Sultan Qaboos University

College of Arts

Department of Information Studies

Title of the study:

Goals grid as a tool for strategic planning

Student prepare / Rashid Ali Rashid Al Hinai.

Student ID / 99 872

Supervision / D. Khalfan Al Hajji.

This research been prepared to meet the requirements course

English Readings in Library and Information Science (INFO 6220)

Goals grid as a tool for strategic planning

Rashid Ali Rashid Al Hinai

Sultan Qaboos University, Muscat, Sultanate of Oman

Abstract

Purpose – The purpose of this paper is to identify the goals grid model and how

this model can be applied in strategic planning process at the main library in Sultan

Qaboos University.

Design/methodology/approach – A research framework was designed to explore

various steps of the method of planning model of goals grid through the matrix

design specific to draft goals that is seeking library for inclusion in the strategic

planning process, was applied in four departments: Department of periodicals,

indexing, and collections in main Library of Sultan Qaboos University. Process of

analyzing the goals that have been drafted by the departments and discharged in a

single matrix.

Findings – The results indicate that the process of strategic planning goals grid

model have not been applied previously the main library at Sultan Qaboos

University, due to lack of knowledge of this model of planning. Goals grid was

derived by arraying "Yes" and "No" states in relation to "Have" and "Want"

conditions.. The process of planning goals grid model depend on: (Preserve,

achieve, avoid, Eliminate), which precedes the strategic planning process that is

used: strengths, weaknesses, opportunities and threats (SWOT).

Originality/value – This research fills part of the gap that exists in the strategic

planning of goals grid model. It is the first study shedding light on the application

of goals grid in main library of Sultan Qaboos University in Oman.

Keywords - Goals grid, Objectives, Goals, Strategic planning, Academic libraries.

Paper type - Research paper

1- Introduction

Strategic planning in general differs from person to another, or organization to

another, and from library to another as well. Depends strategic planning distinction

the institution through the vision, mission, goals and objectives identified, and

these are the elements of strategic planning in any organization (Obaid, 2009). This

study will be focused for goals and objectives and how determined and planning

for them. So the next step is to identify the gap between the reality of planning is

currently being used, and how it will be through the use of goals grid model;

therefore wonder what is the appropriate way to identify and clarify and analyze

the goals and objectives that the Foundation seeks to achieve? To answer the

question we will discuss briefly goals grid model based on four themes: (the

investigation, conservation, exclusion, and avoidance), and these axes are very

close to the system analysis SWOT focused on internal factors (strengths and

weaknesses) and external factors (opportunities and threats), but access to the

strategic objectives should not begin with a SWOT analysis, but it starts by using a

goals grid model because they matrix is simple and easy to understand based on

two key dimensions through the following two questions: Do we want to? Do we

have? The answer to them is yes/ no (Nickols and Bergholz, 2004).

2 - The problem of the study and objectives:

Strategic planning in our era of advanced studies in the field of management of

institutions. Strategic management is the perception of visions of the future of the

institution and its mission and determine the fee goals and clarify the objectives for

the ability to make right decisions in strategic, review and evaluation. The good

performance and efficiency of information institutions come through strategic

planning, which passes through several stages, through the work of programs that

enable these institutions to play their role to the fullest. This study aims to

determine the appropriate application goals grid model through strategic planning

to identify and clarify and analyze the goals and objectives of Sultan Qaboos

University Library through the experience of this model, so the problem is

determined to study in the following questions:

1. What a concept goals grid model as a model of strategic planning models?

2. What impediments planning goals grid model in Sultan Qaboos University

Library?

3. What benefits, which calls for the application of goals grid model in

planning process?

4. How can use the goals grid in the strategic planning process, and can be

applied?

3- Terminology of the study:

Strategic Planning: comprehensive scientific process based on foreseeing the

future, and realize the variables associated with the internal and external

environment of the institution, aims to move from the current situation to the

situation hoped that meets the requirements of overall quality (Aldignee, 2006).

Goals: A goal is a desired result a person or a system envisions, plans and commits

to achieve a personal or organizational desired end-point in some sort of assumed

development. Many people endeavor to reach goals within a finite time by setting

deadlines (Wikipedia, 2013).

