Vision Facilitation Council Why Do Members Leave? “Membership is gained and retained when the value of membership to the Rotarian exceeds the cost. ” PDG John Adams, RID 6740 9

© International Vision Facilitation Council Make it Worth the Drive • • • Attract in New Members Know What the Customer Wants Our Competition is Time and Money Provide Value Engagement is critical for retaining members Visioning is an excellent membership tool 10

© International Vision Facilitation Council What Is A Club Vision? It is a living management tool: • Defines a shared commitment • Provides long-term direction • Creates framework to establish goals and objectives • Optimizes use of resources 11

© International Vision Facilitation Council Why Is A Plan Needed? • Club Leadership changes yearly; reinvent the wheel • Establishes a multi-year coordinated plan • Provides for greater continuity, consistency & consensus 12

© International Vision Facilitation Council 5 Questions in Planning • • • Who are we? Where do we want to be? How will we get there? How will we know when we have arrived? 13

© International Vision Facilitation Council Pulling in the same direction with a common destination in mind… 14

© International Vision Facilitation Council You Can Help Your Club Figure Out Which Way To Go…. 16

© International Vision Facilitation Council Continuity and Consistency Start Year 1 Year 2 VISION Year 3 Annual plans, projects, programs 17

© International Vision Facilitation Council 18 Continuity of Leadership, Vision & Process … Where Do We Want to be?

© International Vision Facilitation Council 19 Consistency in Programming— How Will We Get There?

© International Vision Facilitation Council 20 Consensus builds solidarity, agreement, harmony and concurrence — In Purpose and Action

© International Vision Facilitation Council Planning Steps… Actions & Programs Vision Long Range Plan

© International Vision Facilitation Council The Visioning Process • Be bold and think outside the box • Suspend your practical side and allow yourself to dream grand dreams • The practical sorting process will come later 22

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© International Vision Facilitation Council IT IS… 4 years Out 2022 25

The Club Vision To Plan Presentation © International Vision Facilitation Council

Thank You For Your Service To Rotary © International Vision Facilitation Council

Vision Facilitator Training © International Vision Facilitation Council All rights reserved. No part of this presentation may be reproduced, stored in a retrieval system, or transmitted in any form or by any means—electronic, mechanical, or any other—without the prior permission of the International Vision Facilitation Council, Inc.

© International Vision Facilitation Council Rules of the Room • • Cell Phones Bathrooms are ______ Breaks are scheduled There are NO bad ideas Respect one another One person speaking at a time Please speak up when presenting 29

International Vision Facilitation Training Team Introductions-Training Team © International Vision Facilitation Council

Vision Facilitation Long Range Planning For Rotary Clubs © International Vision Facilitation Council

© International Vision Facilitation Council 32 “Organized, dedicated and trained Rotarians guiding a Rotary club to better envision its future. ” - International Visioning Mission

© International Vision Facilitation Council Chinese Poem Go to the people. Live among the people Learn from them. Start with what they know Build on what they have. But of the best leaders, When their task is accomplished Their work is done, The people will say…. . We have done it ourselves 33

© International Vision Facilitation Council Opening Remarks “Suspend Your Beliefs” 34

WIIFM What’s In It For Me? (The average club member) © International Vision Facilitation Council

WIMFI WHAT’S IN ME FOR IT? (The ABOVE average club member) © International Vision Facilitation Council

© International Vision Facilitation Council Training Manual • • Overview Your Role & Preparation The Club Vision Event Facilitator Resources 37

© International Vision Facilitation Council Today’s Agenda • • Mock Facilitation A bit of training in the middle Practice Facilitation/Scribing Finish Mock Facilitation Practical tips Summarizer/Synthesizer training Some Q&A mixed in 38

Vision Facilitation Long Range Planning For Rotary Clubs © International Vision Facilitation Council

Strategic Thinking © International Vision Facilitation Council 40

© International Vision Facilitation Council Concepts Presented at Facilitation • • RI Strategic Planning Implementing a Club Leadership Plan President’s Development Council Rotary Beyond the Club 41

© International Vision Facilitation Council Facilitation Event Schedule • • 4: 30 Set-up/dinner/socialize 5: 00 Introduction/Power. Point 5: 30 Instructions/Writing Exercise 6: 00 Facilitation 8: 00/8: 20 DOT Exercise 8: 40 Summary 8: 50 Action Plan / Conclusions 9: 00 Adjourn 42

© International Vision Facilitation Council The Set-Up 2 Easels w/ Post-It Wall Chart Pads Projection Screen & Small Table for Projector and Laptop Room Layout – “U” Shape For Each Participant Table Tent, Water, Pen, & Pad 43

© International Vision Facilitation Council The Set-Up Buffet or Box Lunch Long Subs are great but… Avoid the Chocolate Fountains and Alcohol 44

© International Vision Facilitation Council Facilitation Team 45

© International Vision Facilitation Council 46 Introduction

© International Vision Facilitation Council 47 Power. Point Presentation

© International Vision Facilitation Council 48 Writing Exercise Presenting the Concept New Brighton/Mounds View R. C. 33 Members

