Something I've been working on lately is a template for organizing an event
and/or a program. It seemed like every time we put on a class, or a workshop
or an event, we had to reinvent the thing, since no one had taken notes on
what worked or didn't work last time.
We've come up with a pretty simple multi-page spreadsheet that helps parse
out tasks, duties, and timelines for things. It allows us to document the
procedure for setting up an event or class (say, an open house, or a
workshop) and then keep track of everything that needs to happen, what
allies you can rely on, what their contact info is, other resources, food
donors, space resources, all of it.
After the event, it's also vital to do post-event evaluations, and include
that information in your spreadsheet. What went wrong, what went well, what
did you forget?
Then, the next time someone, or you, wants to do the event again, all you
have to do is call up your template, and do what's on the list of tasks.
This time, you'll have your notes on what you forgot the first time, who
helped you last time, who was good at what task, etc.
Every time we start a new project here at Community Cycles, we draw up one
of these templates, and start plugging in dates and names and tasks. We use
a simple Google spreadsheet, which makes it easy to delegate and share
responsibilites, and see waht people are up to.
We're getting to the point now where we're able to rely on the spreadhseet
info to do the event again, and it's proven SO helpful. When it's time to
put the class on again, you just get the plan out of the box, and go down
the list. You've taken notes on it already, so you know that if you do
everything on the list, then it will be at least as successful and
professional as the last time you did it.
This isn't specific to bike projects, either. I've imagined it fitting with
my old office job for projects or campaigns that we worked on. I think it
could even work on personal around-the-house projects if they're
sufficiently big enough to warrant their own planning process.
I'm working on a "demo model" that has comments explaining some of the inner
workings of it. I would love to share it with anyone who's interested. If
you would like to check it out hit me up off list and I'll share the sample
I have, which does not have comments just yet.
Sorry this email is so disjointed, in case anyone's still reading. I didn't
plan on mentioning/releasing this thing, but got excited with all the
bikebikes happening, and wanted to share.
Thanks everyone.
josh.