Strategic Planning Thrusts

 

 

IMPROVE INTERNAL STAFFING AND MANAGEMENT

TACTIC

ACTION

TIMELINE

Timely and thorough employee training

 

1.      Evaluate and document job-specific training needs of each position.

2.      Develop an employee-training plan for each position, based on first three years of hire.

3.      Create annual, position-specific training budgets.

 

Champion: Executive Director

Q2

 

Q3

 

Q3

Maximize staff retention

 

1.      Create and document an internal assessment of staff needs and concerns regarding their work duties.

2.      Develop a duty/resource matrix that includes a documented back-up plan of all staff/volunteer functions.

3.      Retain an independent volunteer evaluator to complete an external review of staff/functions.

4.      Develop a staff retention plan based on the internal and external reviews.

 

Champion: Executive Director

Q3

 

 

Q3

 

 

Q1-Fiscal 08-09

 

Q2-Fiscal 08-09

Work environment

 

1.  Identify and create a plan that would address office environment concerns in current facility and potential new facility.

 

Champion: Facilities Committee

As determined by the facilities committee

 

 

 

BOARD GROWTH AND DEVELOPMENT

TACTIC

ACTION

TIMELINE

Board Growth-Board of Choice

1.  Use completed board profiles to analyze board composition

 

2.  Develop a survey instrument to be distributed to current and past nonprofit board members (Red Cross and the community at large) to determine why they serve on non-profit boards. Results will be compiled, compared, and contrasted.

 

3.  Research, assess, and determine different categories of board members and participation levels.

 

4.  Develop a board recruitment plan based on profile results and interviewing process.

·        Identify desirable characteristics that are underrepresented by the current board composition

 

·        Identify, and partner with, other nonprofits to target excellent board candidates

 

·        Target high profile board members that meet plan criteria

·        Increase size and levels of board membership.

 

 

Champion: Stan Hunt

Q2

 

 

 

Q3

 

 

 

 

Q3

 

 

Q4

 

Board Development

1.      Conduct a board self-assessment to determine educational needs of each board member

 

2.      Implement ten-minute educational training segments at every board meeting based on the needs identified in the board assessment.

 

3.      Conduct an annual board retreat for strategic planning and budgeting purposes

 

4.      Create a board leadership succession plan for all board officers.

 

5.      Identify and assess individual board member interest in chapter and beyond-the-chapter growth opportunities for board members

 

6.      Develop an exit interview questionnaire for all board members leaving the board and conduct exit interviews prior to their departure.

 

 

Champion: Stan Hunt

Q2

 

 

Q3

 

 

 

Q3

 

 

Q2

 

 

Q4

 

 

 

Q3

 

 

 

 

 

 

 

ADEQUACY OF BUILDING LOCATION

TACTIC

ACTION

TIMELINE

Needs Assessment

1.  Appoint an adhoc facilities committee with needed expertise and vested interest to spearhead this project.

 

2.  Develop a facility needs assessment plan using the real estate space questionnaire provided by the Real Estate Asset Optimization Office (REAOpt).

  • Conduct meetings with Greater Alleghenies Blood Region to determine intent to continue sharing space and to determine current and potential future space and visibility needs.
  • Conduct internal meetings with paid and volunteer staff to assess current and potential programmatic space needs, parking and other special considerations.
  • Complete Statement of Need that will include: nature of request, timeline, estimated square footage needs, estimated project budget and affordability.

3.  Develop financial feasibility analysis of Chapter staying with Blood Region vs. Chapter securing facility arrangements independent of the Blood Region.

 

Champion: Charlotte Kemerer

Q2 December 2007

 

 

Q2 December 2007

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Q2 December 2007

Meet with Board of Directors

Present results, options and recommendations from the Facility Needs Assessment Plan to the Board of Directors for approval to move forward with the process.

Champion: Charlotte Kemerer

Q3

Develop Plan

Develop required preliminary business plan that will include: objectives of the project, estimated financial impact, estimated operational impact, capital requirement, and potential risks for each scenarios:

·        Renew current lease and refit space design to maximize efficiency

·        Lease a new facility

Purchase a new facility

 

Champion: Charlotte Kemerer/Sam Dickson

Q3

Investigate and Present Options

Investigate options and available rental /purchase space

  • Conduct a market survey of the area chosen
  • Conduct comparative cost analysis of options including parking fees
  • Recommend best option to Board of Directors and Greater Alleghenies Blood Region for approval.

