Table of Contents
Intro
During the Meeting
Key Impact Metric
Transferrable Components / User Needs
Baseline output and fulfillment of needs prior to MilkCrate
Identifying the First User
Team Work
Follow Up Email Structure
Requirements to proceed to Step 2
Intro
This meeting is to better understand the needs of your organization and your users needs. This will ensure we know all the different reasons a user will be logging into the app and plan for their implementation. Down the line we will review how to ensure your users are habitually using your app.
What is your key impact metric?
Starting point for metric to track What metric are you trying to change? What is its current status? Please provide both.
Identify Set up the main functionality of your app based on your user's needs.
What components of your organization would you like to push to the platform? Make sure you start out with only a handful of changes at one time. Please have the customer answer Y/N and why.
- Learning Managemenet: (Y/N) Do they have learning initiatives that they are going to be transfering to the app? If so what are they? This educational information will be transformed into categories and actions.
- Event/Calendar Management: (Y/N)Do you have events that are going to be tranfered to the app? For instance webinars, workshops, and meetings?
- Volunteer Management: (Y/N)Will you be setting up a system for volunteers to register for or track their hours?
- Submission Management: (Y/N)Will you be setting up submissions/survey/reporting done by the individual user? Do you need to have users track their performance entries? This could be volunteering, personal reflections anything!
- Online Social Community: (Y/N)Do you want to work on increasing community participation?
- Program Participation Management: Do you have users that must complete a variety of tasks like learning specific curriculum, attending certain events, volunteering a certain amount of hours, submitting a certain amount of entries, or socially participating at least x amount of times?
Output Year Prior
Let's set up some baseline metrics to make comparisons of the quality of service before, the number of people impacted, and their satisfaction. What was your output the year prior for each of these components you intend to transfer?
[LEARNING INITIATIVE ] for [STAKEHOLDER]
This past year we planned for and delivered [EducationHours] material to [Number][Stakeholder] with [% who completed]. Their over all satisfaction was [Rating]. It took our staff approximately [Number] hours to properly plan and deliver the information.
[EVENT PROGRAM] for [STAKEHOLDER]
This past year we planned for and delivered [Number of Event][Event Type] to [Number][Stakeholder] with [% who completed]. Their overall satisfaction was [Rating]. It took our staff approximately [Number] hours to properly plan and deliver this information.
[VOLUNTEERING] by [STAKEHOLDER A] for [STAKEHOLDER B]
This past year we planned for and delivered [Number][Metric]s with the help of [Number][Stakeholder A]s for [Number][Stakeholder B]s. With [Number] new [Stakeholder A]s and [Number] returning [Stakeholder A]s we helped [Number] new [Stakeholder B]s and [Number] returning [Stakeholder B]s. It took our staff approximately [Number] hours to properly plan and deliver these opportunities.
[ENTRY] by [STAKEHOLDER]
This past year our [Number][Stakeholder]s submitted [Number] entries. Of those [% of whole] were [Metric A], [% of whole] were [Metric B] and so on. With [Number] new [Stakeholder]s and [Number] returning. It took our staff approximately [Number] of hours to properly request and reflect on these entries.
[SOCIAL PARTICIPATION] by [STAKEHOLDER]
This past year our team initiatved [Number] of social interactions with our [Stakeholder] which resulted in [Number] of positive responses. Without prompting we saw [Number] interactions take place within the app conducted by [Number] of [Stakeholder]s. About [%] of active [Stakeholders] are active socially in our community.
[COMPLEX PROGRAM/MAJOR EVENT DELIVERED] for [STAKEHOLDER]
This past year out of the [Number][Stakeholders] who started we had [%]...
+complete [Learning Materials]
+attend [Number] of {Event Type]
+hit at least [Number] of [Volunteering]
+submit over [Number] of entries
+participate in over [Number] times in the community
Who is your user?
Based on the components you seek to implement first, who is your user? Do the components you seek to push to the platform reflect all of their needs?
Who are they?
What are they typically doing when they are interacting with your organization?
How will the app fit into their life?
Where do they live?
What do they like?
What do they hate?
What are their cultural references?
What are their social references?
What is their work environment like?
What do they expect from the app?
How does it fit with their other goals?
Does anything stress them out?
Team Work
How will your team work together to transfer this content and experience to the app? Who will work on what parts? Is there content that needs to be made or only content that needs to be transfered. We also need someone to take charge of the developer accounts.
Please include App Store POC, Contract/Financial POC, & Content POCs
Follow up email
After the meeting is finished please send an email to the customer that includes
- A summary of content gathered
- Summary of things to do
- Request for another meeting
Here is an example...
We collected the following information:
Primary Impact Metric to Track: Number of middle school students in sports with a focus on Western Atlanta, but also Atlanta at large, Innercities, and Nationwide, plus the ratio of Male to Female. Ideally they want to have at least 150 middle school students involved with at least 50% of participants being female.
User Base & Profile: Middle school students in Western Atlanta are encouraged to download the app but it is also going to be free for middle school students nationwide. Gender, Age, Race, Area of Residence (Western Atlanta, Atlanta at Large, another City, Suburban, Rural). (Future user types: coach, health coach, parent/caregiver, teacher)
Main Functionality
- Program Participation Management: Students can sign up for a variety of programs that typically meet virtually on a weekly basis or they can take on the learn opportunities independently. Students can sign up for and participate in Basketball, Yoga, Horseback Riding, African Dance, Gardening, and Cooking.
- Learning Management: Potentially down the line
- Event/Calendar Management: Recurring virtual cooking class on Mondays, recurring virtual gardening program & reccuring virtual yoga on tuesdays, recurring virtual African dance on Wednesdays, recurring virtual basketball and 4 sections of monthly recurring Horseback riding on Thursdays.
- Submission Management: Program Application, Proof of physical
- Online Social Community: The organization is commiteed to touching base with each child once a week via a Health Coach, reminders and general encouragement form their coach.
- Volunteer Management: Potentially down the line to better track the Health Coach
Goals
- Onboarding Kit (possibly include COPPA waiver, program application, proof of physical)
- Ambassador lvl 1
- Ambassador lvl 2
Mark has been tasked with:
Next time we will try to:
- Break down each program into its components (events, learning, submissions, social) and request past student participation, effort by staff, and overall program satisfaction
- Address COPPA issue (do they want parents to sign via the app, do they want a welcome screen addressing the issue, will it be included in the first goal)
Requirements to proceed to Step 2
Community Access
Be sure the customer has been given access to their community. Learn how to create a community here.
Add to Hub Spot
- Primary Impact Metric
- Identify the primary impact metric (plus notes)
- Primary Metric, Pre Launch
- Primary Metric, Target + Date
- Secondary Impact Metric
- Identify the secondary impact metric (plus notes)
- Secondary Metric, Pre Launch
- Secondary Metric, Target + Date
- Functionality Metrics
- Identify the functionality to be transfered (plus notes)
- Functionality at the start was [Year Zero metrics] : Each component of the program must be outlined and data provided
- We hope to hit by [date] a change of [%]
- Goal Metrics
- Functionality at the start was [Year Zero] metrics (plus notes)
- We hope to hit by [date] a change of [%]
- Who is your user? (mark as current or future)
- Who is your team? (please include App Store POC, Contract/Financial POC, & Content POCs)