Task Team Kick-Off Meeting to Address SME Toolkit & Survive Thrive COVID-19 Challenges
&
SURVIVE
THRIVE
COVID-19
The
SME
Toolkit
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Use this template to kick off your meeting to establish your task team
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All slides and information on the slides has been provided directionally – feel free to change and
adjust slides as you see fit
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Ensure roles and responsibilities, as well as time allocation is clear to all task team members – they
should commit 80-100% of their worktime to the task team
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Align on the COVID-19 situation and the need to establish a task team
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Align on task team mandate, objectives and approach
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Agree on roles and resourcing
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Agree on immediate next steps
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The global corona pandemic is a once-in-a-lifetime global healthcare crisis
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The economic consequences of health crisis and slow down of activity will hit SMEs hard
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Due to the crisis / lockdown, [we had to close operation] [our revenue has declined by XX% in the
last weeks]
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We need to act fast and decisively if we want to survive as a business
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Setting up a dedicated task team will help us coordinate our actions and allow us to act quickly
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Protect & serve People, Customers & Company through CV-19
crisis
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Ensure staff safety & wellbeing
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Proactively manage liquidity
chance of survival
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Protect & enhance customer relationships & sales
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Stabilise and adapt Operations
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TEAM MEMBERS
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Person 1
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Coordinate team and facilitates
comms.
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Enforce meeting cadence
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Track team progress
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Person 2
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Ensure safety, and WFH works
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Protect jobs
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Monitor team wellbeing
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Build scenarios
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Maintain detailed liquidity &
runway picture
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Manage cash
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Engage customers
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Ensure collections
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Create revenue opportunities
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Update Processes & Systems
to new WFH reality
(with teams & individuals)
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Update roles to align to
processes & systems
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Minimise supply chain
disruption and risk
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lign with operations and
customer and sales to match
supply to demand
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Use this to
brainstorm working principles and decision
making processes together, and align and capture on
this slide.
Include these in your TT Mandate document.
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Add additional meetings to
your meeting rhythm as
you see fit
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What project management tool are we going to use (excel, Asana, etc.)
What shared storage space are we going to use (google docs, MS OneDrive, etc.)
How are we going to communicate (email, slack, whatsapp)
…
Add additional items
relevant to your
organisation that need to
be agreed on
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Leverage the project plan
template for additional activities.
Each workstream should
perform a risk analysis of their
respective areas asap
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This kick-off meeting template aims to establish a dedicated task team to tackle the challenges faced by SMEs due to the COVID-19 pandemic. The template includes slides on objectives, the current situation, mandate, and team composition for a structured approach. It emphasizes the need for quick and decisive actions to ensure business survival and success during these unprecedented times.
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Presentation Transcript
Task Team kick-off template The SME Toolkit & SURVIVE THRIVE COVID-19 presented by
How to use this template Use this template to kick off your meeting to establish your task team All slides and information on the slides has been provided directionally feel free to change and adjust slides as you see fit Ensure roles and responsibilities, as well as time allocation is clear to all task team members they should commit 80-100% of their worktime to the task team
Objectives of this meeting Align on the COVID-19 situation and the need to establish a task team Align on task team mandate, objectives and approach Agree on roles and resourcing Agree on immediate next steps
The situation and need for a task team The global corona pandemic is a once-in-a-lifetime global healthcare crisis The economic consequences of health crisis and slow down of activity will hit SMEs hard Due to the crisis / lockdown, [we had to close operation] [our revenue has declined by XX% in the last weeks] We need to act fast and decisively if we want to survive as a business Setting up a dedicated task team will help us coordinate our actions and allow us to act quickly
The mandate and objectives of the task team Mandate: Protect & serve People, Customers & Company through CV-19 crisis Key objectives: 1. Ensure staff safety & wellbeing 1 2. Proactively manage liquidity chance of survival 2 3. Protect & enhance customer relationships & sales 3 4. Stabilise and adapt Operations 4
Our task team will consist of X people and will be led by [Name] TEAM MEMBERS Name Surname CEO Name Surname CFO Name Surname Head of Sales Name Surname Operations Name Surname Customer Service / Key Account Manager Name Surname HR/ People Name Surname Legal
The task team is organised in 6 workstreams with clear roles and responsibilities 1. Response team 2. Employees and wellbeing 3. Financial and stress testing Person 1 Person 2 Person 3 Owner Owner Owner Key activities Key activities Key activities Coordinate team and facilitates comms. Ensure safety, and WFH works Build scenarios Protect jobs Maintain detailed liquidity & runway picture Enforce meeting cadence Monitor team wellbeing Track team progress Manage cash 4. Customers and sales 5. Operations 6. Supply chain Person 4 Person 5 Person 6 Owner Owner Owner Key activities Key activities Key activities Engage customers Update Processes & Systems to new WFH reality (with teams & individuals) Minimise supply chain disruption and risk Ensure collections Align with operations and customer and sales to match supply to demand Create revenue opportunities Update roles to align to processes & systems
Task Team working principles and decision making Use this to brainstorm working principles and decision making processes together, and align and capture on this slide. Include these in your TT Mandate document.
Our meeting rhythm Monday Tuesday Wednesday Thursday Friday Daily standup 8:00-8:15 15 min Daily standup 8:00-8:15 15 min Daily standup 8:00-8:15 15 min Daily standup 8:00-8:15 15 min Daily standup 8:00-8:15 15 min Weekly TT review 13:00-14:00 60min Add additional meetings to your meeting rhythm as you see fit
What we need to agree on What project management tool are we going to use (excel, Asana, etc.) What shared storage space are we going to use (google docs, MS OneDrive, etc.) How are we going to communicate (email, slack, whatsapp) Add additional items relevant to your organisation that need to be agreed on
Immediate next steps Area Activties Who When Setting up task team Communicate task team to all staff Name 1 Friday Schedule meeting rhythm (daily stand-ups, weekly task team review Name 1 Today Flesh out task team project plan Name 1 Thursday Financial and stress testing Develop workstream plan Name 2 Tomorrow Employees and wellbeing Develop workstream plan Name 3 Tomorrow Customers and sales Develop workstream plan Name 4 Tomorrow Operation Develop workstream plan Name 1 Tomorrow Supply chain Develop workstream plan Name 5 Tomorrow Leverage the project plan template for additional activities. Each workstream should perform a risk analysis of their respective areas asap