 

Champion: Charlotte Kemerer/Facilities Committee

Q4 2007-Q12008

REAOpt Process

1.  Engage architectural and/or other requisite expertise to construct the space planning documents.

 

2.  Submit Business Plan and completed Real Estate Space Requirement Questionnaire to Service Area Executive and REAOpt office for review.

 

3.  Conduct a site visit with ARC Transaction Manager assigned to the project to review plans.

 

4.   Submit finalized business plan for review and approval.

 

5.  Work with the National Office of General Counsel to finalize all legal documents.

 

Plan Champion: Charlotte Kemerer & Facilities Committee

 

Q1 2008

 

 

 

 

TARGETED, ACTIVE VOLUNTEER BASE

TACTIC

ACTION

TIMELINE

Strengthen the utilization of volunteers in the works of the chapter by better defining the volunteer needs of the chapter as well as the roles of  staff and volunteers in each activity

Disaster

1.   Identify targeted chapter disaster response        capacity today and in three years from now

2.       Identify number and skill sets of volunteers required to meet chapter’s response capacity today and in three years

3.       Develop program to recruit, train, utilize, and retain the volunteer base today and in three years

Blood

1.      Identify the number of volunteers needed per community based on the number of blood drives held there each year.

2.      Identify and list communities experiencing volunteer shortages

3.      Utilize current disaster volunteers from the targeted communities to cross- train to work at blood drives and help recruit additional volunteers from their community.

4.      Develop program to recruit, train, utilize, and retain volunteers in those communities. Focus on developing leadership day chairpersons in each targeted community.

Health and Safety

1.      Identify the number of volunteer instructors needed today and in three years from now to teach all community classes. Define each course that would be considered as a community course.

2.      Develop a recruitment plan that would utilize current AP instructors, former teachers, etc.

3.      Explore sharing volunteer instructors with surrounding chapters, each specializing in a different course that is not often taught.

4.      Identify number of health and safety volunteers needed to do data entry, class scheduling, manikin set-up, and inventory and recruit accordingly.

Service to Armed Forces

1.      Identify the targeted number of volunteers needed to adequately respond on a 24- hour basis to military calls.

2.      Eliminate inactive on-call volunteers that do not respond

3.      Appoint an SAF Team Captain to handle back-up calls.

4.      Develop a program to recruit new SAF workers and retain the 22 current workers

5.      Explore SAF partnership with CRC and SWPA.

Youth

1.      Define youth by age groups to better identify and define objectives of the youth group.

2.      Identify and define objectives for the youth group over a three-year period

3.      Develop and plan a yearly schedule of leadership activities for the youth group

4.      Recruit youth leadership volunteers from each school to lead identified activities

 

Q3

Assure all volunteers receive a standardized, motivational orientation to the chapter within one week of application or written interest.

 

 

1.       Develop a standardized PowerPoint orientation for each general orientation session.

2.       Develop a PowerPoint program specific orientation that would be used once volunteer chooses a service to participate in.

3.       Utilize other volunteers and staff at each presentation to motivate new volunteers.

 

Champion: Champion: Volunteer Development Director/Volunteer Liaison Committee

 

 

Effectively train disaster volunteers in their primary, secondary, and tertiary disaster functions.

 

1.  Create a concise career path development template for all disaster services volunteers for the director to use to create individualized volunteer career path plans.

 

2.  Develop an annual training schedule to meet needs of leadership volunteers, based on career path development and publish quarterly training schedules on chapter website.

 

 

Champion: Volunteer Development Director/Volunteer Liaison Committee

 

Q1 Fiscal 2007-2008

Measure volunteer satisfaction annually and make necessary changes to overall volunteer program as needed.

 

1.      Utilize the Volunteer Liaison Committee to develop a plan to evaluate volunteer satisfaction levels

2.       Create a direct line of communication between the     Volunteer Liaison Committee and the Executive Committee.

 

Champion: Volunteer Development Director/Volunteer Liaison Committee

Q4 Fiscal 2008

 

 

 

FINANCIAL SUSTAINABILITY THROUGH NEW AND INCREASED FUNDING

 

TACTIC

ACTION

TIMELINE

BOARD CAMPAIGN

 

 

Year 1 Goal: $15,000

Year  2 Goal: $20,000

Year 3 Goal: $22,000

·        Increase board size from 16 to 24 members over a three- year period. Increase by 2-3 members per year.

 

·        Focus on recruiting corporate board members from targeted geographic areas of the jurisdiction

 

 

·        Increase Friends of the Board participation to ensure 100% of Board members sending letters every year.

