Recurring Tasks
Last reviewed — June 9, 2025
SpeakUp Palmas holds monthly in-person meetings.
To ensure everything goes smoothly, it's important to follow a schedule of recurring tasks.
Weekly Breakdown
To streamline organization, we divide tasks into four weeks, each with a specific focus. The goal is to make sure all aspects of the event are covered, from defining the date to collecting post-event feedback.
| Week | Focus | Summary of Activities |
|---|---|---|
| 1 | Planning & Organization | Define and validate the date and location · Engage the community |
| 2 | Confirmation & Marketing | Announce location and time · Finalize activities and logistics |
| 3 | Event Week | Countdown posts · On-site logistics and engagement during the event |
| 4 | Post-event & Feedback | Organize drive folders · Share photos · Analyze feedback and insights |
Below you’ll find a breakdown of each week with specific tasks to be performed.
Weekly Breakdown
- Week 1
- Week 2
- Week 3
- Week 4
Planning & Organization
Goal: Set date and location + initiate community engagement.
Announce the next meetup date · #1.1 Marketing
Announce the date of the next meetup on Instagram and WhatsApp to engage the community and ensure everyone is aware of the upcoming event so they can plan to attend.
Conduct a poll on WhatsApp to estimate how many people will attend.
Depends on task #4.3 (validate next meetup date).
Templates used:
Define location and time of the next meetup · #1.2 Logistics
Seek partnerships and potential venues that are suitable and accessible to all participants.
If it’s an open-air location, check the weather forecast and have a backup plan.
Sub-tasks:
If location is already defined, inform other admins · #1.2.1 Logistics
Validate the location and time of the next meetup with other project admins to ensure alignment.
If there are multiple venue options, create a WhatsApp poll for community vote · #1.2.2 Logistics Marketing
Before the poll, post an Instagram Story inviting the community to join the WhatsApp group and vote.
Create an Instagram Story announcing the upcoming vote, then post the poll on WhatsApp.
Templates used:
Brainstorm activities · #1.3 Activities
Discuss and shortlist activity ideas for the next meetup.
Record good ideas in the drive.
Engage community with Instagram's "Add Yours" · #1.4 Marketing
Depends on task #3.3 (initial announcements during the event).
Templates used:
Confirmation & Marketing
Goal: finalize venue/time/activities/resources and officially announce them.
Finalize schedule and activities + materials checklist · #2.1 Activities
Define the event schedule, activities to be conducted, and create a checklist of necessary materials.
Write everything in the shared drive and be prepared for different participant counts.
Some activities may require input or help from group members. In these cases, consider using a WhatsApp poll, Instagram suggestion box, or a Google Form.
Useful templates:
Post confirmation artwork on social media · #2.2 Marketing
Share the confirmation artwork for the meetup (date, time, and location) on Instagram, LinkedIn, and WhatsApp.
Depends on task #1.2 (venue and time already defined).
Templates used:
Post a TBT Story of the last meetup · #2.3 Marketing
Post a TBT (Throwback Thursday) Story of the last meetup to engage the community.
Depends on task #4.2 (edited video from the last meetup).
Templates used:
Ensure basic setup for the event · #2.4 Logistics
Check that the basic setup (tables, chairs, water, etc.) is arranged.
Always assign at least 2 admins to arrive early and ensure everything is in place.
Event Week
Goal: create countdown buzz and manage logistics and engagement during the meetup.
Post countdown stories · #3.1 Marketing
Make countdown posts leading up to the meetup to boost excitement and remind people.
Sub-tasks:
Countdown story during meetup week · #3.1.1 Marketing
Post an Instagram Story countdown earlier in the week.
Countdown story the day before · #3.1.2 Marketing
Post a countdown Story the day before the event.
Countdown story on the event day · #3.1.3 Marketing
Post a final countdown Story on the meetup day itself.
Templates used:
Record moments during the meetup · #3.2 Marketing Activities
Take short videos and photos to capture key moments and generate content.
Don’t forget the group photo at the end!
Be sure to record the intro clip: “This is our Xth SpeakUp meetup—come see what’s happening!” Example video format.
Give initial announcements during the event · #3.3 Activities
Make the initial announcements: media consent, meetup rules, reminders, etc.
Announcements:
- Media consent: inform participants that the event is being recorded and images may be used online. If anyone doesn’t want to appear, just let an admin know.
- Meetup rules: maintain a judgment-free space with mutual respect.
- Reminders: encourage attendees to capture moments for future Instagram trends like “Add Yours”.
Post group photo after the meetup · #3.4 Marketing
Share the group photo on Stories as a thank-you and community boost.
Post-event & Feedback
Goal: organize files, gather feedback, and extract insights.
Organize drive + feedback spreadsheet · #4.1 Logistics
Create a folder structure on Google Drive for the meetup as follows:
📂 Xth Meetup
├── 📂 Videos
│ ├── 📂 Raw -> raw videos recorded by the admins
│ └── 📂 Edited -> edited videos
├── 📂 Xth Meetup Photos -> public folder for participants to share their photos
└── 📂 Feedback
├── Feedback spreadsheet -> spreadsheet to collect participant feedback
└── Form responses -> feedback form responses
After creating the folders, share links to the photo folder and feedback form with attendees.
Templates used:
Post edited videos for post-event engagement · #4.2 Marketing
Edit and post videos from the meetup to keep engagement high.
Templates used:
Validate next meetup date · #4.3 Logistics
Make sure the next meetup (3rd Sunday of the month) doesn’t fall on a holiday or important date.
If rescheduling is needed · #4.3.1 Logistics Marketing
If a date change is necessary, take the following actions:
- Post a announcement about the date change on Instagram, using the Poll Announcement template.
- Example: "Due to a holiday, we need to reschedule our next meetup. To choose a new date, we'll create a poll on WhatsApp. To participate, join our WhatsApp group!"
- Create a WhatsApp poll to choose a new date.
- Announce the new date on Instagram and WhatsApp.
Templates used:
Analyze feedback and note insights · #4.4 Activities Logistics
Review feedback from the spreadsheet and extract insights and suggestions to improve future meetups (activities, structure, venue, etc.).
Post a TBT Story of the last meetup · #4.5 Marketing
Post a TBT Story of the last meetup to keep the community engaged.
Depends on task #4.2 (edited video from the last meetup).
Templates used: