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CP - PLANNING

TRAINING PLAN PHILOSOPHY AND RESOURCES

 

 

Fillable Meeting Planner

 

Sample Meeting Agenda

Easy plug-n-play form that can be saved and / or converted to different formats such as pdf, jpeg, and png to facilitate easy of communicating key information members need so they can be prepared for your next meeting.


PLANNING FOR A SUCCESSFUL CADET PROGRAM

Best Practices: "Fail to plan, plan to fail." Regularly scheduled planning meetings are the best defense against failure and is your first step toward being proactive in your Squadron's success.

  • ANNUAL PLAN (Suggested to occur Mid- to Late June):
    Complete a squadron-wide "BRAINSTORMING" Annual Planning Meeting. This is NOT focused on hammering out specifics. It is to pre-populate your "Planning Calendar" with ideas and options to be addressed during quarterly planning meetings. Include events such as:

  1. holidays that will interrupt regular meetings / activities, or

  2. holidays that offer community service participation or Color / Honor Guard opportunities such as Memorial Day, Veterans Day, or the 4th of July, etc.

  3. local, state, and national non-CAP events that could be used as field trips, recruiting events, or local community service / participation

  4. annual recruiting opportunities such as Girls in Aviation Day (typically October), National Volunteer Week (typically April), Airshows, etc.

  5. pull from CAP chain of command calendars for professional development and leadership courses

  6. summer / spring / winter encampment dates
    (include SM, staff, and cadet application OPEN and CLOSE dates and actual dates for encampment)

  7. Squadron, Group, Wing, Regional and National professional development courses, camps / clinics / academies

  8. Wing, Region and National Conferences

  9. cadet competitions: Iron Man, Drill, etc.

  10. OPEN DATES and DEADLINES for applications for National Cadet Special Activities (NCSA)

  11. NESA Satellite Southeast (NSSE) / ES training, SAREXs, joint training with other organizations, etc.

  12. closing dates for awards packages and scholarships

  13. reports that are due to SQ, GRP, WG, and other Programs directorates, etc.

  14. SQ standing classes or training (i.e. 1st Monday of the Month type events)

  15. SQ recruiting events: Spring / Fall Open House & Great Start followed by O-flights

  16. SQ additional recruiting events: homeschool conventions, fly-ins, airshows, parades, festivals and other local events

  17. SQ Honor Guard commitments

  18. SQ or join unit flight days: powered / glider /  military

  19. SQ uniform trips (maybe coupled with a base tour), etc.

  20. SQ Saturday events, community service projects, field trips

  21. SQ promotions and change of command ceremonies (i.e. quarterly, annual Awards Ceremonies, etc.)

  22. SQ holiday party, summer SQ picnic, etc.

  23. SQ special guest speakers / training by outside organizations (i.e. military organizations, law enforcement, first responders, etc.)

  24. Any other commitments and future possibilities.

 

  • QUARTERLY PLANNING (Suggested to occur toward the end of March, June, September, and December):

June Quarterly Planning Meeting:
June is a great jump-off point because it is also the Annual Planning month and leads into Squadron plans due typically by the end of September.

-  Solidify 3rd quarter calendar (Jul-Aug-Sep). Verify big projects are on target, determine needs and address them. Verify instructors are prepared to present their assigned training, courses / classes. Confirm adequate SM / Sponsor support for Saturday activities, field trips, etc. Drivers and backup drivers for any transportation needs. After this step, all information should be available to populate the "Public Events Calendar" and pre-draft the agendas.

-  Pencil in 4th quarter calendar (Oct-Nov-Dec). Confirm the events, training and classes your unit is committing to for the quarter. For big projects, assign a Project Officer to head up preparations so they an start to build their team. Assign instructors for training, courses / classes.

September Quarterly Planning Meeting:
-  Solidify 4th quarter calendar (Oct-Nov-Dec). Verify big projects are on target, determine needs and address them. Verify instructors are prepared to present their assigned training, courses / classes. Confirm adequate SM / Sponsor support for Saturday activities, field trips, etc. Drivers and backup drivers for any transportation needs. After this step, all information should be available to populate the "Public Events Calendar" and pre-draft the agendas.

-  Pencil in 1st quarter calendar (Jan-Feb-Mar). Confirm the events, training and classes your unit is committing to for the quarter. For big projects, assign a Project Officer to head up preparations so they an start to build their team. Assign instructors for training, courses / classes.

December Quarterly Planning Meeting:
-  Solidify 1st quarter calendar (Jan-Feb-Mar). Verify big projects are on target, determine needs and address them. Verify instructors are prepared to present their assigned training, courses / classes. Confirm adequate SM / Sponsor support for Saturday activities, field trips, etc. Drivers and backup drivers for any transportation needs. After this step, all information should be available to populate the "Public Events Calendar" and pre-draft the agendas.

-  Pencil in 2nd quarter calendar (Apr-May-Jun). Confirm the events, training and classes your unit is committing to for the quarter. For big projects, assign a Project Officer to head up preparations so they an start to build their team. Assign instructors for training, courses / classes.

March Quarterly Planning Meeting:
-  Solidify 2nd quarter calendar (Apr-May-Jun). Verify big projects are on target, determine needs and address them. Verify instructors are prepared to present their assigned training, courses / classes. Confirm adequate SM / Sponsor support for Saturday activities, field trips, etc. Drivers and backup drivers for any transportation needs. After this step, all information should be available to populate the "Public Events Calendar" and pre-draft the agendas.

-  Pencil in 3rd quarter calendar (Jul-Aug-Sep). Confirm the events, training and classes your unit is committing to for the quarter. For big projects, assign a Project Officer to head up preparations so they an start to build their team. Assign instructors for training, courses / classes.

 

  • As events on the "Planning Calendar" are committed to, move the event to the unit "Public Events Calendar" with as much information as possible.

  • Be creative and use technology. Look at options "G Suites Meet," "Zoom," and other conferencing software to encourage as much participation in planning meetings as possible. These programs offer online video and call-in options so everyone can be included regardless of their available technology.

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