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ACTIONSTRATEGY PLANNING GUIDE FOR TRIBAL LEADERS INTRODUCTION TO THE ACTIONSTRATEGY PLANNING PROCESS
In our work with tribal strategic planning, we have found that many plans take too much time to produce, are too long and no one reads them. They are sometimes referred to as POTS Plans on the Shelf. Consequently, a very low percentage of strategic plans are ever implemented especially if you add the criteria of being on time and at budget. We once did implementation planning for a team that had produced a 110 page plan. It was a beautiful document but nothing had been implemented in the 9 months since it had been published. Our mission is to develop strategic leaders who are instrumental in creating positive change in their communities. We believe there are tools and insights in this guide that will help you create that positive change. This guide represent our collective 20+ years of experience in helping leaders develop clear actionable plans that produce improved results for tribal members. We have discovered that the process can be streamlined to accomplish in 2-3 days what typically takes 1-2 months. THE STRATEGY EXECUTION GAP
As a tribal leader, one of your biggest challenges will be to close the gap between the strategic plans you develop and the results those plans create. This is often called the Strategy Execution Gap. The purpose of this planning guide is to help tribal leaders close this gap. Strategy has to be considered in the context of the whole organization: what your strategy exists for, the values your strategy stands for, and what your strategy success looks like (vision) and a strategy management system. Whether you are a council member, an administrator, director, manager or project manager your leaders is key to closing this gap. To improve strategy execution, tribal leaders need to develop four core leadership competencies: Strategic Leadership Self-mastery and effectiveness with others Strategic Thinking Understanding of the environment, tribal member needs and your organizations capacity to implement your strategies Strategic Planning Making decisions regarding which goals and strategies to focus on Strategic Execution Translating goals into implementation plans and holding each other accountable
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If you have a number of scores in the 3-4 range or lower, the good news is that you have an opportunity to address those areas and improve your leadership, strategy and implementation skills. This guide is designed to provide leaders with specific steps and tools to improve each of these areas. The ActionStrategy team facilitated our planning process from having no strategic plan and no organizational alignment at all to implementing the completed plan by day three. ActionStrategys proven approach inspired our entire organization into action immediately. Herold Hudson, Former Tribal Administrator
YOUR STRATEGIC QUESTIONS The Starting Point If I had an hour to solve a problem and my life depended upon the solution, I would spend the first 55 minutes determining the proper questions to ask. Once I knew the proper questions, I would solve the problem in less than 5 minutes. Albert Einstein The starting point for good strategy is not goal setting, it is identifying the problems your leaders and organization need to solve. As Richard Rumelt, the author of Good Strategy/Bad Strategy stated:
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STRATEGIC LEADERSHIP - The FOCUS Button Leaders frequently look for models or analogies to communicate their philosophies. Sports, military and aviation are often used to illustrate key ideas related to team or organizational performance. At ActionStrategy, we try to keep things as simple as possible. Here is our analogy. There is a popular commercial for the Staples Office Supply Company that refers to an EASY button. If you are in a bind just press this button and all of your supply and technology problems are solved. That was Easy is the tagline in their commercial. What if organizations had a similar magical button and when pushed, it would bring perfect FOCUS to the team or organization. Well call this, the FOCUS button. All of a sudden: Everyone is working towards the same goals. Respectful service is consistently provided to tribal members. Employees are fully engaged in the mission of the organization. Department managers seek each other out as ways to improve collaboration. The systems and processes fully support the goals and strategies. There is a remarkable level of accountability. In short you would have full utilization of your organizations capacity. Imagine that just as Southwest Airlines emphasizes full utilization of their assets (planes constantly in the sky producing revenue) all of your energies are being utilized to provide value and improved services to Tribal Members. Now here is the challenge it is difficult to create something that you cant visualize. As Dr. Stephen R. Covey wrote: All Things are Created Twice First mentally and then physically. In our work sessions, we generally will spend a few minutes helping clients visualize what would be different if they could press the focus button. It is easy to talk about problems, but having a vision of how you would like the organization to operate is a powerful first step in designing your change effort.
