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Annual Strategic Planning Process
Annual Strategic Planning Process
An Annual Strategic Planning Process is essential for aligning the team, setting clear goals, and ensuring long-term sustainability at Joyful Journey Occupational Therapy.
The following Annual Strategic Planning Process is tailored for Joyful Journey Occupational Therapy, structured in 6 stages and designed to be completed over 4–6 weeks each year (ideally around September–October to plan the following year).
🧭 Stage 1: Pre-Planning & Data Gathering (Week 1)
🧭 Stage 1: Pre-Planning & Data Gathering (Week 1)
Purpose:
Purpose:
Gather insights and data to inform meaningful, evidence-based decisions.
Key Tasks:
Key Tasks:
Review previous year’s:
Strategic goals and outcomes
Financial performance (budget vs actual)
Client growth, retention, cancellations
Team engagement and retention
Referral data and waitlists
Client satisfaction/feedback trends
Conduct:
Team pulse survey (on wellbeing, culture, barriers)
Client/parent survey (optional)
Referrer feedback (targeted or general)
Audit:
NDIS compliance status
Policy and process gaps
Progress on continuous improvement register
💡 Stage 2: Reflect & Realign (Week 2)
💡 Stage 2: Reflect & Realign (Week 2)
Purpose:
Purpose:
Review your vision, values and purpose. Reflect on alignment across operations and team.
Key Tasks:
Key Tasks:
Leadership meeting to review:
Vision, mission, values – are they still relevant?
Culture check-in – how aligned is the team?
SWOT analysis (Strengths, Weaknesses, Opportunities, Threats)
Review trends in the NDIS, paediatrics, or local area to anticipate changes
Discuss current business structure – what’s working, what’s not?
🎯 Stage 3: Define Strategic Priorities (Week 3)
🎯 Stage 3: Define Strategic Priorities (Week 3)
Purpose:
Purpose:
Set clear focus areas for the year ahead, aligned to values and realistic growth.
Key Strategic Domains (customisable):
Key Strategic Domains (customisable):
Clinical Excellence
Team Development & Wellbeing
Client Experience
Operational Systems
Leadership & Succession
Sustainable Growth & Impact
Key Tasks:
Key Tasks:
Choose 3–5 Strategic Priorities for the year (e.g. “Improve onboarding to reduce cancellations” or “Expand school-based service offering”)
Assign a "why", a champion, and a metric for each
Brainstorm potential risks or blockers
📅 Stage 4: Set SMART Goals & 90-Day Milestones (Week 4)
📅 Stage 4: Set SMART Goals & 90-Day Milestones (Week 4)
Purpose:
Purpose:
Break priorities into actionable, time-bound steps.
Key Tasks:
Key Tasks:
Translate each Strategic Priority into 1–3 SMART goals
Break SMART goals into 90-day action plans (i.e. Q1, Q2, Q3, Q4)
Assign team members to lead/own each goal
Plan capacity and resource needs (e.g. training, software, new hires)
📣 Stage 5: Team Alignment & Launch (Week 5)
📣 Stage 5: Team Alignment & Launch (Week 5)
Purpose:
Purpose:
Ensure the whole team understands and feels connected to the direction.
Key Tasks:
Key Tasks:
Present the Annual Plan in a Team Strategy Meeting
Share a 1-page Strategic Plan Summary with visuals
Host collaborative sessions to:
Invite feedback
Connect daily roles to strategic goals
Foster ownership and excitement
Upload the strategy to Teams (overall plan document) and Asana (assigned tasks) for easy access
🔁 Stage 6: Review & Rhythm Setup (Week 6)
🔁 Stage 6: Review & Rhythm Setup (Week 6)
Purpose:
Purpose:
Establish a rhythm of accountability and progress tracking.
Key Tasks:
Key Tasks:
Schedule:
Quarterly Strategic Check-Ins
Monthly Leadership Reviews
Assign a "Strategy Champion" to keep things moving
Decide how team updates will be shared (e.g. monthly meetings or Teams posts)
✨ Outputs of the Process
✨ Outputs of the Process
✅ 1-Year Strategic Plan (visual and detailed)
✅ SMART goals and quarterly milestones
✅ Updated org chart and leadership roles (if needed)
✅ Documented risks and mitigation strategies
✅ Team alignment and communication plan
Decision-Making Authority Guide
Decision-Making Authority Guide
Purpose: To clarify who can make which decisions, under what conditions, and how decisions should be escalated.
