Professional Documents
Culture Documents
Throughout its 67-year history, the Academy of Vocal Arts (AVA) has focused exclusively
on tuition-free advanced training, including performance experience, for young singers
showing the potential for careers in the world’s leading opera houses. The Interactive
Planning Approach was utilized for long-range strategic planning. Over 100 stakeholders
(faculty, students, managers, subscribers, donors, and board members), representing a
wide variety of interests, participated in a six-month effort to redesign the organization,
using professional facilitation and guidance. Since the plan’s adoption in 1997, a large
percentage of the designed actions have been implemented, including some of the most
ambitious and supposedly difficult to accomplish. As a result, the academy has advanced
its enrollment, programs, facilities, and endowment significantly. What follows is a
description of an organization’s participative planning effort and an examination of the
reasons for its success. Copyright # 2002 John Wiley & Sons, Ltd.
Copyright ! 2002 John Wiley & Sons, Ltd. Syst. Res.19, 331^338 (2002)
5. Design of implementation. This phase identifies no one is an expert on what ought to be; all
who should do what and when it should be value-based opinions are equally relevant.
completed. The process encourages thoughtful attitudes
6. Design of controls. This phase determines how and opinions and provides an opportunity to
to monitor these assignments and schedules put them into operation.
and to adjust for failures to meet the schedules 2. Agreement tends to emerge among partici-
or meet expectations. pants and other stakeholders. Within an
organization, disagreements often arise with
Interactive planning clearly differs greatly from
respect to means, not ends. The idealized
‘expert planning’, in which a series of projects
design process focuses on ends, not means,
and programs is based on the perceptions of a
and can incorporate tests of alternative means
few individuals considered to be experts. Con-
to reduce conflicts and disagreements.
trary to conventional planning, which is retro-
3. The idealization process forces those engaged
spective, interactive planning is prospective. In
in it to formulate explicitly their conception of
the former, planners are preoccupied with
organizational objectives. This opens their
identifying and removing deficiencies in the past
conceptions to examination by others and
performance, or at best in the forecast perfor-
thus facilitates progressive reformulation of
mance, of existing system components. Getting
the objectives as well as the development of
rid of what one does not want is not equivalent to
consensus.
getting what one wants; in fact, what results may
4. Idealized design aims to promote creativity; it
be worse than the deficiency removed. Contin-
encourages those participating to become
gency planning treats assumed possible futures
conscious of self-imposed constraints, hence
in the design process. Every issue is addressed
making it easier to remove them. It also forces
systemically, that is, by taking into account all the
reexamination of externally imposed con-
relevant interactions within the system and
straints that are usually accepted passively.
between the system and its environment. No
Ways of removing or evading them are
improvement in a part’s performance is planned
explored, often successfully.
unless it produces a demonstrable improvement
5. The process reveals that system designs
in the performance of the whole system.
and plans, each of whose elements appear
In interactive planning, the most important
to be unfeasible when considered separately,
product is the process, not the plan. Those who
can become feasible when considered
engage in it come to know the system planned
collectively.
for and to understand why it works as it does—
that is, interactive planning leads to holistic
treatment of the organization, with all its internal
and external interactions. THE APPLICATION
The vision prepared in ends planning may not
be attainable, but it must be continuously appro- In the discussion that took place, very early on,
achable. The vision is not utopian because it is between the management and the facilitation
subject to improvement over time. Therefore, it is team, the following decisions were made:
not a description of an ideal system, but of an
1. Because of numerous constraints, including
ideal-seeking system, the best one can conceive at
the deadline for grant applications to the
the time.
potential funding organization and the fact
The process of designing an ideal-seeking
that the board and the management were
social system usually brings about the following
steadfast in their commitment to the inter-
results:
active planning process, the ‘mess’ formula-
1. It facilitates the direct involvement of a large tion (situational analysis) phase was left out (it
number of those who hold a stake in the was limited to what was known by the
system. No special skills are required because organization at that time).