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Our earlier metaphor, the FOCUS BUTTON assumes a high degree of trust within the organization. When leaders choose to work on their own trustworthiness, the other conditions of good planning and organizational improvement will follow. TAKING RESPONSIBILITY FOR RESULTS Leadership is about who will take responsibility for yourself, your family, your community, your nation. Stephen Cornell, Native Nations Institute In his book Taking Responsibility, Nathaniel Branden wrote the following: Who you are is a function of what you are responsible for. When you step into a role, you are communicating that you are responsible for certain people and outcomes. This is a powerful truth, consider that: A mother is responsible for the health and welfare of her children A project manager is responsible for the successful outcome of the project A department manager is responsible to ensure the staff is working towards a coherent vision A tribal leader is responsible for the future of his or her organization and community
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A score of 1-3 would indicate that the culture is not one of accountability. The first step of changing this is to hold yourself to higher standards of personal responsibility and accountability (modeling). The next step is to make sure you are setting clear expectations and having the courage to have respectful, direct conversations when people dont perform. STRATEGIC LEADERSHIP - Confronting Reality As humans, we are hardwired to avoid difficult truths about ourselves, others and our environment. We dont like bad news or information that challenges our version of reality. Consequently, effective strategic leadership requires courage to see things as they are, and seek to help others do the same. An organization cannot adapt to a reality it is unwilling or unable to see. The following are some of the reasons we are hardwired to avoid reality: Definition of terms: Cognitive Bias Cognitive bias is terminology for how we think such as: perceptual distortion, illogical interpretation, or inaccurate judgment. Cognitive bias is a self-protection mechanism to protect our ego and beliefs from being challenged. There are over 60 identified biases. We will focus on those most relevant to the strategic planning process. Avoidance/Denial As Richard Tedlow has written, Denial does not change reality, it simply makes reality tougher to deal with. This is sometimes referred to as the dead moose on the table or kicking the can down the road. This is a protective mechanism to help us protect ourselves from threatening and unpleasant realities. While everyone is fleeing from the threat; effective leaders are running the opposite way preparing to deal with the difficult realities. Ego There have been hundreds of books written on this topic ranging from how to control your ego to the positive sides such as self-confidence. Sometimes ego is referred to as hubris. When the ego is in high gear, we literally cannot see straight. Our agenda, protection of self, overtakes our thought process and information gets screened by whether our ego is supported or threatened.
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We havent come across a group yet that couldnt identify how these cognitive biases contributed (significantly) to the failure. The problem is that individuals and groups often think in patterns. Avoiding reality is a pattern that produces predictable results. The real question then is how do we foster an environment that courageously Confronts Reality? We recommend at least three behaviors for tribal leaders: Have courage. Leaders must have the courage to see things as they really are. This doesnt mean they are to be continually pessimistic they must balance this passion for reality with desire for a better future. As Admiral James Stockdale, survivor of the Hanoi Hilton Prisoner of War Camp in Vietnam taught: You must retain faith that you will prevail in the end, regardless of the difficulties. AND at the same time You must confront the most brutal facts of your current reality, whatever they might be. Be humble. Ego, when inserted into a discussion, has a remarkable way of interfering with the truth. Humility is a critical leadership attribute and does wonders for encouraging openness. Humility is the confidence that we can create better solutions together as a team than I can on my own. Encourage candor Set the stage for dialogue. I have respect for my experience, but I may have drawn the wrong lessons from that experience. We need to respectfully challenge ideas and express what we believe is really going on.
