templates

The Ultimate Meeting Logistics Checklist

Jason Diceman — Wed, 04 Aug 2010 15:46:36 -0600

Meeting logistics are all the details that help a meeting go well, beyond who is invited, the agenda, facilitator and content. A good logistics plan describes information such as:

room set-up, including numbers of chairs, tables, flip-charts, etc.
items for the registration table
materials for break-out groups and activities
audio/video system requirements
catering and refreshments

…and who is responsible for which items.

This form I provide includes over 40 checklist items and useful responsibility and contact references. This free 2 page template is in Microsoft Word DOC file format, so you can easily customize and fill-in the information that relates to your specific meeting needs.

DOWNLOAD: Meeting_Logistics_Checklist_v04.doc

The items I have included cover almost everything you could imagine wanting to bring. Just delete those you don't need and add items unique to your meeting. If you can think of other general items you think should be on the list, please post a comment below to let me know.

(Thanks to LURA Consulting who provided the original example template this checklist was based on)

If you found this form helpful, you will likely want to download my free Dotmocracy Handbook, which provide simple instructions and tools for facilitating large group decision-making meetings. Visit Dotmocracy.org to get the handbook now.

Action Implementation Plan - a two page template

Jason Diceman — Mon, 19 Oct 2009 08:36:58 -0600

For BikeCamp TO I created a simple one page (two-sided) form to help small groups to document a plan to get something done.

Sections included in the form are:

Name for the plan
Desired results to be achieved and strategies to be used
Key strengths, challenges, opportunities and threats (aka a SWOT analysis)
Contact information for team members
Timeline of important tasks and major milestones

This simple template can help focus ad-hoc teams and give concrete outcomes to open space conferences. I hope you find it useful!

Download the Action Implementation Plan form (PDF)

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Does your group struggle with prioritizing issues and ideas? Do you find it challenging to reach agreement among a large number of meeting participants? Try using Dotmocracy Sheets, another free resource by Jason Diceman.

Dotmocracy is a simple, transparent, equal opportunity, and participatory large group decision-making tool.

>> Download the free Dotmocracy Handbook

Project Charter Templates

Jason Diceman — Tue, 11 Mar 2008 14:27:04 -0600

Project charters define how a team will collaborate to achieve its goals. Below are a few examples of headings in typical project charters.

Project Charter Elements - from USDA template

Purpose of the charter
Project objective
Summary Scope Statement
Project Authority
Project Manager
Roles and Responsibilities
Project Constraints
Project Assumptions
Preliminary Schedule and Cost Estimates

Project Charter Elements - from Business Justification template
Section 1. Project Overview

1.1 Problem Statement
1.2 Project Description
1.3 Project Goals and Objectives
1.4 Project Scope
1.5 Critical Success Factors
1.6 Assumptions
1.7 Constraints

Section 2. Project Authority and Milestones

2.1 Funding Authority
2.2 Project Oversight Authority
2.3 Major Project Milestones

Section 3. Project Organization

3.1 Project Structure
3.2 Roles and Responsibilities
3.3 Responsibility Matrix
3.4 Project Facilities and Resources

Section 4. Points of Contact
Section 5. Glossary
Section 6. Revision History
Section 7. Appendices

Project Charter Elements - from Key Consulting template

Mission
Objectives
Deliverables
Stakeholders
Roles and Responsibilities
High-Level Work Breakdown Structure
Assumptions
Communications
Risks
Documentation
Boundaries
Decision Making Process
Signatures

Project Charter Elements - from Microsoft template
1 PROJECT CHARTER PURPOSE
2 PROJECT EXECUTIVE SUMMARY
3 PROJECT OVERVIEW
4 PROJECT SCOPE
4.1 Goals and Objectives
4.2 Departmental Statements of Work (SOW)
4.3 Organizational Impacts
4.4 Project Deliverables
4.5 Deliverables Out of Scope
4.6 Project Estimated Costs & Duration
5 PROJECT CONDITIONS
5.1 Project Assumptions
5.2 Project Issues
5.3 Project Risks
5.4 Project Constraints
6 PROJECT STRUCTURE APPROACH
7 PROJECT TEAM ORGANIZATION PLANS
8 PROJECT REFERENCES
9 APPROVALS
10 APPENDICES
10.1 Document Guidelines
10.2 Project Charter Document Sections Omitted

