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This is going to take us 10 years! What do we tell our funders now?

Many things worth doing cannot be done quickly. Changing public policy systems, building communities, tackling complex social issues, and advocating for meaningful change are not things one undertakes and completes in a single year, three years, or sometimes even in ten years.

Yet, at the same time, we all have funders and our funders need to know that they are funding organizations that are making a meaningful difference – not ten years from now, but today. Not to mention that it would also be helpful to our long-term efforts if we could figure out whether today’s activities are making a difference for tomorrow.

This is where strategic roadmaps and interim outcomes come in. Yes, the terms are full of jargon, but they are worth learning because they can help you and your funder understand whether what you are doing really does matter and help you do good, even better.

Is what we’re doing today going to matter tomorrow?

Strategic Roadmaps are a powerful tool for taking a complex problem and breaking down the solution into a series of meaningful, smaller changes on the way to the big success. They  are similar to Theories of Change, but provide a higher level of detail and focus on interim outcomes. At Spark, we use them for evaluation (where the concept first came from), but we’ve also adapted them to be a strategic planning tool.

The first thing you figure out in a roadmapping process is where you’re going to end up. It’s a lot like a vision statement, only you want to be very concrete and realistic. Don’t say that you’re going to eliminate obesity. Say  you will increase the number of residents who meet recommendations for physical activity, fruit and veggie consumption, and caloric intake (this is straight from the Stapleton Foundation’s be well initiative roadmap). Or, instead of saying you’ll cause all schools to purchase all of their food locally through farm to school programs, say you’ll cause collaborative, sustainable implementation of farm to school statewide (this one is from the Colorado Farm to School Task Force’s roadmap).

Once you know where you are going to end up, you map it backwards – asking yourself step by step what has to be in place to get to where you want to go. That’s how you know whether what you’re doing today will directly contribute to achieving the end of your road – because you can visually show the road you’re on and how one thing steadily leads to another until lasting and meaningful change is achieved.

For more information about what a Strategic Roadmap process looks like, visit our blog on How Groups Become Change Agents.

How do we know if what we’re doing is getting us to where we want to go?

Here is where the concept of interim outcomes comes in. When you know where you want to end up, and you know what has to happen each step of the way to get there, you’ve just defined your interim outcomes. Let’s back out of that jargon for a minute though and instead just talk about two things: control and influence.

The things you do every day – the meetings you host, the number of people you screen, the trainings you convene, the legislators you talk to – these are things within your control. Sometimes we get into the habit of just reporting to our stakeholders and funders a laundry list of things we did, things in our control. We might tell people we talked to 10 legislators, recruited 50 people to attend our meeting, or screened 200 residents. Careful though, those aren’t outcomes! They are just counts that tell you what you’ve been up to.

Then there are all the things we can’t control, but that really matter to us – the things we are constantly trying to influence. They are things like how a legislator votes on a specific bill, what the 50 people at our meeting think about the issue when they walk out the door and the actions they commit to taking, or the number of people we screened who followed up with their doctors. We work hard to cause these things to happen, but at the end of the day, we can only hope to influence them. We aren’t inside people’s minds, we can’t force these changes and actions to occur. This is what makes them our outcomes.

So what is an interim outcome? It is an outcome that is along your road. You need it to happen in order to get a little closer to that big, long-term goal. But it isn’t something you can control. Are you trying to increase the number of residents meet recommendations for physical activity, fruit and veggie consumption, and caloric intake? Your interim outcomes might include completion rates of residents attending your programs, increases in physical activity level, or increases in knowledge about healthy eating and active living. These are things that matter, but they don’t matter in and of themselves, they matter because they are supposed to be leading to the end of your road.

Strategic roadmaps and interim outcomes sound great, but how do I use these with my funders?

If you know your end of the road and your interim outcomes, you are in a great position to sit down with your funders and talk to them about why your work really matters. You can also work with them to agree on which interim outcomes are achievable within their funding period and could be part of an evaluation. When you’re having this conversation, don’t forget to include capacity building as an important outcome they should support and evaluation should capture. If you are trying to do something that will take three, five, or ten years, you need to build the organizational capacity to do the work for the long haul. Here are some quick tips for talking with your funder about long-term change:

  • Bring a visual of your roadmap and walk through it with them in person. They may challenge you on assumptions you’ve made about why one thing will lead to another, but they will respect the effort you took to map out how you are getting from where you are today to a big and meaningful change.
  • Circle the outcomes on your visual that you think can be achieved during the funding cycle. Talk to the funder about why those are realistic in the timeframe, but other interim outcomes are not.
  • Focus the conversation on the outcomes you’ll achieve, not the activities you’ll use. Anyone can implement a community meeting or host a training. Stand out by showing the funder you are an organization who really knows how to cause change in an individual or a community.
  • Don’t go into the conversation alone. Instead, bring your community leaders, volunteers, advocates, or organizational partners to reinforce their belief that the road you are on will make a difference. We don’t try to cause meaningful changes alone, so there is no reason to be by ourselves when we attempt to secure the funding we need to make a difference.

