The 5 steps of the strategic planning process

Starting a project without a strategy is like trying to bake a cake without a recipe — you might have all the ingredients you need, but without a plan for how to combine them, or a vision for what the finished product will look like, you’re likely to end up with a mess. This is especially true when working with a team — it’s crucial to have a shared plan that can serve as a map on the pathway to success.

Creating a strategic plan not only provides a useful document for the future, but also helps you define what you have right now, and think through and outline all of the steps and considerations you’ll need to succeed.

What is strategic planning?

While there is no single approach to creating a strategic plan, most approaches can be boiled down to five overarching steps:

1. Define your vision.
2. Assess where you are.
3. Determine your priorities and objectives.
4. Outline responsibilities.
5. Measure and evaluate results.

Each step requires close collaboration as you build a shared vision, strategy for implementation, and system for understanding performance.

Related: Learn how to hold an effective strategic planning meeting

Why do I need a strategic plan?

Building a strategic plan is the best way to ensure that your whole team is on the same page, from the initial vision and the metrics for success to evaluating outcomes and adjusting (if necessary) for the future. Even if you’re an expert baker, working with a team to bake a cake means having a collaborative approach and clearly defined steps so that the result reflects the strategic goals you laid out at the beginning.

What are the key benefits of having a strategic plan?

The benefits of strategic planning also permeate into the general efficiency and productivity of your organization as a whole. They include: 

• Greater attention to potential biases or flaws, improving decision-making 
• Clear direction and focus, motivating and engaging employees
• Better resource management, improving project outcomes 
• Improved employee performance, increasing profitability
• Enhanced communication and collaboration, fostering team efficiency 

Next, let’s dive into how to build and structure your strategic plan, complete with templates and assets to help you along the way.

Who should be involved in the strategic planning process?

The short answer: everyone within the organization should be involved to an extent.

To get into specifics, individual stakeholders can offer perspectives, insights, and analysis related to operations, sales, and investments, while managers provide direction and guidance to work towards company goals, according to Harvard Business Review. 

What this looks like:

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How long does a strategic planning process typically take?

There’s no one-size-fits-all answer, but to provide an estimate, teams typically take two to six months from initial consultation to finalizing and delivering the plan. Smaller organizations with more focused plans may only need four to eight weeks to finalize their plan, while larger organizations or enterprise-wide strategies might need several months to gather input, align stakeholders, and finalize objectives and execution plans.

These key factors can affect the timeline of a strategic planning process:

• Organization size and complexity: Larger organizations or those with multiple business units require more coordination and stakeholder input, which extends the timeline.
• Plan scope: A full enterprise-wide strategy takes longer than a departmental or project-specific plan.
• Stakeholder involvement: The more stakeholders involved, the longer it might take to gather input, build consensus, and review drafts.
• Decision-making speed: Delays can arise if leadership is slow to make decisions, align on goals, or resolve conflicts.
• Change readiness: Organizations undergoing major change or transformation may need more time for planning, communication, and buy-in.
• Planning tools and technology: When strategic planning teams are equipped with the right collaborative tools and templates, they can run more efficient workshops, gather feedback faster, and move from planning to execution more quickly.

The timeline should allow for implementation planning as well as vision-setting. It's important to be flexible and adjust your timeline based on your specific organization needs.

Before you begin: Pick a brainstorming method

There are many brainstorming methods you can use to come up with, outline, and rank your priorities. When it comes to strategy planning, it’s important to get everyone’s thoughts and ideas out before committing to any one strategy. With the right facilitation, brainstorming helps make this process fair and transparent for everyone involved.  

First, decide if you want to run a real-time rapid ideation session or a structured brainstorming. In a rapid ideation session, you encourage sharing half-baked or silly ideas, typically within a set time frame. The key is to just get out all your ideas quickly and then edit the best ones. Examples of rapid ideation methods include round robin, brainwriting, mind mapping, and crazy eights. 

In a structured brainstorming session, you allow for more time to prepare and edit your thoughts before getting together to share and discuss those more polished ideas. This might involve brainstorming methods that entail unconventional ways of thinking, such as reverse brainstorming or rolestorming. 

