Organising YourClub’s Strategic Planning Workshop

- Guidelines

Proposed Time Frame and Agenda:

9.45 amArrival and tea/coffee

10.00 amWorkshop

12.30 pmBreak for lunch

1.30 pmWorkshop continues

4.00 pmClose

Recommended time required for a planning workshop is six (6) hours (allowing one (1) hour for lunch) this time will vary on the size and operations of your club – there will be time within the workshop content to allow for small breaks to refresh.It is recommended that allowance is made for a significant break between the two (2) sessions – this time allows members to interact in an informal manner.

Pre-Workshop Planning

  • Schedule workshop (liaise with Life Saving Victoria Support Officers who can assist in facilitating the workshop) and book venue, if necessary
  • When considering the venue or set up of same, allow for members to sit around table/s ( a ‘U’ shape configuration is best) – a lecture style facility is not conducive to active participation
  • Publicise and actively encourage members to participate, it is essential that you have a cross section of your membership attending
  • Personally invite those people you consider are essential attendees (ensuring a cross-section of membership) and also consider inviting some of your sponsors or other stake-holders
  • Encourage members to contribute ideas/suggestions prior to the workshop – nominate one committee member as the contact for collating this information
  • If catering you will need to ensure that you ask for RSVPs to monitor numbers, you may also need to consider restricting numbers (especially if your club is large or members are very enthusiastic) – the workshop should be a manageable size, we would recommend that numbers are restricted to a maximum of 20 (with representation from a cross-section of members)

Post Workshop Actions

  • Write up the draft plan as soon as possible after the workshop, the facilitators will provide you with the planning outcomes from the workshop
  • Circulate the draft plan to as many of your members as possible (remembering the cross-section of membership) asking for comments and confirmation that it reflects the needs of the members in balance with the club’s needs/priorities
  • Finalise and distribute copies of the plan ( a precise could be included in your newsletter – the mission statement could be included on letterheads, club stationery, etc)
  • Review and monitor your progress – modify if/and when necessary as circumstances dictate change – keep the members up to date with the progress
  • And above all remember to CELEBRATE YOUR CLUB’S SUCCESSES