The timeframe for distributing invitations and confirming arrangements for the strategic planning session should mirror what was done for each focus group interview. During the session, however, allow extra time for each of the five key conversations (current state, future state, case for change, barriers, and strategic initiatives) so participants can review and digest the consolidated data from the focus group interviews. The optimal outcome of the strategic planning session is a full understanding by an ever-increasing stakeholder group about communications interoperability issues and the endorsement of initiatives to address those issues.
Please see Appendix S for strategies for facilitated sessions (previously mentioned in Phase IV) to review best practices for meeting facilitation.
Lesson Learned: Invite a high-ranking elected state official to deliver a keynote address during lunch at the strategic planning session. His/her participation will increase confidence across the public safety community that the state wishes to take action to improve communications interoperability. In Virginia, the Deputy Secretary of Public Safety delivered the opening remarks to the strategic planning session participants.
Please see Phase VII for a sample dialogue map used to present results of focus group interviews.