Team Training & Meeting Agendas

On this page:

  • Senior Facilitator meeting agendas.

  • ‘On The Tools’ (Terms 2 & 4) meeting agendas.

  • Team Intensives agendas:

    • Process for creating the agendas.

    • Process for sharing the mid-year Team Intensive agenda with the team.

    • Process for sharing the start-or-year Team Intensive agenda with the team.

    • Process for gathering feedback from the team about the Intensives.

  • ‘On The Tools’ (Terms 1 & 3) meeting agendas.

Senior Facilitator meeting agendas:


Process for Creating Senior Facilitator meeting agendas:

  1. Complete the following steps 2-4 at least 2 weeks prior to the meeting.

  2. Create a draft agenda by downloading the template from the links above.

  3. Add any agenda items that you think would be beneficial.

  4. Email this template to Luke and Cody. Ask them to do the following:
    - Review your agenda items: Give approval or ideas for changes.
    - Return email to you any agenda items that they’d like to add.

  5. Adjust the structure of the agenda to allow the meeting to flow most appropriately.
    - Idea: Start with reflections from previous meeting/training.
    - Idea: Finish with an opportunity for the team to ask questions/share any issues, etc.

  6. At least one week prior to the meeting - Discuss any relevant meeting agenda items with Luke and Cody. Consider the following:
    - Who will deliver it?
    - Key points/messages to be delivered?
    - How will it be delivered?
    - Time needed?

  7. One week before the meeting - Email the draft agenda plan and a reminder of the meeting/training to the team. An email template could look like this:

    Hey SF team!

    A reminder that our SF team meeting is on next ______ night at 7pm. Please find the draft agenda in this link and come ready with any questions, issues and ideas to share from the term thus far.

    As always, any questions, please send them my way.

    Looking forward to seeing you all then!

  8. In addition to the email above, send a private email to one of the SF team members to ask if they can take the minutes for the meeting:
    - They can type the minutes straight into the live meeting agenda document during the meeting.
    - Try to share this role around between different people for each meeting.

  9. Finalise the agenda with Luke and Cody during the couple of days before the meeting. Make adjustments as needed.

  10. Deliver the best SF meeting that’s ever been delivered!!

  11. After the meeting (either that night or the next day):
    - Email the team the meeting agenda document link with all of the meeting minutes typed into it.
    - Remind the team of any actions that need to be taken that were discussed during the meeting.

‘On The Tools’ (Terms 2 & 4) meeting agendas:

Process for Creating OTT (TErms 2 & 4) meeting agendas:

  1. Complete the following steps 2-4 by week 8 of the prior term.

  2. Create a draft agenda by downloading the template from the links above.

  3. Add any agenda items that you think would be beneficial.

  4. Email this template to Luke and Cody. Ask them to do the following:
    - Review your agenda items: Give approval or ideas for changes.
    - Return email to you any agenda items that they’d like to add.

  5. Adjust the structure of the agenda to allow the meeting to flow most appropriately.
    - Idea: Start with reflections from previous training.
    - Idea: The second last agenda item should be an opportunity for the team to ask questions/share any issues, etc.
    - Idea: The last agenda item should be explaining to the team their plan for the rest of today = Complete QPR/F’s, meet with coach, continue running the mile you’re in (office work).

  6. In weeks 9 & 10 of the previous term - Discuss any relevant meeting agenda items with Luke and Cody. Consider the following:
    - Who will deliver it?
    - Key points/messages to be delivered?
    - Process/pedagogy of delivery?
    - Time needed?

  7. At the start of the week of school holidays that will have this OTT meeting (the meeting will usually be at the end of week 2 of the Brisbane school holidays) - Email the draft agenda plan and a reminder of the meeting/training to the team. An email template could look like this:

    Hey team!

    Hope everyone has had an awesome break so far! Here’s some info for our On The Tools online training day on [add day and time].

    Firstly, please find the meeting agenda on this link. Also, you will see that you have been invited to another Google Meets calendar meeting for it, named [insert name of meeting calendar item]. Please accept this, as it has the meeting link that we will use. The following is the correct link that we will use: 

    [Add Google Meets meeting link details here]

    During the meeting we will discuss our Quarterly Performance Reflection/Focuses. The following is the link you can use to find your QPR/F for this term (Found in the ‘Performance Reflection’ folder on our UPP Team Internal Google Drive): [Add link here]
    [Insert OTT day/date] is a full office day, please make arrangements to make that happen. It’s expected that you will make yourself available from 9am-3:30pm (Brisbane time).

