Establishing a Shared Vision
Developing a Collaborative Strategic Plan
Determining Meeting Rules
Building Consensus About Decision-Making

Collaboration greatly enhances an organization’s chances of success. Historically, collaboration applies to agencies, but it can be more effective among agencies, families and neighborhoods because it creates lasting relationships and uses resources effectively.

Collaboration can range from informal partnerships to formally planned relationships. In any case, it almost always provides opportunities for building relationships. It can be a powerful way to enhance the well-being of families and neighborhoods, increase awareness of and access to neighborhood resources, and stretch resources by reducing duplication of services.

The steps to successful collaborations are: 

Identify Stakeholders. Invite key players with both clout and passion to collaborate. Successful collaborators plan ahead before all the stakeholders are assembled at the table. When planning a collaborative effort, potential partners should consider residents’ needs, and use them to define goals. Partners also should decide which stakeholders would benefit most from participation, and how each stakeholder’s expertise and resources can benefit the collaboration.

Have collaborators state their reasons for wanting to participate. After determining who the partners will be (for example, an agency and a private sector organization, or an agency and families within the community) consider these questions: Is the collaboration designed to share resources and expertise to serve a community need? Or is its goal to map community services and tap into a community’s "pulse"?

Get a commitment to stated goals. If the collaboration is mandated, it is difficult to create a sense of shared ownership, and without shared ownership and common goals, the probability of success is low. Consider such questions as:

• Who has the commitment to the issue and the ability to mobilize resources?
• Who has a stake in pursuing this issue?
• Do they have special skills, authority or knowledge to assist the collaboration?
• In what way would families and the greater community benefit from collaboration?
• Do the partners reflect the diversity of the community?
• Will the benefits of collaboration outweigh the costs?
• Is there a history of communication and
  cooperation among the various community
  groups and organizations?
• Will consumers be equal partners?
• Does each organization have sufficient staffing
  and funding to commit resources to collaborative activities, or are they overextended in their day-
  to-day operations?
• Which respected community residents/leaders should be invited to collaborate?

Collaborations are enriched by stakeholders from varied backgrounds and perspectives. However, diversity leads to conflicts about power and control. To forge a collaboration of diverse partners:

1. Through discussion, help partners judge their strengths and weaknesses without becoming territorial or overly directive.

2. Make decision making easier by addressing the
following questions:

• How will the collaborators balance participation
  and responsibility?
• How will the collaborators revisit and evaluate setbacks and successes?
• Will milestones be celebrated? How?
• Does every partner in the collaboration feel that
  power is shared?
• Which experiences with families and neighborhoods should inform collaborative planning?

3. Get stakeholders to agree on definitions of procedures and members' roles. Questions to consider:

• Are residents active and equal participants in the collaboration process?
• Do they have decision-making powers?
• If so, are child care and transportation services provided?
• Are all partners clear on the commitment of resources?
• How are the meetings run?
• Will the media be informed of the collaborative’s work and mission?

4. Create a mission statement to express the shared vision and goals by asking these questions:

• Who will you serve?
• What will you provide?
• What are the aspirations of the partnership?

Make the statement flexible enough to allow collaborators to refine their shared vision over time.

5. Establish the means for formal and informal communication among stakeholders. Set aside social time for partners to interact informally. Create formal mechanisms to ensure information sharing and to create a climate in which all partners freely exercise leadership.

6. Begin each meeting by having partners share events and new information. Have partners select one individual to mediate and discuss concerns confidentially outside of meetings.

Strategic planning usually focuses on long-term goals, what it will achieve in two to ten years. Over several meetings, have participants share their expertise, hopes and concerns, and plot implementation of the plan.

Use strategic planning to:

• maximize scarce resources
• underscore diverse perspectives
• take into account the variety of factors and forces which affect organizations and neighborhoods
• enhance accountability
• utilize sound management techniques
• steer partners toward opportunities
• build commitment to the collaboration's missions
  and goals
• assess the strengths and weaknesses of the partnership

In setting the agenda for strategic planning, have stakeholders discuss ways to enable decision making. Questions to discuss:

• What benefits do the partners expect to receive from the strategic planning process?
• How will partners proceed in putting the strategic planning process into action?

Stakeholders can determine some of the rules about meetings, but a few basic practices are essential.

1. Start each meeting with an agenda that allows enough time to discuss each issue.

2. Make each partner responsible for specific tasks and roles, with deadlines for the completion of tasks.

3. Start and end meetings on time. If a partner is unable to attend, a representative should attend in his/her place.

Effective leadership at this stage is key, so strive to involve group leaders who have stature in the community, can mediate conflicts, and feel comfortable with building consensus.

Because conflict is inevitable in any group process with high stakes, collaboration is challenging. Conflict resolution and consensus-building skills are often the keys to success. Building trust is also essential. Without trust, partners will not openly express concerns. Other keys to building consensus:

1. Relationship building and trust take time so have
periodic discussions where partners can share grievances and praise.

2. Organize around a common purpose and make the
agenda reflect that purpose.

3. Circulate materials well in advance so that partners can review them, and circulate summaries promptly
after meetings.

4. Finally, don't forget to celebrate successes. This is
essential to building a team.