Playbook

Use this play at the very start of a project. It works best before writing a scope of work or choosing an approach. The main outcome is a clear Vision, a clear Goal, and a small set of Metrics that define success.

Most teams complete this work in two to three one-hour workshops.

What it is

This play is a structured set of working sessions with decision-makers.

Together, you define:

• A Vision that describes what success looks like
• A Goal that defines the problem and intended outcome
• A small set of Metrics that show progress

One person should be responsible for moving this work forward. That person drafts and refines statements in plain language so they are clear and concise. 

View full size image of Three boxes show the relationship between a project's vision, goals, and baseline metrics. The metrics feed into the goals, the goals feed into the vision.

Use this play before choosing a solution. It sets direction and guardrails.

Do not use this play after you have already decided what to build. If done too late, the team may shape the goals around a preferred solution instead of the real problem. 

How to use it

Who you'll need

• Project sponsor or approver
• Leaders who can change direction or stop the work
• One facilitator or person responsible for this work 

What you'll need

• Confirm decision-makers can attend all sessions
• Gather any existing project context (i.e. emails/chats about the request, documentation about the request/problem, etc.)
• Set up a shared document or workspace 

Steps

1. Schedule working sessions.

   Schedule a one-hour session where you will cycle through steps 2-4. Schedule more one-hour sessions as needed – following the same steps – until you're done. 

2. Generate ideas. 

   In the first session, focus on volume, not perfect wording. Discuss and capture ...

   • Vision: If this works well, what is different for the public, staff, or leadership?
   • Goal: What problem are we solving? Why does it matter?
   • Metrics: What signs would show we are making progress? 
3. Draft clear statements after the session …
   • Group similar ideas.
   • Identify themes.
   • Draft short Vision and Goal statements.
   • Propose a small set of Metrics.
   • Keep language simple and direct. 
4. Review and refine by asking stakeholders …
   • What feels unclear?
   • What is missing?
   • What needs more emphasis?
   • Revise until feedback slows and the group agrees the statements are accurate and clear. 

What to produce

• One clear Vision statement
• One clear Goal statement
• A small set of measurable Metrics 

What decisions you'll make

• What success looks like
• What problem the team is solving
• How success will be measured 

You're done when

• The Vision clearly describes future success.
• The Goal clearly defines the problem and outcome.
• The Metrics describe measurable progress.
• Decision-makers agree and will use these as guardrails. 

Resources

• Digital whiteboard template (City staff access only)
  A ready-made Microsoft whiteboard. Use it to map your vision, goals, and success measures together in a live session.  
• Alignment template
  A simple document you can fill out. Use it to write down your vision, goals, and success measures in one place