 

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How Groups become Change Agents

When we think of change agents, we think “individual.” That one person who takes the lead, rejects the status quo, embraces innovation, pushes the boundaries, takes chances, even breaks the rules. Public policy groups, especially the legislatively-mandated Council, Task Force, Blue Ribbon Commission, have hefty mandates and short timeframes – something a change agent would embrace. But how do you find/recruit not just one but a council full of change agents? You don’t. That is, you don’t recruit them – you make them. Or more accurately, they make themselves into change agents through a planning process that is focused on action, necessary conditions, leveraging partners, and identifying the gaps that they then fill.

What Are Strategic Roadmaps?

Many groups undergo strategic planning processes, hold planning retreats, or develop logic models to jump start their work. But nothing beats a strategic roadmap process for creating a dynamic action plan for a group. We, at Spark, call the outcome of the process a “roadmap” because it lays out on one page the “roads” and “turns” that need to be taken to reach the final destination.

In a nutshell, a strategic roadmap is a backwards planning process where we define the big change we want to see and then define smaller changes to lead to that big change. Instead of working backward through what you’ll do, they work backward through how you can influence change. They begin by focusing on the end of the road – the big picture, why we are here goal, which is ambitious but achievable, and then work backwards looking at what is the precondition to this goal (that is, what is immediately prior to getting to this big picture change), and continuing to work backward until you get to smaller changes that are achievable in the near term.

So, why a roadmap? Simply put: So the group doesn’t get lost, take a wrong tour, or inadvertently follow a detour. Keeping your eye on the prize when the prize lies at the end of a complex set of conditions and actions requires keeping all eyes on the road. A Road Map keeps a group focused, tracks progress, and inspires action. In short: Groups → with a Roadmap → become Change Agents.Farm to School Logo

A Group of Change Agents is Born

The Colorado Farm to School Task Force (TF) – a 13 member appointed body enacted by the Colorado legislature in 2010 – is now working in concert with each other to bring “collaborative, sustainable implementation of farm to school statewide.”

How It Started

At their first staffed meeting in February 2011, the TF was guided through a strategic roadmapping process. They:

1. Began by identifying the end of the road or where they wanted the state of Colorado to be in 15 years.

2. Identified the two possible ways (“conditions”) by which farm to school could be implemented – either (1) Colorado schools & producers work directly together or (2) Colorado producers sell to a food hub that sells to schools.

3. Identified the numerous “preconditions” necessary to implement farm to school. Preconditions are the bridges on the road – without them, you cannot get to the other side of the river where your destination lies.

4. Identified exactly which organizations were doing what to build each of the needed bridges.

5. When all the activities were connected to each bridge, the nuts and bolts and even entire girders of a bridge that were missing became apparent. It is the missing parts of the bridges (the “gaps”) that became the work of the Task Force.

Click here to see the FTS Task Force Road Map!

How Much Has Changed?

Kids at lunchThe TF runs like a well-oiled machine. Everyone keeps on task, following the roadmap action step by action step. In its first year, the TF:

  • Provided outreach and technical assistance by request to schools, producers and communities around the state interested in starting or expanding FTS efforts.
  • Supported the development of direct technical assistance to schools and producers, including the Durango Farm to School Conference, which brought together five school districts and 22 local producers to jointly develop bid processes and safety protocols to meet the needs of both schools and producers; the Connecting Local Farms to Schools Conference that brought together more than 200 attendees representing schools, community groups, parents, producers, public health and state agencies to engage in workshops ranging from “getting started” to “ramping up” farm to school efforts; and the Southwest Pre-bid Conference that resulted in four school districts releasing local produce and product bids (three for the first time) and 13 producers successfully landing contracts with the school districts.
  • Released two Frequently Asked Questions (FAQs) on the new USDA “geographic preference” option, which has been a source of confusion in the field. This option allows school food purchasers to give preference to locally grown foods when comparing bids.
  • Released a 50-state legislative scan of farm to school and healthy school food legislation introduced in 2010-2011.
  • Supported pilot projects by helping stakeholders define and refine five food hub projects, and helped locate funding sources and advocate for financial support.
  • Conducted quarterly meetings around the state to learn about the needs of different regions. In 2011, the Task Force met in Pueblo, San Luis Valley, Longmont and Denver.
  • Developed a Farm to School Grant Template to provide assistance to schools to find funding and apply for grants to buy equipment and upgrade kitchen facilities.
  • Provided letters of support and Technical Assistance commitment to farm to school projects.
  • Designed the Farm to School Information Hub Website, a centralized, sustainable information hub that purposefully connects the many different farm to school related resources in one easy to navigate website, including an active and supported peer networking component. The website will include information for producers, schools and communities.
  • Received a major grant from the Colorado Health Foundation to support its 2012 activities.
Fire Up Your Policy Group

If you work with a group or are a member of a group that is not yet “all it can be,” consider whether it would benefit from a strategic roadmapping process to:

1. Have a shared understanding of what is trying to be accomplished.

2. Have a realistic picture of the complex change process needed to reach the long-term goal.

3. Have precise language and action steps to avoid misunderstandings or confusion.

If any or all of these ring true, your group may very well need its own roadmap! For more information, visit www.sparkpolicy.com.

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