A quick template to follow for drafting a project plan in one meeting (from anecdote.com.au)

Project Name
Team Members - Name, contacts and roles if applicable.
Purpose - Why should we do this project?
Outcome - What would a good outcome look like?
Brainstorming - Get your ideas out.
Organize - How will the project get done? What are the components, sequences and priorities?
Next Steps - What are the immediate next actions and who will do them?

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Dotmocracy is a simple, transparent, equal opportunity, and participatory large group decision-making tool.

>> Download the free Dotmocracy Handbook

Committee Terms of Reference Template

Jason Diceman — Fri, 18 May 2007 15:40:34 -0600

It is a good idea that each committee of an organization (AKA team, working group or sub-group) be clearly defined in writing. This promotes understanding of who is in the group, what they aim to achieve, and how they intend to go about doing it. Below is a detailed template of what such a committee charter or definition sheet might include. Of course your group should customize this format to best match your group's unique needs and tendencies.

Also See Standard Committee Terms of Reference - Advice from the United Way of Canada

Committee Terms of Reference

Name:

(Official name of the committee or working group)

Members:

Name, Contact Information - Roles / Responsibilities (e.g. chair, secretary, treasurer, report to the board)

Goals:

(primary)
(secondary)

Deliverables

(Specific outputs required/requested from the committee.)

Scope / Jurisdiction

(What are the bounds of responsibility and authority of the this sub-group? What do they need to address and what is outside their area of concern? What can they decide on and what needs group/board input?)

Guidance from the Board / Lead Group

(Initial direction and suggestions from the board and/or larger group.)

Resources and Budget

(E.g. equipment, materials, rooms, funds available to the committee.)

Governance

(Decision-making technique, e.g. consensus, 2/3 majority vote or chair's authority, etc. Relationships of authority within the group and with the greater organization.)

Additional Notes

Relationships to other committee.
How communications outside of meetings will be conducted, e.g. phone or email.
Where shared information, such as plans and contact information, will be stored.
Related policies / by-laws.
How reporting back to the organization will be conducted.
History of the committee.
Schedule or meetings and/or other important timelines.
Information about specific committee projects.

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Does your committee struggle with prioritizing issues and ideas? Do you find it challenging to reach agreement among a large number of meeting participants? Try using Dotmocracy Sheets, another free resource by Jason Diceman.

Dotmocracy is a simple, transparent, equal opportunity, and participatory large group decision-making tool.

>> Download the free Dotmocracy Handbook

Committee Report Template

Jason Diceman — Wed, 16 May 2007 17:30:45 -0600

Committee's are often required to report their progress to the board and/or to the larger group. While such a report may be presented orally at meetings, it is often recommended, if not required, to also publish a report in print format. Below is a suggested format for such a committee report.

The number of items and depth of detail depends on the nature of the committee and the issues being addressed. In general, it is a good idea to keep points of information short for easy review, with additional information available through a committee contact.

Committee: (committee name)

Liaison to the Board: (board member name)

Date of last meeting: (day month year)

Date of next meeting: (day month year)

Action Items Completed:

(item)
(item)
(item)

Action Items In-progress/Pending:

(item)
(item)
(item)

Announcements:

(item)
(item)
(item)

Questions for the board/larger group:

(item)
(item)
(item)

Other Notes:

(item)
(item)
(item)

-- END OF REPORT--

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Does your committee struggle with prioritizing issues and ideas? Do
you find it challenging to reach agreement among a large number of
meeting participants? Try using Dotmocracy Sheets, another free resource by Jason Diceman.

Dotmocracy is a simple, transparent, equal opportunity, and
participatory large group decision-making tool.

>> Download the free Dotmocracy Handbook