✅ Key Roles
✅ Key Roles
Director (Full-Time): Hannah Lees
Acting Practice Manager: Cherie Farnsworth
Senior OT (Clinical Lead): Kaity Eedy
🧑⚕️ Clinical Decisions
🧑⚕️ Clinical Decisions
Decision: Allocation of new clients
Full-Time Role: Hannah or Kaity
Leave Protocol: Kaity
Decision: High-risk client escalation (e.g. safety, abuse)
Full-Time Role: Hannah
Leave Protocol: Kaity + consult Cherie if service risk
Decision: Service model changes (e.g. school visits, telehealth)
Full-Time Role: Hannah
Leave Protocol: Kaity – consult Cherie if staffing/financial impact
Decision: Clinical resource purchases (<$300)
Full-Time Role: Kaity
Leave Protocol: Kaity
Decision: Client complaint response (tier 1)
Full-Time Role: Cherie - consult Kaity if clinical in nature
Leave Protocol: Cherie - consult Kaity if clinical in nature
Decision: Complex client complaints or NDIA disputes
Full-Time Role: Hannah
Leave Protocol: Cherie (inform Hannah in monthly check-in)
💼 Operational & Staffing
💼 Operational & Staffing
Decision: Rostering & calendar management
Full-Time Role: Cherie
Leave Protocol: Cherie
Decision: Staff leave approval
Full-Time Role: Cherie
Leave Protocol: Cherie
Decision: Hiring casual or temp cover
Full-Time Role: Hannah
Leave Protocol: Cherie (check with Hannah if >3 months)
Decision: Managing performance issues (minor)
Full-Time Role: Cherie
Leave Protocol: Cherie
Decision: Performance management (serious)
Full-Time Role: Hannah
Leave Protocol: Cherie (consult Kaity and HR advisor)
Decision: Conflict between team members
Full-Time Role: Hannah or Cherie
Leave Protocol: Cherie
Decision: New staff onboarding
Full-Time Role: Cherie
Leave Protocol: Cherie
Decision: Supervision structure
Full-Time Role: Hannah
Leave Protocol: Kaity
Decision: Deciding on new PD opportunities
Full-Time Role: Hannah
Leave Protocol: Kaity (consult Cherie if >$500 pp)
📊 Financial & Business
📊 Financial & Business
Decision: Approving purchases < $300
Full-Time Role: Kaity (clinical) or Cherie (other)
Leave Protocol: Kaity (clinical) or Cherie (other)
Decision: Approving purchases $300–$1000
Full-Time Role: Hannah
Leave Protocol: Cherie
Decision: Purchases > $1000
Full-Time Role: Hannah
Leave Protocol: Cherie (consult Hannah monthly if non-urgent)
Decision: Payroll processing
Full-Time Role: Hannah or Bookkeeper
Leave Protocol: Bookkeeper + Cherie
Decision: NDIS pricing updates
Full-Time Role: Hannah
Leave Protocol: Cherie (check with Plan Manager/NDIS line)
Decision: Budgeting and forecasts
Full-Time Role: Hannah
Leave Protocol: Pause until return (or consult Hannah/accountant if urgent)
Decision: Booking external services (IT, legal, repairs)
Full-Time Role: Cherie
Leave Protocol: Cherie
Decision: Insurance renewals
Full-Time Role: Hannah
Leave Protocol: Cherie (notify Hannah if major changes)
🧾 Compliance & Risk
🧾 Compliance & Risk
Decision: Incident response & reporting
Full-Time Role: Cherie
Leave Protocol: Cherie
Decision: Mandatory reporting (child safety etc.)