Copyright ! 2002 John Wiley & Sons, Ltd. Syst. Res.19, 331^338 (2002)
2. The ends planning phase would be done in participants (a tape on which Ackoff describes
one day, and more than 100 stakeholders his Bell Lab experience was used to set the
would be involved. stage for the transition from the first session to
the design segment).
Having made the decision to involve over 100
6. Every facilitator was to ensure that, during the
stakeholders in the ends planning, the team
design process, participants were not per-
made detailed preparations regarding the ‘requi-
mitted to say what they didn’t want; only
site variety’ in the mix of participants, the venue
what they did want. They were told speci-
(free use of the facilities of Deloite & Touch), and
fically not to dwell on the existing system,
the organization of the session (including having
as this was contrary to the stage-setting
four subgroups, as well as four facilitators who
caution that ‘the system was destroyed last
were familiar with the interactive planning
night’. They were told that they were free to
process and the systems-thinking paradigm
replace the existing system with whatever
and, specifically, skilled in preparing and assist-
they wanted, right at that time.
ing the participants to become designers for a
7. The commitment to specific design elements
day).
was to be delayed until participants had
In addition, a number of preparatory sessions
developed appreciation for everyone’s con-
among the facilitators resulted in these subse-
tribution. Emphasis would be placed on the
quent agreements (ground rules):
interrelationships among issues, and every-
1. Facilitators were free to exercise their own one would have the opportunity to modify
judgment as to how they would facilitate the their views in light of what they learned from
dynamics of the group they were moderating one another (Schön, 1992, p. 3).
(usually it is the same as the organization for
any group event, mostly directing the flow of The session began with introductory remarks by
the session in meeting its objectives), with the executive director and a brief explanation,
the goal of providing equal opportunity for made by one of the facilitators, of the planning
participation, consensus building, and an objectives, the nature of the engagement, and the
entertaining experience. proposed phases that would lead to achievement
2. Participants were encouraged to share ideas of the day’s objectives. The introduction led
rather than debate them, and there was room directly into the first session, which focused on
for everyon to contribute. All contributions discussing the current reality and lasted about an
were recorded on large sheets of paper that hour. Just before the break, the tape in which
were hung on the walls of the breakout rooms. Ackoff explains his experience with redesigning
Doing so provided a sense of progress and the telephone system at Bell Labs was played.
allowed the facilitators to be perceived as This tape set the stage for what was to follow, i.e.,
resource people present to assist rather than to asking the participants to become creative
direct the design activity. (through discontinuous thinking) and to design
3. Every session ended by allowing participants their ideal system. Thereafter, the large group
to reflect on what had been contributed thus was broken up into four smaller groups, and a
far. This allowed for evaluation and greater facilitator was assigned to each group for the
awareness of the values and ideals expressed purpose of starting the work of idealizing the
by the whole group. future of AVA. The first design session was to
4. The first hour of the session was spent on last until the lunch break.
participants speaking about the current At the break, the facilitation team and the
reality as it applied to the organization and members of management got together to see
its relevant business environment (usually how the groups were doing and whether there
becoming a sort of a whining session). were problems that had to be dealt with (Schön,
5. The design session was started by creating a 1983). In the discussion that ensued, it became
‘discontinuity’ in the thinking process of the clear that there were some people who were
Copyright ! 2002 John Wiley & Sons, Ltd. Syst. Res.19, 331^338 (2002)
uncomfortable with the format and really had The mission of the ‘new’ organization, as
difficulty in understanding the task at hand and synthesized and approved by the planners, read
its overall relevance. In addition, some groups as follows:
had individuals who were trying to dominate the
The mission of the Academy of Vocal Arts is to
discussions, and a few were presenting them-
be the world’s premier institution for training
selves as experts and trying to tell the fellow
young artists for careers as international opera
designers what to do.
