Templates
Contents
PROJECT DEBRIEF ...................................................................................................... 3
PROJECT DEBRIEF ...................................................................................................... 4
Project Debrief Discussion ............................................................................................................................. 4
PROJECT DEBRIEF ........................................................ Error! Bookmark not defined.
Project Debrief Discussion (cont.) .................................................................................................................. 4
PROJECT STATUS REPORT ...................................................................................................... 8
PROJECT DEBRIEF ...................................................................................................... 9
PROJECT DEBRIEF .................................................................................................... 10
Project Debrief Discussion ........................................................................................................................... 10
PROJECT DEBRIEF .................................................................................................... 11
Project Debrief Discussion (cont.) ................................................................................................................ 11






Project Charter (1 page)
Project Plan Debrief Template (3 pages)
Hand Off Checklist (1 page)
Project Status Meeting (1 page)
Project Status Report (3 pages)
Project Debrief
Progress Report (1 page)
Project Charter
Project Name:
Prepared by:
Date (MM/DD/YYYY):
Purpose
The goal of this event is
Background
The goal will be
Deliverables






Create marketing plan
Marketing Brochure/Invite
Provider presentation Template
Secure date and location
Secure sponsorships of capital markets
Finalizing speakers, agenda.
Timing/Location Event date is
Key Steps
Budget

The budget is $$$$. It is derived from
 Text
 Text



Key
Dependencies
Roles
Premarketing planning, execution of marketing plan, etc.
Text
Text
Text




Name
Name
Name
Name

All supportive documents for will be housed at
Additional Notes
Add other sections as needed.
PROJECT DEBRIEF
Purpose
To help the project team share knowledge gained from experience so that the entire organization may benefit.
A successful Debrief program will help project teams:
 Repeat desirable outcomes
 Avoid undesirable outcomes.
Meeting Ground Rules
 Be positive
 Do not place blame!
 Focus on successes as well as failures
 Indicate which strategies contributed to success
 Indicate which improvement strategies would have the greatest impact
Planning The Meeting
 Send an outlook appointment to gather all stakeholders for a Debrief meeting.
 Order lunch as a celebration (if appropriate).
 Send out an agenda with the meeting appointment – see below for a sample agenda.
 At the meeting, distribute a document that lists the goals, measures and results of the project and any
feedback received from both internal and external sources to all attendees.
 During the meeting, collect discussion ideas on flip charts.
 After the meeting use the form below to summarize your Debrief discussion. Enter comments in the
areas provided. Add extra rows as needed.
 Distribute the Debrief summary to all of the attendees via email.
Sample Agenda (to include in Outlook appointment)





