1. New Schedule Definition Process Information Session
Friskis&Svettis Brussels Etterbeek, 18th April 2018

2. Agenda Main factors within the Schedule equation
Schedule Definition Project
Process
How
Suggested approach
Suggested timetable
Schedule Team Membership
Questions
April 18th 2018

3. Main factors within the Schedule equation
Today
6 indoor venues and 5 outdoor meeting points
38 sessions a week
15 intensities
instructors
36 hosts
Close to 450 members (excl. volunteers)
Tomorrow
7 indoor venues and 5 outdoor meeting points
Over 40 sessions a week
18 intensities
instructors
32 hosts
Close to 450 members (excl. volunteers)
April 18th 2018

4. Schedule Definition Project
Design a process that
→ Works in the best interest of the club and of its members
→ Defines a schedule for each of the two semesters
Semesters: Sept Jan 2019, Feb June 2019
→ Integrates principles that have been defined by the Board (see next slide)
→ Takes into account expectations and preferences of members and volunteers where feasible
→ Is based on input from statistics on attendance to sessions, satisfaction surveys, intelligence within each group of stakeholders/subject matter experts from all functional teams
→ Guarantees a balanced distribution of intensities throughout weeks and locations
How ?
→ Set up a permanent team of 5 people (“Schedule Team”) independent from but coming from the following groups:
Communication
Hosts
Infrastructure
Instructors
Members
April 18th 2018

5. Schedule Definition Project (2)
Suggested approach
→ Identify the different intensities to be offered and our capacity/resources for each one (halls, equipment, instructors, hosts) Principle : each intensity should be covered by at least 2 instructors
→ Define a schedule with intensities
→ Validation by the Board
→ Assign instructors to sessions (confirm with Board on any questions/changes) Principle : max 2 sessions per week in max 2 intensities (excl. replacements)
Suggested timetable → April: Presentation of project & call for participation to the Schedule Team → May: Schedule Team works on the schedule of intensities, liaising with all subject matter experts, as required Collaboration with volunteers (iteration process) → End-June: Schedule Team finalizes Schedule (instructors/hosts to intensities)
April 18th 2018

6. Schedule Definition Project (3)
Schedule Team membership
→ Open to all volunteers and members
→ Preference for candidates with no other active role in the operation of the club, however members of other teams will be asked if there is a lack of enough volunteers
→ If more than 5 candidates from the same group, discussion and election in that group
→ Mandate set for a year (2 semesters)
→ Mandate of the team members is automatically renewed until resignation is handed in
→ 1 of the 5 members is Coordinator / Project Manager
→ Estimated workload: Approx. 1 month of activity, twice per year
Deadline to apply
→ 28th of April
Contact person in the Board
→ Amélie Delforge
April 18th 2018

7. Questions?