singers. AVA operates by:
As is typical with such work, some partici-
pants had difficulty in understanding the role of
* accepting only the highest-quality resident
the facilitators. It was hard for them to dis-
artists,
tinguish the facilitators from consultants, who
* providing each artist with a full-tuition and
typically have the task of listening to clients and
fellowship award,
designing solutions. It was agreed that the
* presenting the resident artists in concerts,
facilitation team would continue to play their
oratorios, and in fully staged professional
role by recording all the contributions, provok-
opera performances,
ing critical discussion of each point, and trying to
* making performances accessible to a wide
stimulate the group by occasionally asking
community.
for clarification that would generate further
contributions. Next, AVA developed a description of what it
One group, in particular, reported a case of would be now if it could be whatever it wanted,
near conflict and polarization. The facilitator without any internal (but with externally
dealt with this situation by reframing the issue imposed) constraints. The planners sought to
and taking it out of an ‘either/or’ formulation, envision a system in which all the stakeholders
showing that once the issue is reframed the two could achieve their objectives for AVA.
design ideas become complementary in an ‘and’ When the vision was completed, the parti-
relationship, creating a strong synergy between cipants identified the gaps between the vision
them. and what was then the current reality and
Every group was asked to have its work formulated a set of comprehensive strategic/
reviewed during the plenary session in the after- tactical actions to approximate its vision as
noon. They were told to have a reporter who closely as possible. Over the next five months, a
would present their work in the plenary (some number of teams, each chaired by a member of
chose to have a subgroup present in the plenary). the board’s Long-Range Planning Committee,
Every group was encouraged to consider the proposed actions geared toward closing the
plenary session as an ‘idea’ market and to ‘borrow’ gap and realizing the plan. The recommenda-
ideas from one another. Each group was given 15 tions were reviewed and revised by the
minutes to present and answer a limited number full committee, which then constructed a
of questions. After the first plenary session, the strategic plan for review and adoption by the
groups were sent back to complete their work in board.
view of what they had learned from the others and Some of the planned actions were innovative
then asked to come back to the final plenary and new. Many, perhaps most, of the actions
session in a couple of hours. selected for inclusion in the ultimate plan had
After the afternoon break, the groups returned been thought of by various participants for a
and presented what they considered to be their considerable time, but they either lacked, or
idealized design of AVA. As the presentation thought they lacked, the authority and resources
was in progress, it became apparent that there to pursue them. In particular, through dialogue
was a lot of similarity in the four designs and facilitation, the planning process enabled
presented. Once the presentations were com- participants with a strong vision for the organi-
pleted, the facilitation team, in a participative zation to inspire and influence others whose
manner, synthesized the four designs into one. support was critical.
Copyright ! 2002 John Wiley & Sons, Ltd. Syst. Res.19, 331^338 (2002)
Copyright ! 2002 John Wiley & Sons, Ltd. Syst. Res.19, 331^338 (2002)
who had participated in the planning process * The power was redistributed. (‘The board
were asked by the authors2 to describe the high altered its role, executives altered their role
and low points in AVA’s life and to list the and so did the staff.’)
contributing factors. * The objectivity of the facilitators was impor-
The majority of respondents considered the tant for the process. (‘Researchers were not
interactive planning process to be a highpoint in paid and had no axe to grind.’)
the life of the organization and to have had a * The process had a positive effect on content.
positive impact on its operations. Analysis of the (‘[For] everybody in the room, the process
responses generated and the follow-up questions affected you personally.’)
revealed the following themes:
It became apparent that, although inspired
* Interactive planning produced a radical discoveries are often attributed to talented
change in AVA by involving all the stake- individuals, it is more often the case that the
holders in the planning process and by planning team creates the solutions (Northcraft
changing their understanding of the organiza- et al., 1990, p. 302). The combined intellects of
tion and its environment. (‘Board members team members, often representing different
understood who the students were.’) disciplines, can create an intellectual environ-
* Multiple perspectives were brought to bear on ment in which truly new ideas emerge. The
the decisions. (‘They even heard from the important thing is to provide the right mix of
students.’) experience and skills so that the combined
* The interactive planning process created a knowledge and understanding of the individuals
critical mass of people behind the plan. (‘It got can be focused on the problem. Realistically, this
everybody on the same page.’) condition is made possible by the interplay
* The dynamics among the stakeholders among the different factors, such as the partici-
improved. (‘One idea sparked another idea.’) pants, venue, facilitators, and the catalyzing
* AVA became proactive. (‘Some of the ideas effect of the interactive planning process itself.
