Community Meeting Management Project Template

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Effectively plan, schedule, and manage community meetings with this comprehensive template designed for the Aboriginal land council industry. Ensure that all key topics are discussed and decisions are made in a timely manner.

This template provides a structured approach to organizing community meetings, from establishing the agenda and identifying venues to sending invitations and coordinating with speakers. By following the steps outlined, you can ensure that your community meetings are productive and well-managed.

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Community Meeting Management Project for Priority Matrix

Community Meeting Management Project in Priority Matrix

Effectively plan, schedule, and manage community meetings to ensure all crucial issues are addressed.

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Proposed Tasks

Critical & Immediate

  • Establish Meeting Agenda - due in 2 days
    ☐ Determine the key topics to be discussed ☐ Identify the key speakers for each topic ☐ Assign time slots for each topic
  • Identify Venue - due in 1 week
    ☐ Check availability of local venues ☐ Ensure the venue is accessible and has necessary facilities
  • Send Invitations - due in 2 weeks
    ☐ Prepare a list of invitees ☐ Create and send out invitations ☐ Track RSVPs

Critical & Deferred

  • Plan Logistics - due in 3 weeks
    ☐ Arrange transportation if necessary ☐ Plan for food and beverages
  • Prepare Meeting Materials - due in 1 month
    ☐ Prepare handouts, presentations, etc. related to the meeting agenda ☐ Distribute materials to participants in advance if necessary
  • Coordinate with Speakers - due in 5 weeks
    ☐ Confirm availability of speakers ☐ Ensure they are prepared for their presentations

Not Critical But Immediate

  • Plan for Recording or Broadcasting - due in 6 weeks
    ☐ Arrange for video/audio recording if necessary ☐ Plan for live streaming if necessary
  • Finalize Venue Arrangements - due in 7 weeks
    ☐ Confirm venue booking ☐ Plan layout of the room ☐ Ensure necessary equipment is available

Not Critical & Deferred

  • Confirm Attendee List - due in 8 weeks
    ☐ Follow up on pending RSVPs ☐ Prepare final attendee list
  • Conduct Pre-Meeting Briefing - due in 2 months
    ☐ Conduct a briefing for all staff involved in the meeting ☐ Review roles and responsibilities