E-156 · A 90-day try-out

A club plan for Post-Project Reflection Rounds

Use this as a starting point. Cross out what does not fit, add what is missing and make it your club's own.

Where this idea came from

Playbook entry: E-156 · Post-Project Reflection Rounds
Theme: Theme 2: Engagement & Belonging · Subtheme 10: Feedback, Voice & Improvement
Source material: Current playbook index title and category plus an internally authored detailed-guide draft

Initiative-specific development wave

How this draft was developed

These sources support general principles for project lifecycle learning, community voice, evaluation, accessible participation and Indigenous authority; they are not an endorsement of the named Post-Project Reflection Rounds, an evaluation of any local project or authority to represent a partner, community, incident, outcome or lesson.

Primary references consulted

Develop projects (Rotary International)
Used for: Rotary's project lifecycle includes community-informed design, goal tracking, evaluation, promotion and sharing lessons learned after delivery.
Project Lifecycle Resources (Rotary International)
Used for: Rotary advises projects to use community assessment, plans, measures, transparent communication and post-project reflection on impact, success and challenges.
Four questions about community assessments (Rotary International)
Used for: Listening to community priorities can overturn a club's initial assumptions and improve the relevance of service choices; this case is contextual evidence rather than approval of a local method.
Hosting accessible and inclusive online meetings and events (Australian Human Rights Commission)
Used for: Inclusive online participation requires advance information, suitable platforms, clear communication, alternative access and active management of adjustments and contributions.
AIATSIS Guide to applying the Code of Ethics (Australian Institute of Aboriginal and Torres Strait Islander Studies)
Used for: Reflection involving Aboriginal and Torres Strait Islander people, knowledge or communities must uphold Indigenous leadership, benefit, sustainability and accountability.

Candidate District material consulted

These records remain draft evidence and still need a human source decision.

Club Playbook - Theme 2
Candidate record 94 is a literal title match for Post-Project Reflection Rounds. It remains unofficial and does not supply the present decision scope, balanced evidence pack, partner-authority, safe issue referral, learning test, controlled action or next-project handover requirements.

Theme 2 source-assurance wave

What has been checked

5 current primary pages used by this guide were reopened on 9 August 2026.
5 attributed source claim(s) were mapped to their bounded use in this initiative.
Candidate District material remains separate and does not establish this result.

See each source's scope and limit

Develop projects
Supports: The 5 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: That the initiative is endorsed by Rotary International or District 9510, that it is permitted by the club's governing documents, that members want it, that it suits the local club, or that it will achieve the intended outcome.
Project Lifecycle Resources
Supports: The 3 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: That the initiative is endorsed by Rotary International or District 9510, that it is permitted by the club's governing documents, that members want it, that it suits the local club, or that it will achieve the intended outcome.
Rotary Community Corps
Supports: The 11 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: That the initiative is endorsed by Rotary International or District 9510, that it is permitted by the club's governing documents, that members want it, that it suits the local club, or that it will achieve the intended outcome.
Hosting accessible and inclusive online meetings and events
Supports: Practical accessibility and inclusion safeguards for online and hybrid renewal meetings, consultations, learning and events.
Does not establish: Accessibility conformance, the adjustments a person needs or the suitability of a particular platform, format, recording practice or meeting design.
AIATSIS Guide to applying the Code of Ethics
Supports: The 8 attributed Theme 2 claims attached to this source, limited to the implementation elements and supporting documents named in each initiative-level claim mapping.
Does not establish: Accessibility or inclusion conformance, the needs or preferences of any person or community, cultural authority to act, the suitability of a format or venue, or local approval.

What still needs a person to confirm

Confirm the member, prospective-member, past-member and community needs, preferences and consent that the local design assumes.
Confirm which privacy, safeguarding, incorporated-association, charity, work health and safety, food, liquor, copyright, licensing, screening and other duties apply to the club and the activity.
Test accessibility, cultural safety, belonging, language and alternative participation routes with affected people and recognise First Nations cultural authority rather than inferring suitability from the guide.
Confirm every local fact, starting point, cost, role, current service contact, measure, stopping condition and platform capability before the club decides to proceed.
Confirm the authority and current scope of each primary source, resolve login-gated or moved-page references and keep any candidate District material attributed and unapproved until its source decision is made.

The source-verification release gate remains closed.

Checks still on hold

The board must approve the reflection purpose, evidence, participants, facilitator, privacy and access arrangements, issue-referral route, action authority and partner response date.
Complaints, incidents, safeguarding, financial concerns, legal matters and individual performance issues must use their responsible processes and not be resolved by the reflection round.
Partner and community accounts require appropriate authority and must not be edited into a club lesson or promotional claim that changes their meaning.
Actions requiring new expenditure, policy, grant variation, partner commitment or project approval remain subject to the relevant decision process.

Still an internal draft: source interpretation, local suitability, accessibility, governance and editorial approval remain open checks.

1. Is this worth trying here?

What we hope will change: Use Post-Project Reflection Rounds to give members a safe, visible route for ideas and concerns to lead to an answer or improvement.

What is happening in our club or community now?What is the smallest useful version we could try? What will we leave out?