Champions: Stan Hunt/ Donna Pacella

6-30-10

 

 

 

 

On-going

 

 

 

12-31-08

MAJOR DONORS

 

 

Year 1 Goal: $ 47,000

Year 2 Goal:  $52,600

Year 3 Goal:  $61,000Focus on Donor-Centered Activities

 

·        Thank you phone calls made to direct mail donors giving $50.00 or more within 48 hours of receiving donation. Donor comments and donor information added to the database weekly

 

·        Add 50 current donor phone numbers to database each week

 

·        Visit with 4 individual donors per month

 

·        Target 20 individual major donors to get 2 gifts of $5,000 each

 

 

·        Chapter and legacy newsletter mailers sent out quarterly to all current donors giving $500 or more annually

 

·        Annual report sent to all donors giving $500 or more annually

 

·        Donor recognition (Clara Barton Society) at annual dinner and in annual report

 

·        Host a donor breakfast in year 3

 

·        Target “affluent” areas where we have no or little representation; intensive demographic research

 

Champions: Erin DeCaro

 

Weekly

 

 

 

 

Weekly

 

 

6-30-09

 

 

6-30-09

 

 

 

6-30-08, on-going

 

 

11-30-08

11-30-09

11-30-10

 

10-30-08

 

3-10

 

 

On-going

 

 

 

Corporate- Good Company

 

 

·        Establish Membership levels

 

·        Develop Corporate Packs: Event Sponsorship, Classes & Equipment, Blood Drives

 

·        8 corporate visits per month 

 

Year 1:

·        Target 6 Corporations in year to get one $10,000 gift

·        Target 6 corporations to get one $5,000 gift

·        Target 9 corporations to get two $2,500 gifts

·        Press release, links to web site, newsletter advertisements, product usage & placement  at events

Champion: Erin DeCaro/Stan Hunt

4-08

 

 

4-08

 

 

Monthly

 

 

6-30-09

Planned Giving Program

 

 

 

Develop Structure of Planned Giving Program

 

·        4 meetings per month with either potential planned giving donors or with professionals involved in planned giving to create awareness of Red Cross programs

 

·        Establish Planned Giving Committee & Chair identified. Will meet quarterly

 

 

·        Host Planned Giving Presentations semi-annually

 

·        Communicate planned giving opportunities in all of our mailings and printed materials

 

Champions: Erin DeCaro/Lawney Snyder

 

6-30-09/monthly

 

 

 

 

12-30-08/quarterly

 

 

 

10-30-08/semi-annually

 

 

7-1-08/on-going

United Way

 

 

Year I Goal: $116,075

Year II Goal: $116,075

Year III Goal: $116,075

·        Leverage relationships with corporate donors who give through UW in an effort to increase designations. Meet with 20 of the largest UW corporate-giving companies.

·        Increase number of presentations during UW campaign time

Champions: Donna Pacella/Stan Hunt

 

6-30-10

 

 

 

 

9-08, annually

Grants & Foundations

 

 

Year I Goal: $20,500

Year II Goal: $21,115

Year III Goal: $21,748

·        Year 1: Target: Robertshaw ($3000), Community Foundation ($7000), Hollingsworth ($6000) Dominion Peoples ($1500) Gbg. Rotary ($1000) Omnova ($500), Millstein ($500), Walmart ($500), State Farm ($500)

 

·        Year 2: Target all foundations from year 1 plus $750 from CNB; resubmit State Farm Youth Grant

 

·        Year 3:  Target all foundations from Year 1 and 2 plus submit grant requests to Baltimore Life ($500) and Murrysville Rotary ($1000)

 

·        Form partnerships with local schools, other nonprofits & hospitals to collaborate on grant funding opportunities outside of our jurisdiction

Champion: Donna Pacelal/Bill Malloy

 

06-30-09

 

 

 

 

 

06-30-10

 

 

06-30-11

 

 

 

 

6-30-10

Direct Mail

 

 

Year I Goal: $32,000

Year II Goal: $32,000

Year III Goal: $33,000

·        Conduct 12 mail campaigns, 3 of which will be conducted from purchased mailing lists and targeted to prospective donors.

 

·        Thank you letter signed by board chairman and sent to all donors within 48 hours of donation.

 

·        Personal thank you card and note sent from Executive Director within 48 hours of donation to donors giving $50.00 or more. Personal thank you to all donors during the Christmas campaign.

 

·        Continual weekly input of all HS participants, disaster recipients, blood donors, and all Red Cross patrons into Donor Perfect

 

·        Conduct a direct mail analysis on an annual basis, review and share results with Board.