Review project goals, measures and results
Review feedback
What worked well?
Suggestions for next event/project?
Celebrate project completion
PROJECT DEBRIEF
Project Name:
Prepared by:
Date (MM/DD/YYYY):
Project Debrief Discussion
(Insert rows as needed)
1. Summarize the goals, measures and results of the project
Goals
Measures and Results
2. Summarize the internal and external feedback (from evaluations if applicable)
3. List this project’s three biggest successes.
Description
Factors that promoted this success
4. List other successes that the team would like highlighted:
Description
Factors that promoted this success
Project Debrief Discussion (cont.)
5. List the issues that must be address/corrected next time
Description
Factors that contributed to this issue
6. List the changes that would be “nice to have” next time
Project Debrief Discussion (cont.)
Description
Factors that contributed to this issue
7. Document final summary and recommendations
HAND-OFF CHECKLIST
Before beginning to hand off project tasks, consider the following:
 Does everyone on the team have a current project schedule?
o Send (or re-send) the schedule to all team members.
o Ask all team members to check their calendars and alert you about any time conflicts (e.g., vacations).
 How much time will team members need to devote to executing, reviewing, providing input, etc? If the time
commitment is significant (or if the team members have not been involved with the project prior to now), ensure
everyone is aware of the upcoming time commitment.
o For example: “I wanted to let you know that we will need you to review a long document (about 5,000
words) for accuracy late next week? Will you have time to do this—or can you recommend another team
member who can handle this?”
Communicate the following when handing off a project tasks to a team member:
 State a specific due date (and time of day, if applicable).
o If you are communicating by email or in print, bold the deadline date and time—to ensure the recipients
see the deadline. For example, “I will need your feedback by Mon, April 22 at noon.”
o When setting deadlines, allow a reasonable amount of time for team members to complete their tasks.
o Avoid using “ASAP” as a deadline.
o Schedule in some additional time in case you do not receive feedback from the other team members by
the deadline.
 Ask the other team members to confirm that they can make the deadline. For example, “I will need your feedback
by Mon, April 22 at noon. Please let me know if this deadline is doable.”
o If you do not hear back from a team member, be sure to follow up to ensure he/she can make the
deadline.
 Specifically state what you need the other team members to provide. Examples:
o “Can you please review the entire document for accuracy?”
o “Please provide input about what to include on pages XX-XX?”
o “We need your approval on this final version before publication.”
 Summarize the next steps – so contingencies are understood. For example, “After I get your feedback, I will
incorporate your changes and run the copy by Joe Smith for his approval. Once we get his approval, I will send
the memo out to all HFMA staff on May 6.
 State if this is the last time the person will be able to review or provide feedback. Or will there be another
opportunity for future review? Be sure to find out if the other team members want/need to see the deliverable
again to avoid any future issues.
 Provide your contact information / schedule for questions.
o If you are going to be out of the office but available by phone/email, let them know how to reach you.
o If you will be away on vacation or otherwise unavailable by phone/email, arrange for someone else to
handle questions—and let all team members know who they should go to in your absence.
Project Status Meeting
Date
Location
Agenda
1. Meeting Goals
2. Status updates
a. Item A
b. Item B
c. Item C
3. Changes to project plan
a. Cost overruns
b. Delays
c. Quality issues
d. Other priorities
e. Revise project plan/timeline
4. Next steps
a. Item A – who is responsible
b. Item B – who is responsible
c. Item C – who is responsible
5. Other agenda items
6. Next meeting date/time
PROJECT STATUS REPORT
Project Name:
Prepared by:
Date (MM/DD/YYYY):
Item Category
Priority
Owner
Actions/Tasks to
be Completed
Date assigned
Date for
completion
N
u
Status updates can be
segmented into various
categories, ie:
Low - longer
timeline
Medium – to be
addressed, but there
is time
High – highest
priority, must be
addressed ASAP
This is the person
(team leader) who is
responsible for the
status updates, and
ensuring that the
work progresses.
This section is the
heart of the report.
In this section, the
report author records
the actions/tasks
that are next on the
project timeline.
Date issue was
identified – priority
and owner must be
assigned when issue
is identified.
End date targeted
for completion. This
date can be changed
if higher priority
items are identified.
Th
pr
is
it
fo
ac
of
co
to
Marketing
Technology/IT
Registration/membership
Education
Additional lines are added for
new tasks or items to be
addressed at next update
meeting.
PROJECT DEBRIEF
Purpose
To help the project team share knowledge gained from experience so that the entire organization may benefit.
A successful Debrief program will help project teams:
 Repeat desirable outcomes
 Avoid undesirable outcomes.
Meeting Ground Rules
 Be positive
 Do not place blame!
 Focus on successes as well as failures
 Indicate which strategies contributed to success
 Indicate which improvement strategies would have the greatest impact
Planning The Meeting
 Send an outlook appointment to gather all stakeholders for a Debrief meeting.
 Order lunch as a celebration (if appropriate).
 Send out an agenda with the meeting appointment – see below for a sample agenda.
 At the meeting, distribute a document that lists the goals, measures and results of the project and any
feedback received from both internal and external sources to all attendees.
 During the meeting, collect discussion ideas on flip charts.
 After the meeting use the form below to summarize your Debrief discussion. Enter comments in the
areas provided. Add extra rows as needed.
 Distribute the Debrief summary to all of the attendees via email.
Sample Agenda (to include in Outlook appointment)





Review project goals, measures and results
Review feedback
What worked well?
Suggestions for next event/project?
Celebrate project completion
PROJECT DEBRIEF
Project Name:
Prepared by:
Date (MM/DD/YYYY):
Project Debrief Discussion
(Insert rows as needed)
3. Summarize the goals, measures and results of the project
Goals
Measures and Results
4. Summarize the internal and external feedback (from evaluations if applicable)
3. List this project’s three biggest successes.
Description
Factors that promoted this success
4. List other successes that the team would like highlighted:
Description
Factors that promoted this success
PROJECT DEBRIEF
Project Debrief Discussion (cont.)
5. List the issues that must be address/corrected next time
Description
Factors that contributed to this issue
6. List the changes that would be “nice to have” next time
Description
7. Document final summary and recommendations
Factors that contributed to this issue