Using a platform like Mural, you can easily capture and organize your team’s ideas through sticky notes, diagrams, text, or even images and videos. These features allow you to build actionable next steps immediately (and in the same place) through color coding and tagging. 

Whichever method you choose, the ideal outcome is that you avoid groupthink by giving everyone a voice and a say. Once you’ve reached a consensus on your top priorities, add specific objectives tied to each of those priorities.

Related: Brainstorming and ideation template

The 5 steps of the strategic planning process

1. Define your vision

Whether it’s for your business as a whole or a specific initiative, successful strategic planning strategies involve alignment with a vision for success. You can think of it as a project-specific mission statement or a north star to guide employees toward fulfilling organizational goals. 

To create a vision statement that explicitly states the ideal results of your project or company transformation, follow these four key steps: 

• Engage and involve the entire team. Inclusivity like this helps bring diverse perspectives to the table. 
• Align the vision with your core values and purpose. This will make it familiar and easy to follow through. 
• Stay grounded. The vision should be ambitious enough to motivate and inspire yet grounded enough to be achievable and relevant.
• Think long-term flexibility. Consider future trends and how your vision can be flexible in the face of challenges or opportunities. 

For example, say your vision is to revolutionize customer success by streamlining and optimizing your process for handling support tickets. It’s important to have a strategy map that allows stakeholders (like the support team, marketing team, and engineering team) to know the overall objective and understand the roles they will play in realizing the goals. 

This can be done in real time or asynchronously, whether in person, hybrid, or remote. By leveraging a shared digital space, everyone has a voice in the process and room to add their thoughts, comments, and feedback. 

2. Assess where you are

The next step in creating a strategic plan is to conduct an assessment of where you stand in terms of your own initiatives, as well as the greater marketplace. Start by conducting a resource assessment. Figure out which financial, human, and/or technological resources you have available and if there are any limitations. You can do this using a SWOT analysis.

What is SWOT analysis?

SWOT analysis is an exercise where you define:

• Strengths: What are your unique strengths for this initiative or this product? In what ways are you a leader?
• Weaknesses: What weaknesses can you identify in your offering? How does your product compare to others in the marketplace?
• Opportunities: Are there areas for improvement that'd help differentiate your business?
• Threats: Beyond weaknesses, are there existing potential threats to your idea that could limit or prevent its success? How can those be anticipated?

For example, say you have an eco-friendly tech company and your vision is to launch a new service in the next year. Here’s what the SWOT analysis might look like: 

• Strengths: Strong brand reputation, loyal customer base, and a talented team focused on innovation.
• Weaknesses: Limited bandwidth to work on new projects, which might impact the scope of its strategy formulation.
• Opportunities: How to leverage and experiment with existing customers when goal-setting.
• Threats: Factor in the external environment out of its control, like the state of the economy and supply chain shortages.

This SWOT analysis will guide the company in setting strategic objectives and formulating a robust plan to navigate the challenges it might face. 

3. Determine your priorities and objectives

Once you've identified your organization’s mission and current standing, start a preliminary plan document that outlines your priorities and their corresponding objectives. Priorities and objectives should be set based on what is achievable with your available resources. The SMART framework is a great way to ensure you set effective goals. It looks like this:  

• Specific: Set clear objectives, leaving no room for ambiguity about the desired outcomes.
• Measurable: Choose quantifiable criteria to make it easier to track progress.
• Achievable: Ensure it is realistic and attainable within the constraints of your resources and environment.
• Relevant: Develop objectives that are relevant to the direction your organization seeks to move.
• Time-bound: Set a clear timeline for achieving each objective to maintain a sense of urgency and focus.

For instance, going back to the eco-friendly tech company, the SMART goals might be: 

• Specific: Target residential customers and small businesses to increase the sales of its solar-powered device line by 25%. 
• Measurable: Track monthly sales and monitor customer feedback and reviews. 
• Achievable: Allocate more resources to the marketing, sales, and customer service departments. 
• Relevant: Supports the company's growth goals in a growing market of eco-conscious consumers. 
• Time-bound: Conduct quarterly reviews and achieve this 25% increase in sales over the next 12 months.

