Roadmap

We developed a roadmap to organize and prioritize the work to be done, and see it all in one place. This map is not meant to be prescriptive in timing or content, but to describe streams of timely initiatives, some sequential, that will help us meaningfully progress toward our vision.

How Will This Roadmap Be Used?  The roadmap is a matrix of our areas of focus—external and internal—across an approximate timeline that spans the next 18 months.  We have articulated the first four initiatives that representing the most essential tasks for building a strong foundation for change.

The First Four

1

Launch New Brand & Strategy

Be deliberate in launching the new mission, vision and brand across the agency and its partners. All leaders and departments will consider what the new mission means for them and their teams.

 Present brand internally at staff/deptartment meetings. Present to partners, press, board, etc.

 Translate strategy to departmental goals/job descriptions.

 Implement new branding across internal/external touchpoints.

 Create onboarding program for new employees/staff.

 Create a portal to show our implementation progress.

 Create teams accountable for ideating and implementing each of the eight work streams, building timelines, process, sharing milestones and accountabilities.

 Create leadership team and governance to lead process and decision-making.

2

Prioritize Planning (and Show It)

Design our teams, processes and communications to make comprehensive planning a priority across the organization.

 Structure planning team responsibilities to optimize skills and efficiencies.

 Hire additional planners and designers based on the new strategy—prioritize experience and credibility, and hire people with the necessary skills for identifying and piloting new approaches.

 Inventory and publicly share recently planned areas of the city and the pipeline of planning projects.

 Establish new process for identifying/prototyping/scaling new approaches.

 Communicate the principles, priorities, tools and best practices of comprehensive planning for inclusivity across BPDA.

3

Design/Pilot Community Meeting Template

Using the Engage Communities template, we will design a more effective community meeting for all stakeholders. To start, we will create a presentation template for development review meetings.

 Address the format of meetings: how we invite the audience, timing, how the audience/presenters are oriented, BPDA’s appearance, how we communicate, how we moderate, how we take notes.

 Address the audience participation process; create a more efficient and representative way for questions to be asked and prioritized.

 Set context: Illustrate the inclusivity challenge in Boston.

 Show an intimate understanding of the neighborhood: consider quantitative, demographic measures and qualitative appreciation. Use our resources and visualization tools to communicate effectively.

 Show how this initiative fits into Boston and the neighborhood context, where we are in the project, what we are asking of audience.

 Be clear on how we will listen or use input.

 Communicate next steps and upcoming milestones in projected timeline.

4

Focus on Internal Communications

Map/Introduce all parts of BPDA and explain how we will collaborate to bring our new mission and vision to life. Show employees we are excited to evolve together.

 Work with department leads to understand how their roles and their team’s roles will change to solve for the new strategy.

 Map the organization—all of the departments and people and highlight critical relationships internally and with outside partners.

 Create a directory featuring with leaders and a description of their departments and roles; make it accessible to all employees.

 Roll out organizational map and new roles at all-staff meeting. In subsequent staff meetings, have each department introduce themselves, and talk about what they do today and how they will evolve in the future.

 Focus all staff meetings on internal BPDA communication for the first six months (adding additional meetings for guest speakers, etc.).

2017

Engage
Communities

EXTERNAL

How do we encourage a broader, more representative audience to participate?

Create two models for public engagement—one for planning and one for development review projects.

Build multiple meeting templates—make them the standard, create reusable assets.

Establish regular community presence—unrelated to planning or development.

INTERNAL

How do we encourage open communication across the organization to align and inspire employees?

Translate the new brand internally—ensure that everyone understands the new direction, how it applies to them and how to talk about it.

Create an onboarding program—create a consistent way for people to understand the organization, our brand and their role.

Rethink internal communication touchpoints—optimize them across BPDA. Make the majority of all-staff meetings about BPDA activities.

Conduct internal project reviews—share processes and techniques across teams.

Implement
New Solutions

EXTERNAL

How do we pilot and implement new, effective ideas that support an inclusive city?

Establish goals/measures for new solutions initiative—create three-year plan, track.

Choose and implement pilots—host bi-annual summit to discuss process, progress, and next steps.

Become fluent in ‘Four Ps’ of Implementation—show progress in using all tools; document and share implementation.

INTERNAL

How do we pilot and implement new processes and tools to make us more productive and innovative?

Audit/Upgrade/Create/Implement new technological systems and processes—help BPDA work better.

Establish a culture of learning—create new ways to help people follow and share cutting-edge global planning and design examples.

Design incentives to reward employees who implement new solutions—externally or internally

Partner for
Greater Impact

EXTERNAL

How do we maximize our impact across the city by partnering on aligned goals?

