Knowledge Capture and Retention Strategy Workshop
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Checklist & Progress Tracker
Location: CHQ, Abuja
Date:
Duration:
Attendees: KM Focal Persons (Physical)
PRE-WORKSHOP PLANNING (3-4 Weeks Before)
# Task Responsible Unit Owner Deadline Status Notes
1 Confirm workshop date and duration Organizing Team
2 Develop workshop agenda and objectives Organizing Team
3 Identify and confirm list of KM Focal Persons HCM
4 Secure budget approval Finance/Admin
5 Brief HCM Leadership Team on workshop plan Organizing Team
LOGISTICS & VENUE (2-3 Weeks Before)
# Task Responsible Unit Owner Deadline Status Notes
6 Submit venue request to Corporate Admin Services Corporate Admin Services
7 Confirm venue booking and setup requirements Corporate Admin Services
8 Arrange seating layout (U-shape/classroom/roundtable) Corporate Admin Services
9 Confirm accessibility and parking arrangements Corporate Admin Services
CATERING & WELFARE (2 Weeks Before)
# Task Responsible Unit Owner Deadline Status Notes
10 Submit catering request to Welfare Department Welfare
11 Confirm menu and meal times Welfare
12 Arrange refreshments (water, tea/coffee) Welfare
13 Confirm final headcount for catering Welfare
TECHNOLOGY & AV SUPPORT (2 Weeks Before)
# Task Responsible Unit Owner Deadline Status Notes
14 Submit AV requirements to ITD ITD
15 Test all AV equipment ITD
16 Ensure stable internet connectivity ITD
17 Arrange tech support during workshop ITD
18 Prepare backup equipment ITD
MATERIALS & DOCUMENTATION (1-2 Weeks Before)
# Task Responsible Unit Owner Deadline Status Notes
19 Prepare workshop materials and presentations Organizing Team
20 Print participant folders/binders Admin Support
21 Prepare name tags/tent cards Admin Support
22 Print attendance sheets Admin Support
23 Prepare feedback/evaluation forms Organizing Team
24 Prepare certificates of participation (if applicable) Admin Support
25 Arrange stationery (pens, notepads, flip charts) Admin Support
COMMUNICATION & INVITATIONS (2-3 Weeks Before)
# Task Responsible Unit Owner Deadline Status Notes
26 Send formal invitations to KM Focal Persons Organizing Team
27 Send pre-reading materials (if any) Organizing Team
28 Send travel/accommodation guidance Admin Support
29 Send reminder email (1 week before) Organizing Team
30 Send final reminder (1 day before) Organizing Team
31 Notify security of expected visitors Admin Support
FINAL PREPARATIONS (1 Week Before)
# Task Responsible Unit Owner Deadline Status Notes
32 Conduct final walkthrough of venue Organizing Team
33 Confirm all vendor arrangements Admin Support
34 Prepare facilitator's guide/script Organizing Team
35 Brief facilitators/presenters Organizing Team
36 Prepare emergency contact list Admin Support
DURING WORKSHOP (Workshop Day)
# Task Responsible Unit Owner Deadline Status Notes
37 Set up registration desk Admin Support
38 Conduct AV equipment check ITD
39 Distribute materials to participants Admin Support
40 Take attendance Admin Support
41 Take photos/documentation Communications/PR
42 Monitor session timing Organizing Team
43 Distribute and collect feedback forms Admin Support
POST-WORKSHOP ACTIVITIES (1-2 Weeks After)
# Task Responsible Unit Owner Deadline Status Notes
44 Compile and analyze feedback forms Organizing Team
45 Prepare workshop report Organizing Team
46 Share workshop photos and highlights Communications
47 Distribute workshop materials/presentations Organizing Team
48 Send thank you notes to participants Organizing Team
49 Present feedback and outcomes to HCM Leadership Team Organizing Team
50 Document lessons learned Organizing Team
51 Follow up on action items identified Organizing Team
52 Archive all workshop documentation Admin Support
CONTACT LIST
Department/Unit Contact Person Email Phone Notes
Corporate Admin Services Venue
Welfare Department Catering
ITD AV Support
HCM Leadership Team Reporting
Security Access control
Communications/PR Documentation
STATUS KEY: Not Started | Started | In Progress | Completed
POTENTIAL RISKS & MITIGATION: