E-175 · A 90-day try-out

A club plan for Project Debrief Nights

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-175 · Project Debrief Nights
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 feedback, voice and improvement, accessibility, privacy, safety and responsible governance; they are not an endorsement of the named Project Debrief Nights, a finding that it suits any club or approval of its local design.

Primary references consulted

Engage emerging leaders (Rotary International)
Used for: Rotary encourages clubs to ask members what they want, take suggestions seriously, assess club health, support new leaders and use deliberate planning to improve the member experience.
Community Engagement Charter Tool - Types of Engagement - Workshops (PlanSA, Government of South Australia)
Used for: Well-designed workshops use clear objectives, skilled facilitation, structured participation, outcome records and a feedback route that explains how input affected decisions.
Hosting accessible and inclusive in-person meetings and events (Australian Human Rights Commission)
Used for: Inclusive events require accessible invitations, venues, transport, formats, technology, activities, adjustments and a clear contact for participant requirements.
Chapter 3: APP 3 Collection of solicited personal information (Office of the Australian Information Commissioner)
Used for: Personal-information collection should be lawful, fair, proportionate and minimised, with additional controls for sensitive information; clubs must confirm how privacy law applies to them.

Candidate District material

No candidate local guide was used for this version. The current initiative identity and the attributed primary references remain separate.

Theme 2 source-assurance wave

What has been checked

4 current primary pages used by this guide were reopened on 9 August 2026.
4 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

Engage Emerging Leaders
Supports: Member-centred discovery, mentoring, feedback, emerging-leader support and club-health review principles during renewal.
Does not establish: That a person is ready for office, should be selected, has consented to a role or that a proposed renewal pathway will work locally.
Community Engagement Charter Tool - Types of Engagement - Workshops
Supports: The 4 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: The club's local need, legal position, capability, cost, safety, accessibility, suitability, likely effectiveness, authority to act or approval of the initiative.
Hosting accessible and inclusive in-person meetings and events
Supports: The 71 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.
Chapter 3: APP 3 Collection of solicited personal information
Supports: Data-minimisation, collection-purpose, proportionality and consent safeguards where the Privacy Act and APP 3 apply.
Does not establish: Whether a particular Rotary club is an APP entity or whether a proposed renewal survey, diagnostic or member record is lawful in its actual circumstances.

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 Theme 2 index establishes this current code and title. No post-E-100 candidate record or unverified crosswalk has been used as delivery evidence for this draft.
No newly added or publicly writable Drive material has been used in this record. Existing Drive candidates remain attributed, unapproved and held from controlled-source status until integrity, ownership, crosswalk and human approval are resolved.
Before local delivery, the club must approve the decision, participant choices, access arrangements, privacy and records plan, role boundaries, referral or escalation routes, resource limit and the specific control for this boundary: the debrief must not become a blame session or performance hearing.
Formal human review has not started. Project Debrief Nights remains an internal initiative-specific draft until the full corpus reaches the Full-Corpus Review Build and every source, editorial, local-suitability, accessibility and governance gate is resolved.

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 Project Debrief Nights 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 Project Debrief Nights
Step	What we will do	Who could lead it	Our date	How we will know it is done
1	Write a decision brief for Project Debrief Nights: define what the club will repeat, change or stop next time, the evidence already held, people affected, local authority, fixed constraints, success signals and stop conditions.	Board sponsor and member-experience lead	Week one	An approved decision and boundary brief
2	Invite a varied participant mix, offer a private and non-digital route, explain what is open or fixed and ask about access requirements without collecting unnecessary personal information.	Board sponsor and member-experience lead with the access and privacy contacts	Weeks one and two	A participant, access and information-handling plan
3	Build and test a structured after-action conversation following a named project; use the Project Debrief Run Sheet, rehearse the boundary wording, check materials and confirm who can decide, refer, pause or close the activity.	Independent facilitator and evidence custodian	Before the trial	A tested project debrief run sheet and delivery pack
4	Facilitate the activity using equal contribution opportunities, a neutral chair, a separate route for sensitive matters and an agreed record of minority as well as majority views. Capture only the evidence needed to judge whether the trial achieved its stated aim: learn from delivery, relationships and safeguards before repeating the project.	Independent facilitator and evidence custodian	Weeks three to eight	A controlled activity and evidence record
5	Analyse the evidence against the starting point, validate meaning with the people involved, record exceptions and unintended effects, and prepare an agreed lessons record and updated project controls without overstating what the trial proves.	Independent facilitator and evidence custodian and an independent reviewer	Within seven days of the trial	An agreed lessons record and updated project controls
6	Make and record the authorised continue, adapt, refer, scale or stop decision for Project Debrief Nights; explain the reasons, complete every action or referral, close unnecessary records and schedule the 90-day follow-up.	Action owner and club secretary	By day 90	A published response, closed action register and next-step decision

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.
Confirm venue, accessibility, safety, incident, cancellation and follow-up arrangements for the actual audience and setting.
The club proceeds with Project Debrief Nights without respecting this boundary: the debrief must not become a blame session or performance hearing. — Name the boundary in the brief and participant information, give the delivery lead stop authority and move any excluded matter to its responsible process.
Confident, senior or majority voices become the finding. — Use individual reflection, structured turns, alternative input and a minority-view check before accepting themes.
The club invites input after the decision is effectively settled. — Publish the decision boundary before participation and cancel or reframe the activity if nothing material is open.
Raw comments or scores expose a person or are reused beyond the stated purpose. — Minimise collection, restrict raw access, remove identifying combinations and publish only the approved de-identified result.
The Theme 2 index establishes this current code and title. No post-E-100 candidate record or unverified crosswalk has been used as delivery evidence for this draft.
No newly added or publicly writable Drive material has been used in this record. Existing Drive candidates remain attributed, unapproved and held from controlled-source status until integrity, ownership, crosswalk and human approval are resolved.
Before local delivery, the club must approve the decision, participant choices, access arrangements, privacy and records plan, role boundaries, referral or escalation routes, resource limit and the specific control for this boundary: the debrief must not become a blame session or performance hearing.

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 Project Debrief Nights. Look for representative participation, published themes, named actions and a report back on what changed, what did not and why.
Project Debrief Nights produces an agreed lessons record and updated project controls by the promised decision date, with evidence limitations and any participation gaps stated.
The intended range of member or volunteer experiences is represented, with participation gaps recorded rather than hidden.
Every accepted, declined or deferred idea receives a reason, owner and response date.
Private matters, identifying detail and misleading claims of confidentiality remain outside published findings.

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.

Project Debrief Nights Decision and Scope Brief

Define the question, authority, evidence and response before asking for input.

Open supporting document

Project Debrief Nights Participant and Access Plan

Reach relevant experiences through accessible and proportionate channels.

Open supporting document

Project Debrief Nights Facilitation Run Sheet

Run the activity consistently, fairly and within scope.

Open supporting document

Project Debrief Nights Evidence and Theme Record

Separate observations, themes, divergence and uncertainty.

Open supporting document

Project Debrief Nights Decision and Action Register

Carry every finding into an authorised response.

Open supporting document

Project Debrief Nights Feedback-Loop Update

Tell participants what was heard and what will happen.

Open supporting document

Project Debrief Nights Privacy, Referral and Close-Out Log

Protect private matters and close retained information responsibly.

Open supporting document

Project Debrief Run Sheet

Capture operational and human learning without assigning blame

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