With strategic objectives like this, you’ll be ready to put the work into action. 

4. Define tactics and responsibilities

In this stage, individuals or units within your team can get granular about how to achieve your goals and who'll be accountable for each step. For example, the senior leadership team might be in charge of assigning specific tasks to their team members, while human resources works on recruiting new talent. 

It’s important to note that everyone’s responsibilities may shift over time as you launch and gather initial data about your project. For this reason, it’s key to define responsibilities with clear short-term metrics for success. This way, you can make sure that your plan is adaptable to changing circumstances. 

One of the more common ways to define tactics and metrics is to use the OKR (Objectives and Key Results) method. By outlining your OKRs, you’ll know exactly what key performance indicators (KPIs) to track and have a framework for analyzing the results once you begin to accumulate relevant data. 

For instance, if our eco-friendly tech company has a goal of increasing sales, one objective might be to expand market reach for its solar-powered products. The sales team lead would be in charge of developing an outreach strategy. The key result would be to successfully launch its products in two new regions by Q2. The KPI would be a 60% conversation rate in those targeted markets.

5. Manage, measure, and evaluate 

Once your plan is set into motion, it’s important to actively manage (and measure) progress. Before launching your plan, settle on a management process that allows you to measure success or failure. In this way, everyone is aligned on progress and can come together to evaluate your strategy execution at regular intervals.

Determine the milestones at which you’ll come together and go over results — this can take place weekly, monthly, or quarterly, depending on the nature of the project.

One of the best ways to evaluate progress is through agile retrospectives (or retros), which can be done in real time or asynchronously. During this process, gather and organize feedback about the key elements that played a role in your strategy. 

Retrospectives are typically divided into three parts:

• What went well
• What didn’t go well
• New opportunities for improvement

This structure is also sometimes called the “rose, thorn, bud” framework. By using this approach, team members can collectively brainstorm and categorize their feedback, making the next steps clear and actionable. Creating an action plan during a post-mortem meeting is a crucial step in ensuring that lessons learned from past projects or events are effectively translated into tangible improvements. 

Another method for reviewing progress is the quarterly business review (QBR). Like the agile retrospective, it allows you to collect feedback and adjust accordingly. In the case of QBRs, however, we recommend dividing your feedback into four categories:

• Start: What new items should be launched?
• Stop: What items need to be paused?
• Continue: What’s going well?
• Change: What could be modified to perform better?

Strategic planners know that planning activities continue even after a project is complete. There’s always room for improvement and an action plan waiting to be implemented. Using the above approaches, your team can make room for new ideas within the existing strategic framework in order to track better to your long-term goals.

How to turn your strategic plan into action (and not left  to collect dust)

A strategic planning strategy delivers real value when it’s woven into your daily operations — not a document that’s left forgotten on a shelf once it’s done. 

To keep your strategic plan active and effective, start by:

• Breaking down big-picture goals into clear, actionable steps with defined owners, timelines, and success metrics.
• Scheduling regular monthly or quarterly check-ins to monitor progress, adjust as needed, and celebrate wins.
• Make the plan visible and accessible to everyone involved, not just leadership.
• Ensure executive buy-in so the strategy stays prioritized, funded, and aligned with decision-making.
• Use collaborative tools, like a shared Mural board, to visualize and track progress in real time.
  

When your team can clearly see how the strategy connects to their work, execution becomes a shared effort and success becomes a shared outcome.

Why Mural for strategic planning

The beauty of the strategic plan is that it can be applied from the campaign level all the way up to organizational vision. Using the strategic planning framework, you build buy-in, trust, and transparency by collaboratively creating a vision for success, and mapping out the steps together on the road to your goals.

In doing so, you build in an ability to adapt effectively on the fly in response to data through measurement and evaluation, making your plan both flexible and resilient.

Related: 5 Tips for Holding Effective Post-mortems

Mural unlocks collaborative strategic planning through a shared digital space with an intuitive interface, a library of prefab templates, and methodologies based on design thinking principles.

Outline goals, identify key metrics, and track progress with a platform built for any enterprise. Learn more about strategic planning with Mural.