A recurring maintenance checklist for the HQ office team to ensure Team Orientation runs smoothly across all locations. Review and action these items on the indicated cadence.
Before Each Team Orientation (Monthly)
Update Planning Centre Service Description — Ensure the upcoming Team Orientation date, time, and any special notes are reflected in the Planning Centre service listing for each location.
Confirm Point Persons — Verify each location has a confirmed Point Person for the upcoming date and that they have the latest master plan.
Breakout Leader Assignments — Coordinate with team leads to confirm breakout leaders are rostered for each team at every location.
Send Reminder Comms — Send a reminder to all location Point Persons and breakout leaders at least one week prior with date, time, and any updates.
Check Attendance Form Links — Verify all attendance form links are active and working for each location.
Review RSVPs / Expected Numbers — Check registrations or expected headcount so locations can prepare appropriate chair counts and hospitality.
Quarterly Maintenance
Creative Signs Audit — Inspect all directional signs and handheld team signboards at every location. Check for missing, damaged, or faded signs and arrange replacements or repairs.
Team Orientation Bin Stock Check — Verify each location's storage bin has all required items: directional signs, handheld signboards, lanyards, and any printed materials.
Review Team List — Confirm the list of teams is current. Add any new teams, retire any that have been discontinued, and update signboards accordingly.
LP Script & Video Review — Check if Pastor Sam's video or the LP script needs updating for relevance, new team additions, or messaging changes.
Master Plan Document Update — Review this master plan for accuracy and update any sections that have changed (room assignments, contacts, procedures).
Annual / As Needed
Set Annual Schedule — Publish the full year's Team Orientation dates (3rd Sunday of each month) to the church calendar and all relevant platforms.
New Location Onboarding — When a new location launches, create their location tab in the master plan with room details, timings, breakout locations, and storage setup.
Breakout Leader Training — Coordinate an annual training or refresher session for all breakout leaders across locations.
Feedback Review — Collate feedback from closing huddles across all locations and identify process improvements.