    As always, please hit me up with any questions. Looking forward to seeing you all then!

  8. In addition to the email above, send a private email to one of the SF team members to ask if they can take the minutes for the meeting:
    - They can type the minutes straight into the live meeting agenda document during the meeting.
    - Try to share this role around between different people for each meeting.

  9. Finalise the agenda with Luke and Cody during the couple of days before the meeting. Make adjustments as needed.

  10. Deliver the OTT meeting and enjoy catching up with these bunch of legends!

  11. ASAP after the meeting:
    - Email the team the meeting agenda document link with all of the meeting minutes typed into it.
    - Remind the team of any actions that need to be taken that were discussed during the meeting.

Team Intensives agendas:


Process for creating team intensives agendas

  1. By week 5 or 6 of Term 2 & 4:
    - Ensure the operations and logistics foundations of the Team Intensive agenda are set: Discuss with Luke and Cody (They will be all over this!).

  2. Schedule a meeting with Luke and Cody in week 6 or 7 to plan Team Intensive. Items to discuss, organise and put into the agenda:
    - Theme of the training.
    - Operations: Who’s attending, venue, logistics (flights, cars, etc), accommodation, food, team activities, etc.
    - Learning: Educational sessions topics, who’s facilitating, how much time is needed, ideas for pedagogy of delivery, time needed for each session, flow of the sessions over each of the days, etc.
    - *IDEA for educational sessions flow: Have content-heavy/less active sessions earlier in the day, more active sessions in the afternoon. Even in the morning, try to break up less active sessions with active sessions activity breaks, etc.

  3. Refer to the teams’ feedback from previous Intensives. Use this feedback for ideas on how to continually improve. Feedback can be found in the UPP Google Drive, within each individual year folder of the ‘TEAM INTENSIVES & OTT’ folder from 2023 onwards. Here are some specific links to recent feedback:
    - 2023: July @ Manly team feedback
    - 2023: January @ Gold Coast team feedback

  4. Between the week 6/7 meeting with Luke and Cody, and the next meeting in week 10 (step 5 below): check in with Luke and Cody as needed to make adjustments.
    - They will also be making adjustments if needed to operations, their sessions, etc.
    - Tuesday afternoon meetings are the usual time to do this.

  5. Meet with Luke and Cody in Week 10 of Term 2 or 4 for a final, pre-holidays check in:
    - Check the timings for all sessions (especially now that the planning for educational sessions should have taken shape). Adjust timings if needed.
    - Check operational items and logistics: adjust timings if needed.
    - Make a plan for what will happen between now and the pre-Intensive meeting.

  6. Set a pre-Intensive meeting that will happen a few days/couple of days before the Team Intensive at the start of Term 1 or 3.
    - Make any last adjustments with Luke and Cody.

Process for sharing mid-year team intensive agenda

  1. In Week 8 of Term 2 - email the team the draft agenda. The email could look like this (Insert the correct details and adjust as you see fit):

    Hey Team!

    Our mid-year Team Intensive is almost upon us!!

    The dates are [insert dates]. Please find the draft schedule attached [attach screenshot of the draft].

    A brief rundown of the plan:

    1. Location: [Insert name of location. ie. Manly, Tallebudgera, etc.]

    2. Venue: [Insert venue name and details]

    3. Key theme: [Insert theme and explanation of this theme]

    More info about logistics, flights, what to bring, etc. will be sent out to you all over the coming weeks as we get closer to the date. However, if any questions pop up at any time, please let me know.

    Needless to say, I’m very much looking forward to spending some time with you all!

  2. A couple of days before the start of the mid-year Team Intensive - send the team another email as a reminder and with the updated agenda. This email could look like this (Insert the correct details and adjust as you see fit):

    Hey everyone!

    Out Team Intensive is on [insert dates]!! All is planned, prepped and ready to roll.. We are in for an awesome couple of days! I attached the most up to date agenda [or insert a link to the agenda].

    Melb and Syd crew: You should have your flight details. Please let us know if there are any issues. [Insert name of team member collecting them from the airport] will collect you from the airport. Excited to have you all here again!