Board contactPerson leading the workPerson checking what happened

2. Our 90-day try-out

What our club will do for Post-Project Reflection Rounds
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Schedule the reflection before the team disperses and confirm the learning decisions, participant groups, authority, evidence, facilitation, access and private concern routes.	Project sponsor	Before project closure	An approved reflection brief and invitation plan
2	Prepare a short evidence pack comparing the original community priority, project plan and measures with delivery, resources, changes, observed outcomes, partner evidence and unresolved obligations.	Project and evidence leads	Within two weeks of delivery	A balanced project evidence pack
3	Ask partners, community participants and volunteers how they want to contribute, remove repeat or extractive requests and provide interview, written, telephone or supported routes with clear use and attribution choices.	Partner relationship and accessibility leads	Before the round	A representative participation and authority record
4	Facilitate the round through intended result, actual experience, evidence, enabling conditions, barriers, unintended effects and next practice, recording themes and differences without unnecessary names.	Neutral facilitator	Within four weeks of closure	A structured learning and difference record
5	Move incidents, complaints, financial concerns and sensitive partner matters into the responsible process, then test proposed lessons against the evidence and with the people whose experience they describe.	Governance lead and evidence checker	Immediately and within one week	A verified learning set and governed issue referrals
6	Approve actions, owners, resources and due dates, update the project record and future templates, close commitments with partners and report what changed before the next similar project begins.	Board and service director	Within 30 days	A learning-to-action register and partner close-out

3. Checks before we start

Things our club needs to check
Question	What it means for us	Who will check	Done?
Check the idea with the people affected and confirm its purpose, owner and practical limits before putting it into use.
Protect member choice and privacy, make participation accessible, and do not infer belonging or satisfaction from attendance alone.
The round becomes a blame session or a performance assessment of individual volunteers. — Use neutral facilitation, focus on evidence and enabling conditions and transfer individual conduct or performance matters to the appropriate process.
The club evaluates itself without meaningful community or partner influence. — Agree participation and authority with partners, use existing evidence before asking again and validate any lesson that represents another group's experience.
Sensitive incidents, complaints or relationship disputes are exposed in the group or diluted into a general lesson. — Publish private routes, stop unsafe discussion, preserve necessary records and refer each matter to the responsible governed process.
A useful conversation produces no change because actions are vague or the next team never sees them. — Require a learning-to-action register, update controlled templates and handover records and review actions before approving the next similar project.
The board must approve the reflection purpose, evidence, participants, facilitator, privacy and access arrangements, issue-referral route, action authority and partner response date.
Complaints, incidents, safeguarding, financial concerns, legal matters and individual performance issues must use their responsible processes and not be resolved by the reflection round.
Partner and community accounts require appropriate authority and must not be edited into a club lesson or promotional claim that changes their meaning.
Actions requiring new expenditure, policy, grant variation, partner commitment or project approval remain subject to the relevant decision process.

4. What changed?

What we will keep an eye on
What matters	Where we are now	What we hope to see	How we will check	Who
After 90 days, review Post-Project Reflection Rounds. Look for representative participation, published themes, named actions and a report back on what changed, what did not and why.
The round includes or records the informed choice of the key partner, community and volunteer groups identified in the reflection brief, with missing perspectives disclosed.
Every accepted lesson links to evidence, a condition or limitation and a specific change to a future decision, template, resource, relationship or practice.
Actions and open commitments have owners and due dates, and partners receive the promised close-out and progress response before the next similar project starts.
Preventable problems addressed by the reflection do not recur without a documented reason, while incidents and complaints remain in their proper governed processes.

After 30 days

Is it reaching the right people? Is anything unsafe, unfair or harder than expected?

After 60 days

Make one useful change based on what people have told you.

After 90 days

Compare with where you started. Decide whether to change it, continue it or stop.

Made for this initiative

Tailored supporting documents

These working documents use the decisions, safeguards and evidence needs of this initiative. Complete them with the people affected and keep the agreed version with the club's project record.

Post-Project Reflection Brief

Set a safe, decision-focused reflection before the project team disperses.

Open supporting document

Project Evidence and Difference Pack

Give participants a shared factual starting point without turning the pack into a success report.

Open supporting document

Facilitated Reflection Run Sheet

Guide a balanced conversation from purpose and experience to tested learning.

Open supporting document

Learning, Action and Issue Register

Separate verified improvement from sensitive matters and assign both appropriately.

Open supporting document

Partner Close-Out and Next-Project Handover

Close promises respectfully and ensure future teams use the learning.

Open supporting document

Before your club says yes

Does the idea fit?

Talk with the people it is meant to serve and check that the need is real.

We have checked this

Who can say yes?

Name the person or group that can approve the work, spending and any safety arrangements.

We have checked this

Are people protected?

Check privacy, consent and safety. Collect only the information you genuinely need.

We have checked this

Can everyone take part?

Check the language, format, place, technology and cost for barriers.

We have checked this

Are the facts and permissions right?

Check names, claims, images, quotations, partner references and Rotary branding.

We have checked this

How will we learn?

Note where things stand now, check in at 30, 60 and 90 days, and decide what to do next.

We have checked this

Worksheets for your club

Open them online, print them or change them to suit the way your club works.

Question set

Use this worksheet to hear what people experienced and decide what to change next.

Open worksheet

Response log

Use this worksheet to note where things stand and choose a few useful signs that will help the club decide what to do next.

Open worksheet