Form a logistics team

The composition of the logistics team is a matter for the work team to decide. It may include any or all of the original work team members, along with others who have been asked to play a specific role in making the focus groups happen, such as the role of site manager or recruiter. Make sure that at least one person has agreed to perform each of these jobs: recruiter, site manager, facilitator coordinator, and facilitator trainer (View job descriptions).

We recommend that you select a logistics team leader. This person will conduct meetings, oversee this stage of the process, and consult with and report back to the overall project manager.

If you are conducting an effort in a cluster of schools or in an entire district...

Form a logistics team in every participating school. Each team should include the school's original work team representative as well as other school people who will be helping to make the focus groups happen.

Designate a logistics team leader who will be responsible for conducting team meetings, overseeing this stage in the process, and reporting back to the overall project manager.

During this stage, the project manager will need to be in constant communication with each of the logistics teams. S/he will be responsible for making sure that each school has formed a logistics team, designated a leader, and carried out the steps in a timely and appropriate way.

Logistics team members should meet at least three times. During the first meeting you should firm up the deadlines set during the planning phase and clarify responsibilities. The second meeting should focus on the recruitment process and the final logistics. The logistics team should meet a third time after you have conducted a pilot group or groups in order to discuss the results and to make any necessary changes. (Note: You will probably want to invite all the original work team members to this third meeting to discuss the results of the pilot group(s).) Those in charge of the facilitator training should have at least one additional meeting, ideally in the time between the first two logistics team meetings.

View sample agendas for three logistics team meetings.

Next: Clarify the responsibilities for each logistics team member.