© International Vision Facilitation Council 49 Writing Exercise Elk River R. C. 49 Members St. Croix–Taylor's Falls R. C. 33 Members St. Paul #10 R. C. 220 Members

© International Vision Facilitation Council 50 Extraction & Scribing New Richmond R. C. 51 Members

© International Vision Facilitation Council 51 Dot Voting Explaining The Process Rochester Risers R. C. 26 Members

© International Vision Facilitation Council 52 Dot Voting Forest Lake R. C. 28 Members Round 1— BLUE Dots Round 2— RED Dots Fridley – Columbia Hgts. R. C. 31 Members

© International Vision Facilitation Council 53 Summary of Charts Observations & Synthesis Stillwater R. C. 81 Members Roseville R. C. 83 Members

© International Vision Facilitation Council 54 The Action Plan The Call To Action: Who does What by When Elk River RC 49 Members

© International Vision Facilitation Council The Action Plan 1. 2. 3. 4. 5. 6. Compile the Wall Charts – Who? When? Create a Statement of Purpose for your Club – Who? When? Set &Lead a Club Forum to Enroll your Club Membership – Who? When? Assemble a President’s Development Committee (PDC) – Who? When? Choose a Club Vision Champion Owning the Plan? – Who? – When? Present Long Range Plan to DG – Who? When? 55

© International Vision Facilitation Council 56 Closing Summarizing Team Observations Minneapolis City of Lakes R. C. 110 Members

© International Vision Facilitation Council Rotary Club of River City • • Average size of 38 members- average 58 Community of 10, 000 people Active in community Membership challenges Host YE & GSE Raise about $11000 per year Interested in World Community Service Your role in the club is in front of you 57

Mock Facilitation © International Vision Facilitation Council

© International Vision Facilitation Council Vision Facilitation – Long Range Planning for Rotary Clubs Presented By: Zone 30/31 Vision Facilitation Team 59

© International Vision Facilitation Council Rules of the Room • • Cell Phones Bathrooms are ______ Breaks are scheduled There are NO bad ideas Respect one another One person speaking at a time Please speak up when presenting 60

© International Vision Facilitation Council “Rotary is not an organization for retrospection. It is rather one whose worth and purpose lie in future activity rather than past performance. ” Paul Harris, Founder of Rotary International 61

© International Vision Facilitation Council “If you don’t know where you are going, chances are you will end up someplace else. ” (Yogi Berra) 62

© International Vision Facilitation Council 63 Strategic Thinking

© International Vision Facilitation Council 5 Questions in Planning • • • Who are we? Where do we want to be? How will we get there? How will we know when we have arrived? 64

© International Vision Facilitation Council What Is A Club Vision? It is a living management tool: • Defines a shared commitment • Provides long-term direction • Creates framework to establish goals and objectives • Optimizes use of resources 65

© International Vision Facilitation Council Pulling in the same direction with a common destination in mind… 66

© International Vision Facilitation Council Good Planning Just Makes Sense !! 67

© International Vision Facilitation Council We Can Help Your Club To Figure Out Which Way To Go…. 68

© International Vision Facilitation Council Why Is A Plan Needed? • Club Leadership changes yearly; reinvent the wheel • Establishes a multi-year coordinated plan • Provides for greater continuity, consistency & consensus 69

© International Vision Facilitation Council Effective clubs are able to Youth Services (Formerly New Generations) Sustain and Increase Membership Implement Successful Service Projects Support The Rotary Foundation Develop Leaders Beyond the Club Level Club Leadership Plan Five Avenues of Service 70

© International Vision Facilitation Council Continuity and Consistency Start Year 1 Year 2 VISION Year 3 Annual plans, projects, programs 71

© International Vision Facilitation Council 72 Continuity of Leadership, Vision & Process … Where Do We Want to be?

© International Vision Facilitation Council 73 Consistency in Programming— How Will We Get There?

© International Vision Facilitation Council 74 Consensus Solidarity, Agreement, harmony and concurrence — In Purpose and Action

© International Vision Facilitation Council Planning Steps… Actions & Programs Vision Long Range Plan

© International Vision Facilitation Council The Visioning Process • Be bold and think outside the box • Suspend your practical side and allow yourself to dream grand dreams • The practical sorting process will come later 76

© International Vision Facilitation Council IT IS… 3 years Out 77

© International Vision Facilitation Council Presenter / Educator • Comfortable with Introductions • Can Present Power. Points effectively • Able to answer Rotary questions at all levels • Can be deliberate presenting instructions 78

© International Vision Facilitation Council Facilitator / Extractor • Must control the room (Scribes, pace…) • Ability to involve ALL participants • Able to reflect and reword thoughts in a paraphrased format • Direct ALL to be Headline Writers… • Ability to keep order among participants • Can jump start the group 79

© International Vision Facilitation Council Scribes / Flip Charters • Ability to work as a team capturing data • Can listen to complex answers and distill information to bullet points • Ability to print clearly • Creates charts with 4” rows (x 4” voting boxes) • Can manage the charting process ▫ # all pages ▫ Abbreviations & Acronyms-Good if Understood ▫ Keep charts posted in order & groupings ▫ Runner manages 8 groups on the wall ▫ Assist the Extractor as needed • Black & Blue markers for Scribes – Red & Orange markers for Synthesizer 80

