Committee Template

From Rich...

Let's use the term Work Group (far more action oriented) rather than committee to to describe the groups responsible for a given area of work. This page will contain examples of Work Group docs intended to be used as templates.

The template below is intended as an example of something intended to serve as a Work Group charter. In my prior career, I learned the value of taking the time to document and explain the context, intent, purpose, etc behind any group effort so that we don't have to re-explain to every new audience and we are all on the same page.

Template Sections:

Context and Background - intended to set the stage and to explain the rationale (which must be needs based, goal driven, etc) behind the formation of the work group. We don't need a book, but anyone should be able to read this section to understand why the group is needed.

Goals - Define and constantly remind us of the intended outcomes of all the efforts the group must undertake. Without specific goals, we are wasting or time and may not even all be working toward the same things or for the same reasons. It is critical for a work group to define its goals and make sure they motivate.

Strategy - Define the approach by which the work group will work to achieve goals.

Objectives - specific measurable steps taken against a strategy. MUST HAVE DATES!

EXAMPLE BELOW: Training Group Template

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Training Workgroup

Context and Background:

Kids R Kids International and its franchisees seek to ensure that the services we provide are of the highest quality, that we maximize family satisfaction, and that we are positioning the KRK brand as a childcare industry leader and highly sought after franchise. Franchise systems that have achieved these goals in childcare and in other industries are known to employ a number of proven methodologies which include common standards, methods, tools, and policies and procedures; collectively referred to as business systems, or simply “Systems”.

Systems enable an organization to consistently achieve desired results and are a critical success factor. Comprehensive training is an essential component of any business system, as consistency and quality can be achieved only if employees are trained to know what tasks to perform and how to perform those tasks.

KRK franchisees who are members of the national owners group (UNOG) recognize that although KRK schools perform dozens of common tasks and processes, there is very little commonality in terms of the systems behind those processes. UNOG members see this as an increasing problem and have formed a workgroup to further define the problem and to devise a solution.

Goals (intended outcomes):

1. To achieve consistency across essential Systems and processes common to most KRK schools in order to maximize quality and family satisfaction.
2. Increased efficiency of critical processes (e.g. inquiries, tourin, enrolling, classroom)
3. Increased enrollment and profitability.
4. Increase in Owners’ perceived value of being a KRK franchisee, ease of use, proven systems vs. every man for himself.
5. Increase in perception of sophistication of KRK schools (increased franchise value). Increase franchisee demand.

Strategy (approach taken to achieve goals):

1. To define and implement a Systems-based approach to critical processes.
2. To curate an ever growing collection of documented business systems
3. To develop, implement and continually improve a robust training program for KRK schools such that systems can be taught to and used by employees to maximize expected results.

Objectives (measurable steps taken against a strategy):

1. List and prioritize critical business processes - Q4 2018
   1. Simple, but comprehensive list of common processes
   2. Define criteria by which we prioritize those processes
   3. Define the top 10 list and top 3 from which to start
2. Define business system template - Q4 2018
   1. Research Systems components (e.g. processes, tools, documentation, training)
   2. Adopt an initial Systems template
3. Identify and apply examples to the template
   1. Identify an school who performs a top 3 process very well and adapt it to the Systems template - Jan 2019
   2. Review outcome and modify template
4. Use example System to develop proof of concept training - Jan 2019
   1. Evaluate training methods (e.g. video, webinar, assessments, documents)
   2. Produce example training - Jan 2019
5. Present progress against #1 through #4 to UNOG in February - Feb 2019

Examples of KRK Processes (Systems)

Handling Inquiries

Defining Job Roles

Circle Time, Transitions

Touring

Advertising Job Openings

Classroom Management

Enrolling

Hiring

Behavior Management

Child Start

Orientation

Parent Communication

Disenrollment

Disciplining

Emergency Management