Program Enrichment

Program Sustainability - the Year of You

Our Trello Program Board

Luke has created a trello board because the inbox and minutes are not a sustainable way to manage the program requests.

Trello is a visual representation of a white board or pinboard for tasks. We can create cards that allow us to store information on them and move them around the board in order to keep track of progress.

Luke pulled this together in the last 2 hours, using the Berwick cubs request into a card, a request that has been copied verbatim, adding contact details for the person who requested. As the query comes through we can assign people to the card or 'task' so we can see who has been assigned to the cards to allow people to see their to do list easier.

Labels can be created to be able to quickly see what each task is, such as section, 'district', 'major event', etc.

There are template cards found at the far left of the board that allows you to make a copy of them so that everything needed is there. This includes New Program Requests, Training Courses and Equipment requests.

These include a Plan > Do > Review so we can all follow the same template to ensure everyone gets equal and consistent programming from us, and we can continually improve how and what we deliver.

The focus is on outcome based achievements for the groups so we can focus on what they want out of the activities.

We can set reminders in order to be able make sure the activities are planned and completed.

We can add people to specific tasks as well in order to make sure everyone is on the same page.

MattCen - Custom fields (part of the standard plan) would be worthwhile, I think

When you have taken on a task, the card should be moved to the pending section.

If there is something stopping you from executing the program, e.g. not enough foxes for fox hunting, you can move the card to the blocked section so it can be looked at by Luke or Andy in order to find a solution.

Once the problem is solved it can be put back in pending, and then once the program has been executed it can be moved to completed and once the review is completed at the meeting the card can be saved and archived.

More than 40 requests were made last year, and it was not able to be properly managed. When a request has been made an email will be sent out to say there has been an update including a link to the board.

Being the Year of You, if you are really struglling with Trello you can chat to anyone in the team who is more adept with the program that can make the updates for you.

This is a tedious tool, but it is a tedious task that has to be done, it will be better managed with everyone helping than just the one person.

This is entirely experimental and a work in progress that will slowly be improved.

Personal goal to just give things a crack in order to get the ball rolling rather than waiting for it to be perfect first. Any comments on trello?

Phil - It's always good to give things a try

Luke - the transparency is the key with this and it shares the responsibility with everyone, I was pushed to trello because it is extensible in its functions and can be linked to many applications (?definitely missed bits). We can extend Trello functionality by integrating with our hire forms etc.

It will also increase transparency accountability and feasablility.

It automates our workflow and shows the holes in the bucket.

Gemma has plenty of suggestions

MattCen sees integration work in his future

Thumbs up online from Anders, Gemma, Karl, MattCen, Alli and Murry

Mark will need to play more to understand

In the agenda there is a link to the resource centre which has the link to the Trello board, you can sign up with a gmail account etc. once you have your microsoft accounts from scouts you will need to add them too.

When majority are on the board the link will be removed to prevent unwanted people joining the trello board. From this point forward it will be done as an invite only.

Only put contact details for phone number and email if they are provided for privacy. When you join Scouts Vic you agree that your contact details can be used in a business perspective. Only use personal information for conducting the business and nothing else. This is a business tool used for business purposes.

Online security is pretty good, we will always ensure that we check that before moving forward with anything.

If you want someone else to update anything on the Trello board for you please reach out, always happy to help.

Looking to get our response times down to 72 hours, and distributing the workload across the team thorugh Trello is a great way to do that.

Mark suggested putting offline conversation in Trello to ensure they happen

Leader of Adults Conference Outcomes

Andy attended morning sessions and they spoke about team culture, big picture, the values of teams.

Luke attended 3 afternoon session including digital transformation, EOC experiences, and supporting Youth program.

Digital transformation

Every adult member of Scouting will be given a Microsoft O365 account. Everyone will also get a Scouts Victoria mailbox of their name and membership number.

This will allow reliability of service, provide wider contact with members of Scouts Vic, easier to book and contact while also having authorisation of members.

We have already begun the transformation for booking and other things. You are welcome to set up forwarding emails, however moving forward once set up we will be using the Scouts Vic emails to communicate.

As much as Luke is being prescriptive in our use of it, he noted he generally dislikes Microsoft, so know that as much as he is pushing for this it's a cringe too.

• Kent - I am looking forward to you setting mine up

Distribution lists are also being worked on.