Templates & Tools

This page lists the core templates and tools available to TMxG leaders and explains when to use each one.

Actual Google Doc/Sheet templates live in an internal Drive folder. For direct links and ownership, see the internal Templates Index in the TMxG Leaders Resource Hub.

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How to use these templates

For each template:

1. Open the link (view‑only).
2. Go to File → Make a copy.
3. Save your copy in your TMxG’s shared Drive folder.
4. Share with your DIB partner and co‑leads as needed.

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Planning templates

Quarterly Planning Template

• Use for: Documenting your plan for each fiscal quarter (monthly activities, quarterly initiative, budget needs, key dates and DRIs).
• When: At the start of each quarter, or when re‑planning mid‑quarter.

Annual Overview Template

• Use for: Mapping cultural observance months, major initiatives, and partnership opportunities across the fiscal year.
• When: During annual planning (typically late Q4 for the next year).

Budget Request Template

• Use for: Requesting budget for events or programs (speaker fees, partnerships, swag, accessibility adjustments).
• When: At least 4 weeks before you need funds.

Budget Tracking Spreadsheet

• Use for: Tracking approved budget, spend, and remaining balance across the year.
• When: Update when budget is approved and after each expense is processed.

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Event templates

Event Planning Checklist

• Use for: Step‑by‑step planning for a quarterly‑type event from 4 weeks out through follow‑up.
• When: Anytime you’re planning a speaker session, panel, workshop, or large observance event.

Event Announcement Template (Slack/Loop)

• Use for: Quickly drafting promotional messages for Slack and Loop.
• When: 2–3 weeks before your event, and again 1 week and 1 day before.

Cross‑TMxG Collaboration Proposal

• Use for: Proposing a joint event or initiative with another TMxG, capturing shared goals and responsibilities.
• When: Before committing to cross‑group events that will require shared planning and budget.

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Meeting templates

Executive Sponsor Meeting Agenda

• Use for: Structured conversations with your Executive Sponsor (initial engagement and quarterly check‑ins).
• When:
  • At the start of a new sponsorship relationship.
  • At least once per quarter.

TMxG Leadership Team Meeting Agenda

• Use for: Regular syncs with co‑leads or an expanded leadership “board”.
• When: Monthly or as needed when coordinating larger initiatives.

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Tracking & reporting templates

Shared Activity Tracker (Google Sheet)

• Use for: Logging all TMxG activities (monthly engagement, quarterly initiatives, allyship events) and attendance.
• When: Within 48 hours of each activity.

Quarterly Report Template

• Use for: Summarising your quarter (activities, successes, challenges, and what’s next) for the DIB team.
• When: Within 2 weeks of quarter end.

Impact Measurement Tracker

• Use for: Tracking engagement scores, survey results, and longer‑term impact indicators for your TMxG.
• When: Monthly or after each survey cycle.

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Onboarding & close‑out templates

New Lead Onboarding Checklist (30/60/90 days)

• Use for: Guiding new leads through their first 90 days: meetings, docs to read, initial planning steps.
• When: Whenever a new lead or co‑lead is onboarded.

Quarter‑End Closeout Checklist

• Use for: Ensuring you’ve logged activities, submitted reports, and set up next quarter’s planning.
• When: Final 2 weeks of every quarter.

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Naming conventions for TMxG channels and groups

To make it easier for team members to find and recognise TMxG spaces, we use consistent patterns for Slack and (where created) Google Groups/email.

Slack channels

• Parent TMxGs:

  • #group-name-tmrg or #group-name-tmag
  • Examples:
    • #women-tmrg
    • #mental-health-tmag

• Pods (sub‑communities):

  • #pod-name-parent-tmrg
  • Example:
    • #wsa-women-tmrg for a Women in Solutions Architecture pod within the Women TMxG.

Google Groups and email addresses

Where email or Google Groups are created for TMxGs/pods, follow the same pattern:

• Parent TMxGs:

  • group-name-tmrg@ or group-name-tmag@

• Pods:

  • pod-name-parent-tmrg@
  • Example: wsa-women-tmrg@

If you’re unsure what to name a new channel or group, check existing TMxG channels or ask in #diversity_inclusion_and_belonging.

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Finding the right template

When in doubt:

• If you’re planning your quarter → Quarterly Planning Template + Budget Request Template.
• If you’re planning an event → Event Planning Checklist + Event Announcement Template.
• If you’re working with your Executive Sponsor → Executive Sponsor Meeting Agenda.
• If you’re tracking work/influence → Shared Activity Tracker + Quarterly Report Template + Impact Measurement Tracker.
• If you’re new to the role → New Lead Onboarding Checklist.

The internal Templates Index in the TMxG Leaders Resource Hub provides the canonical list of template files, owners, and links and should be kept up‑to‑date.