STRATEGIC THINKING
When you are in doubt, be still, and wait; when doubt no longer exists for you, then go forward with courage. So long as mists envelop you, be still; be still until the sunlight pours through and dispels the mists -- as it surely will. Then act with courage. -Ponca Chief White Eagle (1800's to 1914) Strategic Thinking is Confronting Reality regarding what is really happening inside and outside the organization. The purpose of this step is to develop awareness of environmental trends, stakeholder needs and the capacity of the organization to implement its strategies. Strategic thinking precedes strategic planning just as a diagnosis from a doctor precedes a medical prescription. As tribal leaders, you must first have a heightened awareness of what is occurring both outside and inside of your organization. This will put you in a better position to make wise strategic choices. In this section we will be reviewing Four Strategic Thinking Tools: Environmental analysis using P.E.S.T. Stakeholder Assessment. Benchmarking for best practices. Organizational Capacity Assessment.
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What is the population's growth rate and age profile? How is this likely to change in the future? Are generational shifts in attitude likely to affect what you're doing? What are your society's levels of health, education, and social mobility? How are these changing, and what impact does this have? What social attitudes and social taboos could affect your business? Have there been recent socio-cultural changes that might affect this?
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P.E.S.T. ANALYSIS ACTION PLAN Identify: If the insights from this analysis arent made actionable, the value of the process can be quickly lost. In the ActionStrategy process, we document any actionable insights in the online system as they are discussed. These ideas - potential goals, strategies and projects can be considered later when we establish overall priorities.
STRATEGIC THINKING Stakeholder Assessment The first peace, which is the most important, is that which comes within the souls of people when they realize their relationship, their oneness with the universe and all its powers; and when they realize that at the center of the universe dwells the Great Spirit, and that this center is really everywhere, it is within each of us." - Black Elk - Oglala Sioux Your tribal government, business, departments and programs operate in an ecosystem. What you do (or dont do) impacts those around you. Those impacted by your actions are referred to as stakeholders. Definition: A stakeholder is anyone who has a stake in your organization. A quick way to identify your stakeholders is to ask, if your department was to disappear tomorrow- who would be impacted? Typical stakeholders would include: Tribal members. Tribal leaders. Funding sources. Multiple departments. Your community. Your employees.
Each of these groups has distinct and sometimes conflicting needs that they expect you to meet. Your tribal members expect services delivered by respectful staff and leaders. Your tribal leaders need information and recommendations that help them make informed policy decisions. Your funding sources expect you to follow 13 | P a g e
It is the responsibility of tribal programs and departments to continually improve the services they provide. The starting point is to always diagnose needs before prescribing solutions. Respect means listening until everyone has been heard and understood, only then is there a possibility of Balance and Harmony" the goal of Indian Spirituality. - Dave Chief, Grandson of Red Dog, Lakota Tribe The following are proven steps for conducting an accurate stakeholder needs assessment: Identify The stakeholders: 1. Select key stakeholder to assess needs. 2. Determine best method to gather information: survey, interview, focus group, or feedback forms. Identify -The stakeholders perspective: 3. What needs or results do they expect you to meet/produce? 4. What are the best five results that you are currently producing? 5. What are the worst five results that you are currently producing? Determine: 6. Key themes prioritize results to improve the outcome. 7. Ask -why is your system consistently producing results that arent meeting their needs? Develop: 8. Strategies for closing the gaps. These may include: Projects Process improvement Policy change Changing structure Improve culture Document: Your plans for closing the gap in your tracking system: In our work sessions, we have found it helpful to document insights directly into the online system rather than using a flip chart. These notes and potential actions will be available when you establish priorities and assign resources to projects and process improvement your plan.
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STRATEGIC PLANNING A Compelling Mission Everything on earth has a purpose Mourning Dove; Author. A mission statement answers the questions what is our purpose. It captures, in a few succinct sentences, the essence of your organizations goals and the philosophies underlying them. Equally important, the mission statement communicates what your organization is about to your tribal members, tribal council, staff and strategic partners. It also establishes boundaries for what the organization will do and what it wont do.
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As you can see, each of these missions will have different goals and strategies. If the mission is unclear, you can see how it can create conflict. Tribal leaders have the responsibility to provide clarity at this level. Missions answer the questions: What is the purpose of the organization and its reason for being? Identify or clarify our core proficiency. What is it designed to do, produce, create, whom does it serve?