Define and share Live, Work and Connect framework and assess inclusivity annually—prioritize initiatives and partners for the year.

Formalize BPDA+ program—to elevate and celebrate partnerships in a consistent and aspirational way.

Identify key universities, peer cities, urban start-ups, thought leaders to engage with—identify external advocates to entice potential partners.

INTERNAL

How do we activate and nurture successful collaboration, internally and externally?

Establish an internal mentorship program—help employees understand their context, share their experiences and feel supported.

Formalize close relationships/dependencies across city hall and beyond—recognize their roles, help them feel supported and valued by the BPDA.

Establish the BPDA’s mission and vision as a differentiator in recruiting—connect with key professional communities to attract top talent.

 

Track
Progress

EXTERNAL

How do we track our initiatives to show people our progress and results, and evolve our approaches?

Establish general tracking metrics for planning/development review—customize metrics by project using palette.

Reformat all public-facing communication to include Live, Work, Connect benefits—including printed material, presentations, digital material, building site, etc.

Establish format for research/GIS to present current and future capabilities—create new models or templates for tracking and storytelling.

INTERNAL

How do we reward and recognize employees for the great work they do?

Socialize new job descriptions/metrics—develop a consistent cadence for recognizing and rewarding work.

Recognize and reward employees in multiple formats—recognize people and projects consistently in all-staff and department meetings.

Create a dashboard for employees to manage their careers—help employees see their goals, benefits, training/development opportunities.

2018

Engage
Communities

EXTERNAL

How do we encourage a broader, more representative audience to participate?

Build digital community engagement tools—pilot in neighborhoods and track results.

Iterate community engagement tools and scale across the city—create campaigns to encourage widespread adoption.

Design Future Trail and new public interaction—create a way for BPDA to interact with public.

INTERNAL

How do we encourage open communication across the organization to align and inspire employees?

Create dynamic internal ‘wall/gallery’—help everyone understand projects and timelines.

Examine project resourcing process and tools—ensure that projects are being run efficiently and that people are being used to their full potential.

Establish a regular ‘thought leader’ lecture series—inspire employees to make connections to their work.

Implement
New Solutions

EXTERNAL

How do we pilot and implement new, impactful ideas that support an inclusive city?

Scale a pilot to make impact in Boston—begin to track the impact of new ideas toward inclusivity goals.

Collect best practices for implementing new solutions—share successes and learnings from the field.

Establish a flourishing Fellowship Program—look for other ways to leverage experts in new ideas.

Create mobile tour of BPDA and partners’ innovation efforts—’Boston City Innovation Pop-Ups’.

INTERNAL

How do we pilot and implement new processes and tools to make us more productive and innovative?

Identify internal thought leaders—write and speak to a global audience about new implementation processes and experiences.

Host a civic innovation conference—be acknowledged as leaders in cutting-edge planning and design.

Partner for
Greater Impact

EXTERNAL

How do we maximize our impact across the city by partnering on aligned goals?

Create new positions to work as external connectors—to seek and facilitate new partners.

Create ‘quality review’ process—to audit partnerships regularly and ensure that the relationships are working optimally for all parties.

INTERNAL

How do we activate and nurture successful collaboration, internally and externally?

Modify/Redesign office space and collaboration tools—create a more open and transparent working space.

Plan an annual citywide conferencebring city agencies together to discuss their relationships, initiatives and plans for the future.

Track
Progress

EXTERNAL

How do we track our initiatives to show people our progress and results, and evolve our approaches?

Establish/reformat web tracking tool that shows all projects—establish an annual ‘impact’ tally with results and learnings.

Build an internal database and key word search tool—to share knowledge across projects.

Develop a digital tool/app that can visualize future plans or development at locations in the city—show the people-centric benefits through Live, Work and Connect.

INTERNAL

How do we reward and recognize employees for the great work they do?

Audit/replicate competitive roles and career tracks—ensure that titles and development paths are comparable with similar roles as one way to retain top talent.

Establish a prestigious internal award/ceremony—provide meaningful recognition for top performance.

Contact Us   //   BPDA Home   //   nextBRA
One City Hall Square, Boston, MA 02201 tel: 617.722.4300 fax: 617.248.1937 © 2016 Boston Planning & Development Agency  
One City Hall Square, Boston, MA 02201 tel: 617.722.4300 fax: 617.248.1937 © 2016 Boston Planning & Development Agency  
This document was created in collaboration with Continuum, a global innovation design consultancy based in Boston, MA.
This document was created in collaboration with Continuum, a global innovation design consultancy based in Boston, MA.