Objectives: Objectives are like Sergeants. They take their directions from Generals

(Goals). Each objective exists solely in support of the goal.

4- Literature review:

By searching in databases available in main university Library, and by searching

the Internet of Google Scholar and other engines researcher found that the subject

of strategic planning for institutions information received a fair amount in English,

but the subject of strategic planning for the goals grid model the researcher find

only four studies on this topic and all of these studies the author Nichols, two of

them jointly with Berghols and Ledgerwood, the following is a presentation of

these studies:

Nickols study (2012) entitled: The goals grid: A tool for clarifying goals and

objectives. This paper presents a prominent tool for use in the development and

identifying and clarifying the goals and objectives. They are useful in the process

of strategic planning. It also discusses the clarity of objectives in complex systems.

goals grid are simple and easy to use tool for the development and clarity of

purpose and provides a structure for the study the multi-dimensional nature of the

decisions and the actions that are being contemplated in any regulatory framework.

Also provides a structure for the analysis of patterns of development of goals and

objectives. Goals grid helps to answer some questions:

1. As a result of the reorganization, what do you hope to achieve?

2. In the context of the reorganization, which may want to save it?

3. In the context of the reorganization, why would we want to make sure to

avoid it?

4. What, if anything, we are hoping to reorganize will eliminate?

Hajji study (2010) entitled: Strategic management and planning practices in

academic libraries in Oman, study aims to verified the extent to which the strategic

management and the roles of planning and the principles adopted in the university

libraries in the Sultanate of Oman, and the objectives of the study examined the

following aspects of strategic management: The views in strategic management,

methods of strategic analysis, and strategic planning processes, and performance

measures. They used interviews to collect data in six universities, the study

concluded that management and strategic planning is still in its infancy.

Nickols & Ledgerwood study (2006) entitled: The Goals Grid as a Tool for

Strategic Planning, Uses of goals grid are multiple to provide benefits to the

strategic planning process, even as an alternative to a conventional SWOT

analysis. The four basic categories of goals making up the Goals Grid are Achieve,

Preserve, Avoid, and Eliminate. The Goals Grid is not only simple and easy to use,

it is also flexible, it can be applied in several ways.

Nickols & Bergholz study (2004) entitled: The Goals Grid, This study focuses on a

practical tool for helping develop goal clarity. "The Goals Grid is a simple 2x2

matrix that was originally developed to help a client through the goal-setting

portion of a 5-year corporate planning effort. The Goals Grid prompts people to

think through their goals in an organized way from four perspectives - achieve,

preserve, avoid, and eliminate. One interesting and often illuminating "political"

exercise is to assemble a list of goals (your own or someone else's), classify them

in terms of the 4 quadrants making up the Goals Grid, and then look for patterns in

the way in which the goals are distributed among the 4 quadrants".

5- Methodology:

This is a qualitative study used model to design goals grid model of strategic

planning. The adoption of this model to explore in depth the process of strategic

planning in the main library of Sultan Qaboos University. Embed the main library

at Sultan Qaboos University in this study; to see how the possibility of applying

the goals grid model in strategic planning. Thus the possibility of out to

recommendation to the management of the library for the application of this model

in the future. Therefore they designed model and distributed to some department

heads of the library in order to experience the possibility of its application or not.

6- Discussion of findings:

1. Concept goals grid model:

Goals grid are simple table consisting of two rows and two columns constructed by

examining the Yes and No answers to two very basic questions: (1) Do you want

something? (2) Do you have it? (Nickols, 2012) (see Figure 1) was developed in

order to assist Organizing planning process to determine which targets Foundation

seeks to preserved, to achieved, avoided, and eliminated can be identified by the

following questions:

1. What do you need to Achieve?

2. What do you need to Preserve?

3. What do you need to Avoid?

4. What do you need to Eliminate?

Figure (1) The goals grid

If you want something, but not have (Y/N) your aim to Achieve.

If you want something, and you have it (Y/Y) your aim to Preserve.

If you do not want something, and you have it (N/Y) your aim to Eliminate.

If you do not something, and not have (N/N) your aim to Avoid.