Focus on the X Dr. Robert Duran, former superintendent from the San Antonio School District illustrated the power of a clear, focused mission. He constantly communicated that everything was about the X. All school activities, investments, efforts, communication everything was about the X. What was the X? It was the spot on the stage where the student stood seconds before her name was called and she would walk across the stage to receive her high school diploma. This was their mission and everything aligned with that physical, tangible outcome. What is your organizations X? Employed tribal members? Efficient health services? Healthy babies? Improved environment? Services to improve the lives of your elders?
When developing a mission statement, it is often helpful to benchmark other organizations for good ideas. It is easy to search the internet for mission statement examples. Please note the following examples: Swinomish Tribe The purpose and mission of the Swinomish Indian Tribe is to protect and enhance the quality of the lives of all its members by providing a combination of economic opportunities and safety net of social services; to protect the culture and traditional practices of the Swinomish people; to respect and protect the spirit of the ancestors that have gone before and the future generations to come Central Council of Tlingit & Haida Preserving our sovereignty; enhancing our economic and cultural resources, and promoting self-sufficiency and self-governance for our citizens through collaboration, service, and advocacy. The Compelling Mission should answer all three of the questions (purpose, core proficiency, who is served) in a concise form that emphasizes the core values of your organization.
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The young person would seek deep insight, typically in the form of a dream or vision related directly to their identity, purpose and destiny in life. The Lakota Sioux word for Vision Quest is Hembleciya (ham-blay-che-ya). The word Hembleciya translates to Crying for a Dream. This refers to the Quester both physically and internally crying for a Vision or Sacred Dream. Sometimes this ceremony is called going up on the hill, because people would often go to a nearby mountain or butte to complete their Vision Quest. A Vision Statement is a product of reflection and answers the question what do we want to become in the future. The vision should resonate with all members of the organization and help them feel proud, excited, and part of something much bigger than themselves. A vision should stretch the organizations capabilities and image of itself. It gives shape and direction to the organizations future. Consider John Kennedys compelling vision statement of space exploration: I believe that this nation should commit itself to achieving the goal, before this decade is out, of landing a man on the moon and returning him safely to the earth. -JFK, Man on the Moon Speech, Joint Session of Congress May 25, 1961 What if the organization was on its mission daily, weekly, and yearly; what would success look like in three years or five years or even ten years? While the mission is generally stable, the vision can change depending on changes in the environment and organizational circumstances. A good organization will revisit the vision at a minimum of once a year. A Clarified Vision is important because everyone needs to have the same understanding of the vision. A good way to do that is to operationalize the vision. The vision should be defined in such a way that it is clear to all who read the vision. The best way to accomplish this is to create measurements that define success. One example could be: Employment and Training, with our partners, will help 50 tribal members find long-term employment averaging $15/hr. The ActionStrategy then becomes a description of what (the vision) and how (strategy/strategy drivers) you will do this as an organization, department or team. STRATEGIC PLANNING The Power of Traditional Values Value statements list the principles and ethics to which an organization adheres. They form an ethical foundation for the organization. These principles and ethics then guide the behavior of organization members. They assist organizations in determining what is right and wrong. Members then act in certain ways, using the
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Your organizations values will then become the definition of your organizational culture. Organizational culture is the underestimated powerhouse that can determine the success or failure of your organizations mission. A good organization will highlight a minimum of five values in which organizational members can be proud to obtain as well as identifying specific behaviors to help express those values. Value statements are particularly powerful when grounded in the traditional values of the communities. There are common values across many Alaska Native and Native American communities. Some of the common values are: Reverence for the Creator. Respect for ancestors, elders, other and the community. Respectful listening and speaking. Stewardship of land, water air and families. Fatherhood and motherhood are sacred. Courage. Harmony.
