It has been said that if you fail to plan, you plan to fail. Planning for pastoral excellence does not have to be complicated but it does have to be intentional. Planning is the act of giving shape to our dreams. In some sense, the process is the product. Planning communicates vision. Planning builds confidence. Planning clarifies purpose. Planning sets priorities. Planning broadens ownership. Planning creates partners. Planning encourages accountability. All these outcomes are as essential to success as having a correct course of action.

Intentional planning for ministry means grounding every step in Christian vision and values. For Christians, how we make decisions is as important as the decisions that we make. Christian planning is about critical thinking that remains committed to the mission of the Church. Hispanic leaders in the U.S. have integrated this vision in the Encuentro methodology. The Encuentro process focuses on the needs and aspirations of the community as viewed in the light of the Scriptures and Traditions of the Church. In this context, judgments can be made that are both relevant and true to Christ's mission. Such choices are not only effective but transformative. The five simple steps of Encuentro are: SEE – JUDGE – ACT – CELEBRATE – EVALUATE. These are universal elements in strategic Christian thinking and practice.

Glossary of Terms

Understanding the process outlined below is aided by clarity on how certain terms are used. Below is a brief glossary of key terms often used in describing a process for strategic planning:

Vision - is a statement of group identity and outlook that becomes the basis for group self-understanding. It states why a group exists and names from where they derive their motivation. The Scriptures and Catholic Social teachings are a treasure house of vision and values for Catholic pastoral councils.

Values – emerge out of vision. Values constitute what the organization stands for. Some values are central to a group's identity and practice. These are called core values. Core values constitute the non-negotiable's for any organization.

Mission – is a statement of broad purpose that builds upon the group's vision, values, identity and motivation. It expresses the intentions of the group with its outcomes and hopes. Success is more about doing the right things than it is merely doing things right. The mission statement names the right things . And there is nothing more powerful than the deliberations of people dedicated to the same purpose. Strategic planning presumes unity of purpose.

Writing a mission statement is beneficial to confirm an organization's identity, purpose and direction. A mission names the source of authority upon which the group acts. It grounds group members in their vision and values. It taps the motivating forces within a community. In short, it answers the questions – Who are we? What is our purpose? How do we function? To whom are we ultimately accountable? From reading a mission statement, anyone whether or not familiar with the organization, should be able to understand the parish's purpose and what makes it unique.

Goals - are immediate statements of intent. Goals answer questions of what and why for strategic direction. Goals state what we want to do. Goals flow from the mission statement and invite action. They address the needs, state the issues and suggest concrete outcomes.

Objectives - are statements of action that take the intent of a goal and name the persons or groups accountable for implementing the plan. These are also called “S.M.A.R.T. goals” in that they are (Specific, Measureable, Attainable, Relevant and Time-limited). They answer questions related to who and how for any strategy chosen.

Action Plan – is a step by step description of how an objective will be implemented. It explains both the process and product. This description can include: events, dates, times, cost, facility requirements, locations affected, scheduling tasks, staff and volunteers needed, organizational sponsorship, appropriate procedural changes, and concrete steps that will be taken to address an objective.
Accountability – names who is responsible for coordination and completion of the action plan. The person(s) accountable are usually involved in monitoring and evaluating any plan. This can be a subgroup or individual within the parish.

Evaluation – Assessing the results of all programs and services based on strategic objectives.

The Planning Process

This process can be implemented once the pastoral council has established clear operational guidelines and procedures.

Step 1. Identify Needs – A parish can identify needs in many ways. Interviews and surveys are two popular methods.

Questions to consider:
 

• Who are our core parishioners? Why do they come?
• Who has left us? Why? Where have they gone?
• What is compelling about our parish? What is lacking?
• What concerns our parishioners most? What do they most seek from our parish?
• What are the needs of our target population – material, emotional and spiritual? What are the needs outside our walls?
• In what ways do these needs align with our core sense of purpose (vision, values and mission)?
• How can we discover the answers to these questions? What is the best method for collecting data from the parish and the broader community?

Step 2. Analyze Needs – Needs can be interpreted using various tools but needs are seldom simple. There are issues which can be complex. Any effective analysis includes studying the underlying causes associated with the need. It involves naming who is affected, who has an interest, who has power and who benefits. The use of ministry group meetings, personal interviews, and focus groups, are popular methods.

Questions to consider:
 

• Why do these needs exist? What are the causes?
• What norms or practices perpetuate the problem?
• Is it appropriate for us to address this concern?
• With whom should we partner to address this need?

Step 3. Set Goals – Goals express intent. They also suggest direction for the greatest impact regarding the issue or problem at hand. Questions to consider: How is this need relevant to our mission? What can we do? What is happening and how would Jesus respond? It is advisable to confirm the value of goals with the whole parish. This can be accomplished through neighborhood meetings, parish blogs or at a parish assembly.

Step 4. Study the Issues, Identify Underlying Causes and Assess Parish Resources – Effective leaders know that form follows function. Parish organizations regularly reassess their structures, policies and practices to insure their support for the parish mission. This is most effectively done in dialogue with parish staff, and ministry group leaders. This step involves consideration of how the parish organizes itself currently and how that facilitates or impedes action vis-à-vis the needs identified. This consideration includes the consequences of any proposed action on the structure and current practices of the parish. Parish structures, policies and procedures may need to be changed to adequately address these issues. The council can recommend needed adaptations of parish structures and policies to achieve the stated goals.

Step. 5 Write Objectives and Assign Resources – The easiest objectives to implement are ones that are S.M.A.R.T. ( S pecific, M easureable, A ttainable, R elevant and T ime-limited). These are also called objectives. Objectives are clear and concrete statements that include answers to the following questions: What will be done? Who will do it? What is the measure of success? By what date will it be completed? Consider w hich parishioners possess the talents needed to accomplish each objective. Consider what diocesan support can be obtained. Consider who is already addressing the same concerns and who might be invited to be collaborators. After this assessment, recommend accountability for strategies, services, or events to the pastor. Once the lead agents and cooperating entities are identified for each strategy, they should be a given a role in creating the action plan.

Step 6. Create an Action Plan – Design each strategy in detail. Answer all the process and logistical questions related to who, what, when, where and how of the strategies being implemented.

Questions to consider:
 

• What strategy will best respond to the issue?
• What are the concrete action steps?
• How will this be promoted?
• What partners will be needed to achieve our goals?
• What is the cost? How will we obtain funding?
• Who will oversee the plan? Who will conduct the events?
• What facilities will be needed? Who will we schedule events?
• Who will supervise the volunteers?
• What is our back-up plan? What is the kick-off event?
• What are the desired outcomes? How can we best evaluate our success?

Step. 7. Implement and Evaluate the Plan – Assign responsibility for implementation of each strategy to a person or group (e.g. pastor, staff, council committee, parish organization). Is there a benefit to a formal ceremony (e.g. groundbreaking or commissioning) or a public statement of authorization? How will progress be assessed? How will that progress be monitored? How will it be reported to the parish and others who are interested? What future improvements can be applied?