    Brisbane crew: Please arrive no later than [insert time]. First session starts at [insert time] sharp and we’d love some time to catch up and be seated by [insert time] for a WIFLE.

    Venue details:

    1. Venue: [Insert venue name].

    2. Address: [Insert venue address].

    3. Parking: [Insert parking details].

    Call me when you arrive and I will give more directions from there. Bring your bags inside to the venue meeting room that we will use – we will move into the motel rooms later in the day [Change these instructions if need be].

    Any questions, please let me know! Otherwise, very much looking forward to seeing you all tomorrow 😊

Process for sharing start-of-year team intensive agenda

  1. In Week 9/10 of Term 4 - email the team the draft agenda.
    - Ask Luke and Cody for any additional information that they’d like you to send to the team in this email (ie. dietary requirements, logistical info, etc).
    - The email could look like this (Insert the correct details and adjust as you see fit):

    Hey all,

    I’m getting in a little early on this one.. but a reminder that our Team Intensive will be happening at the start of next year on [insert dates] at [insert name of location].

    Also, just want to send through a draft of the timetable for this [attach draft timetable]. I know I’m jumping the gun a little bit here, but I’m already excited for this one!

    As mentioned, this is a draft and may be tweaked/changed as needed. Many more details to come for this! However, if any pressing questions come to mind, please let me know.
    Cheers,

  2. One week prior to the start-of-year Team Intensive - email the team as a reminder and with the updated agenda.
    - Ask Luke and Cody for any additional information that they’d like you to send to the team in this email.
    - The email could look like this (Insert the correct details and adjust as you see fit):

    Hey UPP team!

    Happy New Year! Hope everyone’s had an awesome break. Time to launch back in next week at the [insert name of location]!

    Please find a screenshot of the itinerary attached to this email [Insert screenshot]. I have added a link to this itinerary [Insert link] on the Google Calendar event too.

    I have also attached the educational sessions agenda that we will cover over the 3 days [Attach educational sessions agenda]. We have designed the educational sessions around the thoughts and ideas from you all at the end of last year. Thank you to those people that gave their input! We hope what we have put together will meet and exceed these needs and expectations.

    As for what to bring, just a heads up on a few things, in addition to all the usuals:

    1. Laptop (you will need a device for a couple of sessions – you can use your phone instead if you’d prefer. Laptop will be more user-friendly, but either way is fine).

    2. Swimmers/towel/sunscreen/anything you need for beach time.

    3. Clothing is not optional: weather forecast is [insert weather forecast for days and nights so that people can pack accordingly].

    4. Toiletries: Bathrooms will be shared. [Insert info on the cabin set-up/configuration].

    5. Pens and notepad.

    6. Water bottle.

    7. Whatever else you’ll need for the 3 days!

    *Note: Linen set/pillows/bed set-up will be provided by the accommodation.

    Brisbane crew: for car parking – there are some car parks on site, however they are subject to availability with Rec Centre staff, etc. As we are arriving late morning, aim to park in the Public car park that you first turn in to, off the Gold Coast Highway (See map attached). If other car parks become available, I will message you all with directions tomorrow morning.

    Meeting point tomorrow morning: Call me when you arrive (or, ideally, 10 minutes before you arrive) and I will let you know where to meet and will come and get you.

    As always, please hit me up with any questions. Otherwise, I’ll see you all from [insert time] onwards tomorrow morning! Very muchly looking forward to it!!

  3. Once the agenda is finalised, print off numerous copies to stick up on numerous walls at the training venue; including inside cabin rooms.

Process for gathering team feedback following team intensives:

  1. During the final educational session (reflections, shout outs, thank you’s, etc): Tell the team that you will email them a feedback questionnaire and set a date for them to complete it and return it to you.
    - Here is the link to the Team Intensive Feedback Template that is located in the ‘TEAM INTENSIVES & OTT’ folder of the UPP Team Internal Google Drive.

  2. ASAP following the end of a team intensive: email the team this document. Email template could look like this (Insert the correct details and adjust as you see fit):

    Hey team!

    Firstly, thank you all again for an awesome time at the Team Intensive!!