THE VALUES TEST Regardless of what is on the value statement, if tribal members are not treated respectfully when receiving service the real value is not respect. Values are revealed by the actions of most of the people most of the time. Once you have determined guiding values, ask yourselves the question: If our organization lived these values consistently what would be different? One of the most powerful processes we have seen is when groups of leaders confront this question. Leaders, with humility and courage, will seek misalignments between what they say they value and what they do. They then identify specific ways to address the misalignments. These changes should be documented in the strategic plan as part of the cultural drivers of change. PLANNING FRAMEWORK One method for streamlining the planning process is to develop a planning framework - a structure to organize your goals and strategic drivers; projects, process improvements, organizational design, policy development, and culture. This framework is often a list of the high level roles, functions or programs; if part of a department or division. For example: 1.0 ADMINISTRATION (Role, function or program) 1.1 2014 budgeting (Action in support of the role) 1.1.1 Provide each department guidelines for 2014 budgeting (task)
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CENTRAL COUNCIL OF TLINGIT & HAIDA Native Lands & Resources By program and grant areas.
The ActionStrategies are then organized within these categories. For example, The CCTHITA Native Lands and Resources department has organized their grants, projects, policy development, and staff development goals in this framework. Each category can be expanded to see the goal, project or grant, owner, resource, timeline and a status indicator. This represents a best practice in strategy and implementation planning.
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SMART GOALS You cannot manage what you cannot describe. If you are the administrator and a department manager brought the following goals to you, which one would have a greater likelihood of getting accomplished? Goal 1: Increase economic development through improved collaboration with key stakeholders. Goal 2: Specific, Measurable Attract 1 new company in the healthcare industry that produces 15 new jobs (avg. $46,000/yr.) Accountability Jim Smith Resources Search firm Xandex Company Timeline January 2014
The second example has the key elements of a SMART goal. Specifically, it is: SPECIFIC MEASURABLE ACCOUNTABILITY RESOURCES TIMELINES Clear regarding the outcomes. How many companies? How many jobs? Salary? Lets you know you are successful. Who is responsible for the goal? Accountability is essential for strategy implementation. Who or what will we draw upon to ensure success? With no timeline, there is no sense of urgency. Timelines focus thinking and energy.
An ActionStrategy comprises of a set of prioritized SMART goals aligned with mission, values and your vision. This plan is also informed by your Strategic Thinking efforts and represents the choices leaders make among various options. It also lists the Strategy Drivers that you predict will help you accomplish your goals.
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Each driver represents a unique discipline and set of tools designed to implement the driver. Below are 5 examples: STRATEGY DRIVERS
PROCESS IMPROVEMENT Process improvement is a strategic approach to improving a product, service or process. General steps include: Identify root causes behind process difficulties. Examines the impact of the process on inputs and outputs (results). Identifies delays, bottlenecks and unnecessary steps. Redesign to improve the results of process efficiencies.
TOOLS
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ORGANIZATIONAL DESIGN Organizational design is a step-by-step methodology which identifies dysfunctional aspects of work flow, procedures, structures and systems, realigns them to fit current business realities/goals and then develops plans to implement the new changes. The process focuses on improving both the technical and people side of the business.
POLICY The process of developing public policy is an activity that generally involves research, analysis, consultation and synthesis of information to produce recommendations that are: Fair Consistently applied Easily communicated
CULTURE Culture is what most of the people do most of the time. It is the collective behavior of the team or organization. The answers to those questions determine how close the culture aligns with the mission and vision of the organization. What are the behavioral standards that support the achievment of the organizational vision? How are those standards promoted? Measured? Tracked? When people act counter to the desired cultural standards, what do we do?