"The Goals Grid useful tool in achieving goal clarity. It prompts us to think about

our goals and objectives in an organized fashion and from four different

perspectives. This kind of structured, organized thinking about the aims and effects

of our decisions and actions is particularly helpful in large, complex organizations

where, as one wag said, "Everything affects everything else"" (Nickols, 2012).

ACHIEVE, PRESERVE, AVOID, and ELIMINATE – these are the four basic

categories of goals making up the Goals Grid (Nickols & Ledgerwood, 2006).

2. Impediments planning goals grid model:

Strategic planning, like other administrative processes faces numerous

impediments These impediments are summarized as follows (Aldignee, 2006; Al

Shuwaikh, 2007):

1 - Regulatory impediments: lack of information, human talent, the complexity of

the procedures, the lack of clarity of objectives, time constraints, and dictatorship.

2- General impediments: lack of accuracy of the data and information, the negative

trends toward goals work, lack of correct forecasts and assumptions, reliance to

external parties to put goals, failure to follow the correct steps in setting goals, and

lack of clarity in the planning responsibilities.

From the perspective of the researcher believes that there are other impediments

are:

1. Set goals is appropriate to the circumstances or the purpose or mission of the

organization.

2. Set goals unattainable any Organization is unable to achieve them.

3. Greater attention toward one type of goals either quantitative or qualitative.

4. Develop a system of incentives hindering the process of setting goals.

3. Benefits of goals grid model in planning process:

It is simple, easy to use, and flexible, Among the benefits as well as (Nickols &

Ledgerwood, 2006):

1. The effective analysis tool for participants in strategic work and strategic

planning on long-term

2. Coordination among the participants in the planning and help them to put the

right strategic direction for the organization's goals

3. A means of a consensus on what should be achieved in the future of the

organization

4. Monitor progress in logical thinking to develop goals and decision-making

about (achieve, preserve, avoid and eliminate)

5. Enrich the debate on the analysis of services, products, programs and

direction of the organization

6. Providing rapid and continuous assessment to harmonization between

individual and organizational values posed by participants in planning

7. Advantages over than SWOT because of the simplicity and flexibility in the

available information

8. Compatibility between the responses of individual and group discussions

because it was better discussed

9. " Allows comparison of the “fit” between a completed Goals Grid for an

organization and one prepared for a single goal, project, program, or

decision"

10. "Most of all, the Goals Grid is a very effective, practical, engaging, and

efficient activity for an organization’s board, committee, task force or

project team to use in the course of strategic planning."

4. Use the goals grid in the strategic planning process, and applied:

One of the main products in any strategic planning process is a set of strategic

goals and objectives. The goals grid a strategic planning tool useful and flexible.

Listed below are some of the many uses:

1. Push/ guide and facilitate discussion in order to identify goals and objectives

2. Documenting the results of such discussions

3. Provide a visual means of organizing goals and objectives

4. Clarify the classification and analysis of an existing set of goals and

objectives.

The other purpose of this is to illustrate the flexibility, utility and value the goals

grid through described some of the different ways that you can use (Nickols &

Ledgerwood, 2006).

Setting goals and objectives

As the structure suggests of goals grid, there are four basic categories of goals and

objectives: preserved, achieved, avoided and eliminated . This can be used as a

framework for generating structure goals and objectives. Here are two different

sets of questions that can be used for this purpose.

From a strategic perspective:

1. What do we want and we do not have? (Achieve)

2. What do we want to keep? (preserve)

3. What we do not have and do not want? (Avoid)

4. What we do not want and we have? (Eliminate)

Clarify the goals and objectives

Previous questions help in identifying or generating goals and objectives. Another

use of the goals grid is to clarify the goals and objectives. It is as you have a part of

the initial strategic plan you are considering re-organize your special section or

sections or institution. Structural of Goals grid can be used to formulate a set of

questions useful in clarifying the goals and objectives of the reorganization. See

the list below:

1. As a result of the reorganization, what do you hope to achieve?

2. In the context of the reorganization, what do you want to save?

3. In the context of the reorganization, what do want to avoid?

4. In the context of the reorganization, what do want to eliminate?

Previous set of questions show how the goals can be used to illustrate the desired

results from a particular course of action or another initiative.

The good thing in goals grid you are a non-binding for the questions presented

here. Feasibility of the goals as a tool lies in the ease with which you can adapt to

suit your circumstances.