 

·        Initiate a donor campaign in the Mon Valley

 

Champions: Donna Pacella, Julie Smith

Monthly

 

 

 

Weekly

 

 

 

 

Weekly

 

 

 

06-30-09/ongoing

 

 

 

Annually 6-30-08

 

 

 

3-30-09

Special Events

 

 

Year I Goal: $70,800

Year II Goal: $72,924

Year III Goal: $75,112

Maintain all current special events in year one:

BFDR ($40,000), Golf Classic ($22,800) Geraniums ($6,000) Turkey  Trot ($2000)

 

Year 2 and 3: Minimal 3% increase of special event revenue. Focus efforts on Golf and Bowling.  Drop Geranium Sale in Year 3, as major gift focus and major gift revenue increases.

 

Champions: Erin DeCaro/Dave Kolk

 

06-30-09

 

 

 

 

06-30-10

06-30-11

 

 

 

MARKETING STRATEGIC THRUST

 

TACTIC

ACTION

TIMELINE

Increase Health and Safety gross revenues from $86,000 to $100,000 by June 30, 2008 (14% increase from prior year)

Increase sales from HS products from $25,000 to $29,000 by:

 

·        Generating an average of $20 in sales of mission related products to every community class (78 classes) to reach goal of $1,560.  We will have specific products for sale; they will be prominently displayed in the training room with prices; instructors will actively promote purchase by students at classes; we can also sell items to our current AP & FS customers through bi-weekly e-sheets

 

·        Sell 4 additional Zoll AED units to selected markets @$600 commission per unit ($2,440).  This will be supported by the email, fax blitz, and marketing programs for Community and Full Service programs for CPR classes

 

Champion: HS Director

Q4

 

 

 

Q4

 

 

 

 

 

 

 

 

 

 

 

Q3-Q4

 

 

 

 

Increase community course revenues from $17,344 to $19,000 by

 

·        Conducting 4 quarterly instructor meetings to ensure availability of trained instructor pool with emphasis on sales development and customer service training.  Free instructor training; recruitment from local groups; recognition; creative instructor meetings; revitalize past instructors

 

·        Send weekly posting of available classes to media distribution list

 

·        Market and conduct 12 additional chapter Babysitting courses ( 1 per month) generating $280 per course to reach a goal of $3,360 gross revenues

 

·        Convenient web site course listing and ease of on-line registration form helps with registrations without tying up as much staff time

 

(PSA)Public Service Announcements with course listings, volunteer announcements, etc will be posted directly to local cable

 

Q4

 

 

 

Q3 and Q4

Q1 and Q2 2008-2009

 

 

 

 

 

Q2-Q4/on-going

 

 

Q1 2008-2009-Q4 2008-2009

 

 

 

Q4 2008-2009

 

 

 

 

Q3/on-going

 

 

 

·        stations bulletin boards; we'll also place course listings and special events on Chamber sites; PR articles and class schedules will be placed regularly in newspapers throughout the region

 

·        Involve our chapter in all community health fairs, etc to leverage revenue opportunities and community presence; to be attended by volunteers

 

Champion: HS Director

On-going

 

 

Increase full service business class revenues from $21,680 to $24,000 by

 

·        Targeting 12 new full service businesses through customized direct mailings to identified target markets, direct marketing, and offering “package deals.” Generate an average 24 Full Service courses

 

·        Conduct 2 business seminars per year with 15-20 companies attending with a target closing rate of 50% to reach goal of developing 18 full service classes

 

Champion: HS Director

Q4

 

 

Q4/on-going

 

 

 

 

 

 

Q3 2007-2008

Q2 2008-2009

 

Increase revenues from authorized providers from $24,570 to $28,000 by

 

·        Generate 100 additional registrants for Babysitting training through recreational departments, schools, etc. with a goal of $3,500.00

 

Champion: HS Director

Q4

 

 

Q4

 

 

 

COMMUNICATION STRATEGIC THRUST

 

TACTIC

ACTION

TIMELINE

Communicate with individual donors

Develop a strong case statement for support

 

Champion: Development Director

Q2

 

Create and send 12 direct mail pieces per year; one per month to pre-identified donors and prospect donors

 

Champion: Executive Director

monthly

 

Collect email addresses from as many donors as possible and input into Donor Perfect on a daily basis.

 

Send e-newsletters to all donors, as well as volunteers and vendors.

 

Champion: Volunteer Development Director

Q2 and quarterly report ongoing

 

 

Q3, then quarterly

 

Re-design WebPages to include recipient stories on homepage and easy links for donors to navigate for donations

 

Champion: Administrative Assistant

Q3

 

Create donation envelopes with a strong families are prepared theme and include donation envelopes with family disaster plan and family disaster kit brochures that are distributed at PTA, school, and family oriented presentations.