were floating around for some time.’) Clearly, the outcome of the participative
* The list of topics open to discussion widened. interactive planning process may be affected by
(‘People who want to do things were able to a set of factors peculiar to the social system in
get a hearing.’) question. However, despite the idiosyncratic
* The faculty came to understand why fund- features of each intervention and the special
raising is important. characteristics of the organization involved,
* The organization was successful in meeting certain processes are generic, contributing to
the objectives. (‘Buying the building next door success in all such applications of interactive
was a great achievement.’) planning.
There was a subsequent probing of the respon-
dents to obtain a deeper assessment of the
impact. Additional themes came to light: CONCLUSIONS
* A consensus was created around the vision.
The best way to ensure that the design will serve
(‘Elements of the vision became enriched
the organization’s purpose is to include as many
while there was a buy-in from the partici-
stakeholders as feasible in formulating that
pants.’)
design. Hence, the success of a design is related
* The organization became empowered to do
directly to stakeholder participation in its devel-
things. (‘People who wanted to do something
opment. But stakeholder participation by itself
were legitimated and energized; for years we
will not guarantee the commitment that was
wanted to buy the building next door.’)
created in this project. Participants need an
2
One of the authors has been a ‘participant observer’ throughout the
environment that nurtures talent, they need
process. a way to communicate across professional
Copyright ! 2002 John Wiley & Sons, Ltd. Syst. Res.19, 331^338 (2002)
boundaries, and they need leadership. They also calls organizational development and transfor-
require the capacity to integrate the skills and mational leadership. Transformational leader-
ideas that generate success. An effective facilita- ship requires the ability to encourage and
tion can do a great deal to make all this possible. facilitate the formulation of an inspiring vision,
The planning process positively affected the but it also requires the ability to implement
ongoing social processes in AVA, specifically pursuit of that vision. ‘Inspiration without
interactions among individuals, as well as implementation is provocation, not leadership.
decision-making, policies, norms and values, Implementation without inspiration is manage-
attitudes, authority, and responsibility. ment or administration, not leadership.’
The interactive planning process increased Judging from the continued success enjoyed
enthusiasm and commitment. Most importantly, by AVA, one could conclude that the leadership
it increased the level of motivation among the and process required to accomplish an organiza-
stakeholders by empowering them (Blanchard, tional transformation have been provided—
1996, p. 90). It gave them the opportunity to through enabling inspiration and then imple-
redesign their future, and thus AVA’s future, menting the plan.
based on the desires of all parts of the organiza-
tion. The stakeholders thus owned the plan.
By increasing their interest in AVA’s future, REFERENCES
the stakeholders were motivated to advance the
development potential of the organization of Ackoff RL. 1999. Re-Creating The Corporation: A Design
which they are a part. Thus, their role in the of Organizations for the 21st Century. Oxford Uni-
design process increased their concern for the versity Press: Oxford.
Allen W. 1999. Participatory Planning and Manage-
future welfare of the AVA, which was closely
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sequently, it could be said that the opportunity
Blanchard K. 1996. Empowerment takes more than a
to design a future for AVA and then to work Minute. MJF Books: New York; 90.
toward its realization instilled in the stake- Harkins P. 2001. How to use powerful conversations to
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mitment as the major outcome of the participative Roth WF. 1997. Going all the way with empowerment.
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(Harkins, 2001, p. 46) writes: ‘Trust begins with Schön, DA. 1992. Designing as reflective conversation
candor. It is expanded when people are clear with the materials of a design situation. Knowledge-
with each other. It is as simple as following Based Systems 5(1): 131–148.
through on what you say you will do.’ Wilcox D. 1994. The Guide to Effective Participation.
Change of paradigm together with building Partnerships Online, UK. http : ==partnerships:
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