In other words, playing with the framework of the goals grid used to formulate

questions in different ways, using different words in order to study this issue from

different angles (Nickols & Ledgerwood, 2006).

Analysis goals and objectives

The use of goals grid is to serve as a check on the basis of inclusiveness and

distribution of a particular set of goals and objectives. You can assign to each goal

on the appropriate quadrant. When you have finished, you have a visual set of

goals and objectives that enables you to search for patterns.

Experience applying the goals grid model

Experience possibility of applying the goals grid model in some departments of the

Sultan Qaboos University Library included: Department of periodicals, indexing

and collections through the Annex study model. The researcher explain the model

from the heads of these departments. In this model annex some of the goals that

have been formulated by the heads of these departments (see Figure 2).

Goals grid as a tool for strategic planning

Goals are placed in each box by answering the question on each of them:

1. What do you want, and do not have? >>> working for (achieved)

2. What do you want, and we have? >>> working for (preserve)

3. What we do not need, and do not have? >>> working for (avoided)

4. What we do not need, and we have? >>> working for (eliminate)

7- Conclusion

Goals grid are simple and easy tool to use to develop and clarity of purpose. Goals

grid provide the structure to examine the multi-dimensional nature of the decisions

and actions that are being contemplated in any regulatory framework. Goals grid

provides a structure for analyzing patterns in the goals and objectives and to detect

potential conflicts with the goals and objectives of others. To sum up the network

targets help to answer some very basic questions:

1. What is the result we have reached / what we have now?

2. Do we have all the included bases?

3. What do you aspire to?

4. Do we think enough of this subject?

5. How we can linked different goals and objectives to each other?

6. What evidence tell us about the possibility of existing risk?

7. Are we in a conflict with others?

May be the information that received in this study are few, and this is due to a lack

of studies on this subject, and, as noted in previous studies the goals grid topic has

not been consumed much. Only by Nickols and two studies in conjunction with

other researchers.

DO YOU HAVE IT? Yes NO

Preserve (ا)حفظ

Build a group of electronic sources

(periodicals, database, books .. etc.) to

multi themes

Transition from a paper-based

environment to a digital environment

Delivery of information to the

beneficiary at any time and wherever

cataloging and classification of

periodicals

Maintaining the personnel departments,

and labor relations

Maintain a productive work

environment

Achieve (حقق)

Subject specialization of staff

Internal binding for periodicals

Marketing to information sources, a

private electronic

Teaching for Information awareness

and research methods

Provide and facilitate access to sources

of information

Acquisition employees skills of

classification and cataloging

Maintain a balanced and organized

collection

Eliminate د(ع)استب

Exclusion of paper sources and

provide digital sources

Negative mentality to deal with open

shelves sources cause non-existence

sources in place

Impediments to work in various forms

Avoid )تجنب(

Conflict over responsibility

Enclosed shelves because they are

alienated beneficiaries

Seclusion within the university

Bureaucracy

DO YOU HAVE IT? Yes NO

Figure 2 Experience applying the goals grid model

NO NO

Yes Yes

References

1. Al Shuwaikh, A. (2007), "The reality of strategic planning in technical

education institutions in the governorates of Gaza" Islamic University, Gaza,

Master's thesis.

2. Aldignee, I. (2006), " The reality of strategic planning at the Islamic

University in the light of the quality standards", Islamic University, Gaza,

Master's thesis.

3. Nickols, F. & Ledgerwood, R. (2006), "The Goals Grid as a Tool for Strategic

Planning", Consulting to Management, Vol. 17, No. 1, pp. 36-38.

4. Nickols, F. (2012). "The Goals Grid: A Tool for Clarifying Goals &

Objectives", Available at: http://www.nickols.us/goals_grid.pdf (accessed 2

may 2013).

5. Nickols, F. and Bergholz, H. (2004), "The Goals Grid." Consulting To

Management, Vol. 15, No 4, PP 35-37.

6. Obaid, I. (2009), "Strategic planning in information institutions", Information

Studies, Vol. [non], No 4, PP. 31-78.

7. Wikipedia, (2013). "Goal", Available at: http://en.wikipedia.org/wiki/Goal

(accessed 2 may 2013).