Full-Time Role: Hannah
Leave Protocol: Kaity
Decision: NDIS audit prep or inquiries
Full-Time Role: Hannah
Leave Protocol: Cherie (inform Hannah)
Decision: Policy review & approval
Full-Time Role: Hannah
Leave Protocol: Cherie (mark for review on return)
Decision: Serious service breach
Full-Time Role: Hannah
Leave Protocol: Cherie (call Hannah)
📣 Communication & Branding
📣 Communication & Branding
Decision: Social media posts
Full-Time Role: Kaity
Leave Protocol: Kaity
Decision: Website updates
Full-Time Role: Hannah
Leave Protocol: Kaity
Decision: New service promotions
Full-Time Role: Hannah
Leave Protocol: Kaity (must align with goals set pre-leave)
Decision: Referrer relationships
Full-Time Role: Hannah or Cherie
Leave Protocol: Cherie
Decision: Public/media statements
Full-Time Role: Hannah
Leave Protocol: Cherie (consult Hannah)
📌 Escalation & Communication Protocol (While on Leave)
📌 Escalation & Communication Protocol (While on Leave)
Situation: Serious incident, complaint, legal or media issue
What to Do: Cherie to phone/text Hannah immediately
Situation: Financial decision > $1000
What to Do: Include in monthly check-in summary
Situation: Questions not covered in this guide
What to Do: Use best judgment, consult each other, document decisions in Teams
Risk Management Framework
Risk Management Framework
🌟 Purpose
🌟 Purpose
To identify, assess, manage, and monitor risks that may impact the safe, effective, and ethical operation of Joyful Journey Occupational Therapy, ensuring continuous service delivery and alignment with our values and legal obligations.
📋 Scope
📋 Scope
Applies to all areas of the business, including:
Client services and clinical care
Workplace health and safety (WHS)
Team wellbeing and staffing
Information security
Financial sustainability
Legal and regulatory compliance
Business continuity
🧱 Risk Management Principles
🧱 Risk Management Principles
We commit to:
A proactive rather than reactive approach to risk
Embedding risk awareness into daily practice
Ensuring staff are empowered to identify and report risks
Regular review of all risks and controls
Documenting and monitoring all risks via a central risk register
🔄 Risk Management Cycle
🔄 Risk Management Cycle
We follow a 5-step cycle based on ISO 31000:
1. Identify
1. Identify
What could go wrong?
Who or what could be impacted?
When, where, and how could it happen?
2. Assess
2. Assess
Use a Risk Matrix to assess:
Likelihood (Rare to Almost Certain)
Consequence (Insignificant to Catastrophic)
Determine the Risk Rating (Low / Medium / High / Extreme)
3. Control
3. Control
Determine current controls (what are we already doing?)
Identify if more controls are needed (preventive or reactive)
Assign responsibility and due dates
4. Monitor & Review
4. Monitor & Review
Review active risks at quarterly leadership meetings
Team to report emerging risks via a standing meeting agenda item
Update risk register as changes occur
5. Respond
5. Respond
Implement corrective actions
Communicate updates with relevant stakeholders
Learn from near misses or incidents
🗂️ Risk Categories & Example Risks
🗂️ Risk Categories & Example Risks
Category: Clinical
Example Risks: Unsafe therapy practice, poor documentation, missed mandatory reports
Controls/Strategies: Supervision, shadowing, documentation audits, policies, training
Category: Client Experience
Example Risks: Long waitlists, communication delays, complaints
Controls/Strategies: Intake triage, admin workflows, feedback system
Category: WHS
Example Risks: Injury during home visits, COVID exposure
Controls/Strategies: PPE policy, risk assessments, lone worker protocol
Category: Workforce
Example Risks: Burnout, unplanned staff leave, poor team morale
Controls/Strategies: Wellbeing plan, supervision, regular check-ins
Category: Data & IT
Example Risks: Breach of privacy, system outage, lost records
Controls/Strategies: MFA, Splose, backups, access controls
Category: Financial
Example Risks: Cash flow issues, delayed NDIA payments
Controls/Strategies: Budgeting, invoice monitoring, reserves
Category: Compliance
Example Risks: Missed audits, outdated policies, not meeting NDIS standards
Controls/Strategies: Annual review calendar, staff training, external reviews
Category: Reputation
Example Risks: Negative reviews, poor stakeholder relationships
Controls/Strategies: Complaint process, referrer comms plan
Category: Business Continuity
Example Risks: Leadership leave, office closure, natural disaster, death
Controls/Strategies: Succession plan, WFH policy, cloud-based systems
📣 Training & Communication
📣 Training & Communication
Staff trained on identifying and reporting risks
Risk discussions included in onboarding, team meetings, and supervision
Escalation protocol included in handbook and JJOT Intranet
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