 

Champion: Administrative Assistant/Executive Director

 

Offer free CPR training to donors and their families that give $500 or more per year.

 

Champion: HS Director

Q4

 

Create and use "We're Here Because of You" Campaign materials (press releases, thank you notes to donors, etc.

Champion: Development Director

 

Q3

 

Promote chapter activities in identified affluent communities though health fairs, civic meetings, rotaries, etc. Use “Charity of Choice” promotional items with online donation website address.

 

Champion: HS Director, Program Resource Director

Q1 2008-2009

 

Include messaging on all chapter stationary, direct mail, and websites about what the

 

Q4

 

"LOCAL Chapter does in each community.

 

Champion:  Admin. Asst. Executive Director

 

 

Purchase prospect mail lists to be mailed 3 times per year to Murrysville and other identified affluent zipcodes. Meeting with Mailing Specialists to determine appropriate affluent zipcodes

 

Champion: Executive Director

Q1 2008-2009

 

Create an option for donors to give online through the chapter website

 

Champion: Administrative Assistant

Q2 2008-2009

Communicate with corporate donors

Create bundled service packages that would include services offered, sponsorships offered, and benefits of membership.

 

Ex. For $2,500 RC will train 40 employees in First Aid/CPR, host a blood drive at your office, teach business continuity planning and review the business disaster plan, be featured on the chapter website for a year, get a golf foursome and a bowling team (and all media benefits of being a sponsor

 

Champion: Director of Program Resources

Q4

 

Identify 4 local businesses that would create a cause marketing relationship with RC and include one cause-related marketing event per quarter

 

Champion: Director of Program Resources

Q1-Q4 2008-2009

Communicate with foundation donors

Identify one corporate/bank foundation per quarter and submit a proposal

 

Champion: Director of Program Resources

Q1 2008-2009

 

Write grant proposals for all current funders on an annual basis

 

Champion: Executive Director

Q3/on-going

 

Identify other nonprofits with similar missions and explore opportunities to write collaborative grants

 

Champion: Director of Program Resources

Q4

 

Meet with both contiguous chapters to see if there are opportunities to write joint

 

Q1 2008-2009

 

collaborative grants. Generate grant proposals as identified.

 

Champion: Program Resource Director/Executive Director

 

Communicate with federated (United Way) donors

Meet with the top 20 companies that receive UW designations explaining that we need their leadership givers to designate the Red Cross in their United Way pledges

 

Champion: Board Development Chairman/Executive Director/Program Resource Director

Q1 2008-2009

 

Clearly display the U-235 United Way Code on all outgoing communications

 

Champion: Administrative Assistant

Q1 2008-2009

Communicate with new volunteers

Create volunteer brochure that lists activities that would fit the needs of targeted volunteers.

 

Champion: Volunteer Development Director  

Q1 2008-2009

 

Contact retired and current teachers’ groups and PTA moms to become Health, Safety, and Preparedness volunteer instructors and youth group leaders. Contact current volunteers who have school-age children and engage both in the youth group.

 

Champion: Volunteer Development Director

Q2 2008-2009

 

Spotlight one new volunteer on the chapter volunteer board each month

Q2 2008-2009

Communicate with current volunteers

All current volunteers will receive Proud Red Cross Volunteer” Window Clings for their car

 

Champion: Administrative Assistant

Q3 2008-2009

 

Compute attrition rates from prior year, not only by numbers but also by department.  Determine reason for attrition and list actions to correct it.

 

Champion: Volunteer Development Director

 

Q4

 

Contact volunteers with 10 or less hours and plan a volunteer breakfast to offer them additional opportunities and to recognize their efforts.

 

Q1 2008-2009

 

Champion: Volunteer Development Director

 

 

 

Volunteer Director will be the volunteer “face” of the community by attending 2 community events per month to recruit volunteers.

 

Champion: Volunteer Development Director

 

Q1 2008-2009

 

Create leadership projects for college and high school students instead of data entry help.

 

Champion: Volunteer Development Director

 

Q1 2008-2009

 

Use “More than Blood” slogan to create a flyer/brochure to be sent to blood volunteers only in an effort to cross-train them in another service.

 

Champion: Program Resources Director

 

Q1 2008-2009

 

Monthly “focus on disaster volunteers” in local newspapers, newsletters and chapter e-newsletter

 

Champion: Emergency Services Director

Q3/ then monthly

Communicate with youth

Meet monthly with one high school or college group that currently does not participate in RC activities

 

Champion: Volunteer Development Director

Q1 2008-2009