There are three actions needed to prepare for the first working group meeting of your organisation:
- 1) Create a core working group (5–6 max) and use it to undertake the following actions
- 2) Undertake a scoping exercise to define the parameters of the plan, in terms of your level of resource and the policies you should align with.
- 3) Discuss with your core working group who should participate in the 3 larger workshops in Steps 2 and 3.
1) The first action is to create a core working group to which you can delegate work, and which can help you steer the project, as well as sharing information back and forth across your organisation. This can be up to 5 or 6 people from a current group, or a new team. Either way it will be useful to set up a Microsoft Teams site or some way of sharing files.
Hold an initial meeting(s) using the agenda and PowerPoint below as a guide. You should discuss the background to why your organisation is developing an adaptation plan, agree on your terms of reference and discuss the scoping exercise (Point 2) and the extended invite list for the workshops in Steps 2 and 3. (Point 3)
2) Define the scope of your plan, including your level of resource and what ongoing projects and policies the plan will need to align with. It is a good idea to begin this work yourself and then bring it to the core working group to discuss further. Use the ‘Adaptation Plan Scoping Document‘ below to guide you.
3) The final step in this section is to use the contact database (an excel file with some indicative services you may want to invite to get the best possible conversation) to develop an extended invite list with representation across all services. This is needed for 3 workshops in Steps 2 and 3 and will only meet occasionally, as opposed to the core group which meets more regularly to help steer the process.
Adaptation Plan Scoping Document
Core Working Group Initial Meeting Draft Agenda
Core Working Group Terms of Reference Template
Core Working Group Initial Meeting PowerPoint Template
Contact Database for extended Working Group