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

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

Main factors within the Schedule equation Today 6 indoor venues and 5 outdoor meeting points 38 sessions a week 15 intensities 26 + 5 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 32 + 5 instructors 32 hosts Close to 450 members (excl. volunteers) April 18th 2018

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 2018 - Jan 2019, Feb 2019 - 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

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

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 Amelie_Delforge@Hotmail.com April 18th 2018

Questions?