    As mentioned, please find attached the slidedeck from the past couple of days [Attach slide deck]. Also, please use some time during office hours on [Insert next office day for everyone] to reflect and complete the ‘Team Intensive Feedback - July 2023’ by EOD on [Insert due date - usually EOD on the next office day that everyone has] and return email it to me.

    Happy travels to all, please get home safe and enjoy your weekend. Let’s launch into Term [Insert Term number] over the next couple of weeks!

  3. Save everyone’s feedback in a new folder named ‘Team Feedback’ within the relevant Team Intensive folder in the UPP Internal Google Drive - ‘TEAM INTENSIVES & OTT’:
    - For example: The feedback is saved in this folder for the July 2023 Team Intensive.
    - Only share access to this folder with Luke, Cody and the OL & LL: Email this link to all of them once you have collated all of the feedback.

  4. Discuss feedback with Luke, Cody and the OL & LL.

‘ON THE TOOLS’ (TERMS 1 & 3) MEETING AGENDAS:

  • FYI: This is a slightly different process to OTT in Terms 2 & 4 because OTT in Terms 1 & 3 happens straight after Team Intensives - Usually the following week.

  • Click this link for the template of UPP OTT and Senior Facilitator meeting agendas: TEMPLATE - UPP Team Meeting Agenda/Minutes

  • Click this link to go to the TEAM INTENSIVES & OTT folder in the UPP drive for previous OTT meeting agendas: Team Intensives & OTT

PROCESS FOR CREATING OTT (TERMS 1 & 3) MEETING AGENDAS:

  1. FYI - Creating this agenda will happen alongside the creation of the Team Intensive agenda.

  2. During Week 5/6 of Terms 2 & 4:
    - Create a draft OTT meeting agenda.
    - When discussing what educational sessions to add to the Team Intensive, include the discussion as to which items should be left out of the Team Intensive and should instead be placed in this OTT agenda.
    - Common items that will be included in this OTT agenda = new workshop content to learn, operations items, equipment updates, QPR/F’s, etc.

  3. In Weeks 9 & 10 of Terms 2 & 4: Finalise the OTT agenda. Discuss any relevant meeting agenda items with Luke and Cody. Consider the following:
    - Who will deliver it?
    - Key points/messages to be delivered?
    - Process/pedagogy of delivery?
    - Time needed?

  4. Set a pre-OTT meeting with Luke and Cody that will happen a day or two before the OTT training session at the start of Term 1 or 3.

  5. At least a couple of days before the OTT session: send an email to the team to provide a reminder and also the agenda for the OTT training. Email could look like the following (Insert the correct details and adjust as you see fit):

    Hey team,

    Hope everyone’s had a great weekend and that the post-Team-Intensive-blues didn’t hit too hard..! To fix that, let’s link up again on [Insert day]!

    Attached is the draft agenda [add link] for our ‘On The Tools’ online training meeting on [Insert date/date] at [Insert time]. The meeting link is in the Google Calendar event for this (Here’s the link again though: [Insert Google Meets link]). Our online meeting will start at [Insert BNE time] Brisbane time (which is [insert SYD and MEL time] for Sydney and Melbourne) and I expect it to go for roughly [Insert duration]. After that, we have some learning/tasks for you to do and your coach will schedule a time to meet with you in the afternoon to discuss your Quarterly Performance Reflection/Focus for this term.

    [Insert OTT day/date] is a full office day, please make arrangements to make that happen. It’s expected that you will make yourself available from 9am-3:30pm (Brisbane time).

    As always, let me know ASAP if there are any issues with that, or if you have any other questions. Otherwise, looking forward to seeing you all then!

  6. In addition to the email above, send a private email to one of the SF team members to ask if they can take the minutes for the OTT session:
    - They can type the minutes straight into the live meeting agenda document during the meeting.
    - Try to share this role around between different people from previous meetings.

  7. During the pre-OTT meeting with Luke and Cody (a day or two before the OTT session):
    - Check over the agenda items.
    - Check the flow of the OTT session.
    - Ensure the timing of agenda items is adequate.
    - Make any last adjustments as needed.

  8. Deliver the OTT meeting and enjoy some more time with the team! Leverage and continue building from the great vibes from the Team Intensive :)

  9. ASAP after the meeting:
    - Email the team the OTT meeting agenda document link with all of the meeting minutes typed into it.
    - Remind the team of any actions that need to be taken that were discussed during the meeting.