CULTURE DRIVERS Leadership modeling Training Coaching Feedback system Rewards Removing barriers to performance Performance management systems
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These two components are vital in completing any project, whether large or small, in a fashion that brings pride and further vision to your tribe or department within your tribe. STRATEGY EXECUTION Project and Grant Planning For the espoused strategy to become a reality, it must be converted into packets of work called projects. Projects are the temporary initiatives that companies put into place alongside their ongoing operations to achieve specific goals. Executing Your Strategy, Morgan, Levitt and Malek The project is the true traction point for strategy execution. Grant work plans are a form of a project plan. Proper planning, from the beginning, is necessary for a project to run successfully and efficiently. Execution of your plan can be more easily implemented when you develop specific projects within your plan that allow for your organization to follow progress easily. "Tribes are often tempted to "chase grants" due to the great demand for services; however, if we take time to assess and establish a system to manage our current grants and programs, then, we can strategically move forward with more focus and success. Next, once you are able to define the grant goals and an objective, reporting requirements, etc., then accountability becomes manageable, this was made possible through Action Strategy. As the Tribal Executive Director the project management tool enabled me to monitor projects and successful milestones to share with the Tribal Council." Darlene Lee, Former Tribal Executive Director An ActionStrategy can help your organization develop more precise budgets and accountability tools that increase the efficiency of current grants but can also increase the possibility of being awarded more grants in the future. Government, private foundations, and non-government agencies will look more favorable at your grant proposal when your organization can provide more detailed accountability, project management, and plan reviews.
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FOUR PHASES OF PROJECT AND GRANT MANAGEMENT 1. Initiating Develop a clear SMART project vision Specific, Measurable, Accountability, Resources, and Timelines. 2. Designing Assess risk and design the project or work plan. 3. Execute Managing project. 4. Assessment - Close and evaluate. The following worksheet incorporates these phases into the development of an aligned project plan. For this example, we will develop a project plan for Developing a Tribal Strategic Plan. INITIATING - Understanding stakeholder needs: Identify the project (aligned with your strategy). List project stakeholders. Ex. tribal members, funders, staff, Tribal Council. Prioritize those who have the greatest stake in the projects success.
Project Develop a Tribal Strategic Plan (note: not very specific project definition. More detail added in next steps)
Stakeholders Who has a stake in the projects success Tribal members Tribal council Managers and staff Partners (federal and state agencies, funders)
Priority A A A B
For each key stakeholder group, assess their criteria for project success by asking As you think of the success of this project, what is most important? Prioritize ask the stakeholders to prioritize which features are most important. (1,2,3)
Stakeholder Needs Tribal Council (Sample) As you think of the success of this project, what is most important? Provides clear direction 2014-2019 Realistic based on our resources Strengthens our culture Completed by community meetings May 15 Visible to Council and Community Available for grant applications
Priority A B A A B C
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DESIGNING THE PROJECT PLAN 2. List potential risks that could undermine projects success. 3. Identify how (action) will you address each of the risks and who will own the response. Risk Assessment
Risk Lack of manager buy-in Get bogged down Not connected to real needs Response Involve each level in planning, feedback 2 month timeline clear expectations Stakeholder assessment, feedback meetings Owner Tribal Administrator TA/Dept. Managers Self-Governance Mgr.
a.Community Assessment
a. Phase
b. Task
Project Vision
b. Task
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4. Executing and Controlling Project and Grant Management a. What needs to be done and by whom? b. When does it need to be done? c. When will the process be reviewed?
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You can see how each is essential in creating an open, candid conversation about performance and strategic plan progress.
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4. 5.
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Dr. Elaine Gagn, Ed.D Dr. Gagn has been an organizational success and leadership results coach in a wide range of contexts for over 20 years. Elaine has taught at the MBA level at The University of the Pacific, Stockton, CA and EADA University, Barcelona, Spain (Coaching as a Management Style). She is the author of ENGAGE! Roadmap for WorkforceDriven Change in a Warp-Speed World (an award-wining organization development process) and co-authored Designing Effective Organizations, Traditional and Transformational Views. Elaine specializes in organizational assessment, design and change including: mission, vision, values, strategy; strategic alignment integrated accountability systems and scorecard development and performance tracking; executive coaching, leadership training. She has been an adjunct coach with the acclaimed Center for Creative Leadership since 2004.
For more information about ActionStrategy, please go to http://actionstrategy.org or email us at info@actionstrategy.net or call 307.220.8542.
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