© International Vision Facilitation Council Traffic Cop / Runner • Ability to work as a team capturing data • Can listen to complex answers and distill information to bullet points • Ability to direct scribes as to the statements made • Helps number the sheets recorded • Can manage the charting process • Placing sheets counter clockwise around the room. • Uses Blue Painters tape to separate the groupings. • Assists Synthesizer in tallying the votes. 81

© International Vision Facilitation Council Voting Process • • Prepare the Blue and Red Dots for use Ability to describe the voting process All 9 categories get three votes (27) (except Club Size 1 and Fundraisers 2 votes) = 30 Distribute the Blue Dots Assign starting points to begin to place votes Direct the voters to rotate clockwise Manage the voting process and describe the reasoning for the two votes • Distribute the Red Dots • Assists Synthesizer in tallying the votes. • Rank the 1 st, 2 nd, 3 rd , (4 th) 82

© International Vision Facilitation Council Membership Numbers Club Size • Prepare a list of all individual feedback targets • Consolidate any duplicate numbers • Rewrite all of individual feedback along the left • The Club Size only gets one (1) vote once 83

© International Vision Facilitation Council Synthesizer/Summarizer • Synthesize a multi-message set of bullet points into focus areas • Able to assist the members in seeing their future with enthusiasm • Skills to draft a mission/vision statement on the fly… • Can manage the input of your fellow facilitators during the summary phase 84

© International Vision Facilitation Council Club Action Plan Action/ Who/ When • Compile the facilitation wall charts • Create a Statement of Purpose for our Club • Schedule a Club Assembly to share what has happened • Assemble the President’s Development Team • Choose a Club Vision Champion • Report to the District Governor and DCV team 85

The Club Vision To Plan Presentation © International Vision Facilitation Council

© International Vision Facilitation Council

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© International Vision Facilitation Council Steps in the process • Promote the concept • Vision Team Coordination • Rotary Vision Questionnaire • Facilitation Event • Vision To Plan • Follow-up 89

© International Vision Facilitation Council Assignments • • • • Club Facilitated: ______________ Date: _______ Lead Facilitator: ______________ Facilitators: __________________________ NOTE: Lead brings 3 copies of the Club Leadership Plan & President’s Development Council & PDC Agenda and ensures that extra sets of Blue & Red Dots, Scissors, Masking Tape and Wall charts are available… Laptop/Projector (for Power. Point) ______Digital Camera _____ Roles for Visioning Event: Intro/Icebreaker ______________________ Present the Power. Point___________________ Intro Writing Exercise (Bring X # of copies along)_________ Extractor_________________________ Scribes (2) ____________ & ___________ Runner _________________________ Facilitator of Dot Exercise__________________ Synthesizer-Summarizer___________________ Action Plan Facilitator____________________ Closing Leader ______________________ 90

© International Vision Facilitation Council Check Room Set-up • Arrive early to verify room set-up ▫ U-Shape of tables & Screen location ▫ Wall space ▫ Table for Laptop and Projector • Tent/Name Cards • Parking Lot (for topics out of order) • As Rotarians arrive – Meet & Greet & Fill in their Tent/Name Card…Assign Roles • Condense the group (may take away a table) 91

© International Vision Facilitation Council Timeline • Use the “Cheat Sheet” to stay on time – BRING A CLOCK • Staying on time will retain attendance & enthusiasm • Encourage FUN but control progress • Adjust times as you go to manage completion time (the team works together) • Use segues to move the discussion 92

© International Vision Facilitation Council Segues to Move Discussion • “Let’s put in the Parking Lot” • “Back to this if we have time later…” • “Great Discussion – encourage you to continue at break time” • “Suggest you add to an agenda or board meeting discussion” • “Don’t get hung up in the details today, let’s focus on the big picture” 93

The International Vision Facilitation Council, Inc. (IVFC) © International Vision Facilitation Council

© International Vision Facilitation Council District Vision Chair • Manages & Administrates the Program ▫ Recruit • Shares “Best Practices” back to International level • Promotes the Concept ▫ District Events ▫ Word of Mouth ▫ District Governor/Assistant Governor Recommendations 95

© International Vision Facilitation Council District Vision Coordinator • Coordinates all Facilitators with the clubs ▫ Date, time, attendees, facility, food ▫ Manages the Rotary Vision Questionnaire • Rotary Club Facilitation-Club preparation • Collects and Posts to District Archive ▫ RVQ ▫ Club Profile ▫ Summary of Wall Charts 96

© International Vision Facilitation Council District Vision Facilitator • Facilitates the Club Visioning • Promotes Club Visioning within District • Identifies potential District Facilitators & Leadership candidates • Participates in ongoing educational improvement via meetings with the district team 97

© International Vision Facilitation Council Club Vision Event Coordinator • Manages logistics on the club level • Works in concert with the District Vision Coordinator 98

© International Vision Facilitation Council Q & A… Who has the first question? 99

Thank You For Your Service To Rotary © International Vision Facilitation Council