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Templates for Managing Your Leadership Team and the Workload

To help you and your leadership team keep track of responsibilities and assigned tasks, we have provided several templates for your use on the following pages.

Responsibility Matrix Provides instructions and a sample to create a matrix of tasks and contributors. Use it to identify who has primary responsibility for a committee, project, or task and who helps with it. It can also be helpful in balancing resources, letting you see at a glance where you may need additional help or if someone has too many duties. You can then balance the workload for those tasks or stagger due dates so people aren’t overextended.

Action Plan Template Template for a simple action plan for an overall project or specific tasks. Allows the committee chair or responsible party to track the task, desired outcome, steps to be taken to complete the process, responsible parties, resources needed, and the method of review to make sure the project is on schedule. Add status information to the plan and use it as a report for your board meetings.

Leadership Planning Worksheet Another tracking document in more of a spreadsheet format. Use it to track the specific tasks needed to complete a project including due dates, the status of each task, along with any comments. Perfect to use as a board meeting report.

Meeting Report Template Template to summarize committee meeting activity including next steps, who’s responsible, and when it’s due. Have committee chairs complete it after every meeting and turn it in to the president and/or secretary. Include the reports in your consent agenda materials for each board meeting to keep everyone up-to-date on committee activities. You can also use the template as a supplement to your Board of Director meeting minutes to keep track of things that require follow-up.

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Responsibility Matrix

Purpose and Outcome To create a matrix of tasks and contributors. This identifies who has primary responsibility and who contributes. Additionally, it can be helpful in balancing resources. For example, a responsibility matrix may identify one person who is responsible for a number of tasks or too many tasks. You may be able to balance responsibility for those tasks or stagger due dates so that person is not overextended.

Method  Along the left side of the page identify all the chapter leaders (chairs and board members), committee members, and/or volunteers.  Along the top of the page, identify the chapter committees or the required tasks if using this for committee responsibilities or a project.  Draw straight lines from the volunteers and their committees or projects.  Draw a large dot () at the intersection of the lines to indicate that a volunteer contributes to a committee/task (at the intersection of the volunteer and the committee/task).  Draw a triangle (▲) to indicate who has primary responsibility. Ideally, if more than one volunteer has primary responsibility for a task, separate the tasks into sub tasks so that only one person has primary responsibility.

Sample

Team Board of Education Membership Newsletter Sponsorship Member Directors Programs Chris  ▲ Paula  ▲ Joe   ▲ Mary    Bill    Anne ▲ Steve 

Reprinted with Permission: Theta Tau Educational Foundation 2006

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Action Plan

Purpose and Outcome A draft of an action plan. This facilitates the transition from planning to action and sets clear expectations for outcomes, timing, and resources.

Method

Action Plan Outline: Action: The team’s action or task.

Deliverables and Desired Outcome: Specific goals for the team. Use numbers whenever possible. Be as specific as possible.

Process: Date: A draft of the steps to be taken to complete the project. Dates for Most steps are milestone or major steps. You may want Milestones to list the first few specific steps to help the team get started. Checkpoint

1. First meeting Date 2. 3. 4. Project complete

Who: Who should be involved? For example: Mary White, representative from education committee. . .

Resources: How much is budgeted? Who can help if they hit a roadblock? Who has worked with this in the past?

Method for Review: How will progress be reviewed to be sure that action is being taken and that the team is on track?

Reprinted with Permission: Theta Tau Educational Foundation 2006

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COMMITTEE PLANNING WORKSHEET

Officer/ Committee Member/ Committee Chairperson: Updated - Date/ By: ______

Estimated Hours: per (year/ month/ duration of project or term...)

Term: (Duration of term)

General Description: Identified Resources: Budget Available: TASK DUE DATE STATUS COMMENTS: 1. 2. 3. 4. 5. 6. 7. 8.

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Meeting Report

Meeting ______Date: ______

Topic/Task Discussion/ Next Steps Responsible Due Findings & Actions Party Date

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