THE HSWAGATA BUDDHA TOOTH RELIC PRESERVATION MUSEUM
FOR INTERNAL USE ONLY
Template No.: T154
Template Title: Annual Strategic Planning Workshop Note (Strategy Day Record)
Related Research Case IDs / Cluster: Cluster C (Institution-Building & MoUs), Cases 21–35
Linked Templates / Policies: T153 (Board Meeting Agenda & Minutes), T151 (Organisational Chart Update), T152 (Board & Committee Register), Annual Budget Plan, Risk Register, Institutional Policies for Relic Stewardship
Date of form: ____ / ____ / ______
Prepared by / Role: _______________________
Office / Unit: ____________________________
Country / Location: _______________________
Confidentiality Level:
Internal only [ ] Restricted [ ] Sacred-Restricted / Sensitive [ ]
Use of this form (tick):
New case / action [ ] Follow-up [ ] Annual review [ ] Archive only [ ]
1) Workshop details
Workshop title: ____________________________________________
Workshop type: Annual strategy day [ ] Mid-year review [ ] Special strategy session [ ]
Date(s): ____ / ____ / ______ to ____ / ____ / ______
Time: __________ to __________
Place / platform: __________________________________________
Facilitator (name/role): ___________________________________
Note taker (name/role): ____________________________________
Main period planned for (tick): Next 12 months [ ] Next 3 years [ ] Next 5 years [ ]
2) Goals (what we want from this workshop)
Write 3–7 clear goals.
3) Participants (who joined)
Total participants: _______
Board members present (names):
Management / staff present (names + department/unit):
Sangha / advisors (if any):
Partners / guests (if any, and reason):
Apologies (names):
4) Key inputs reviewed (what documents/data were used)
Tick what was reviewed and attach copies if needed.
Last year’s plan and results [ ]
Budget and finance summary [ ]
Visitor / education report [ ]
Conservation / maintenance report [ ]
Security / risk report [ ]
Science / verification report [ ]
Partnerships / MoUs status [ ]
Community donations and support report [ ]
Other: __________________________________ [ ]
5) Key discussions (main points)
Use short notes. Add more lines as needed.
A) What went well this year
B) What problems or gaps we saw
C) Risks and challenges (examples: security, conflict, misinformation, staff capacity)
D) Opportunities (examples: new partners, new education work, better systems)
6) Agreed priorities (top priorities for the next period)
List the agreed priorities. Keep each one clear and measurable.
Priority 1: ______________________________________________
Why it matters: ___________________________________________
Success sign (how we know it worked): ______________________
Priority 2: ______________________________________________
Why it matters: ___________________________________________
Success sign: _____________________________________________
Priority 3: ______________________________________________
Why it matters: ___________________________________________
Success sign: _____________________________________________
Priority 4 (optional): ____________________________________
Why it matters: ___________________________________________
Success sign: _____________________________________________
7) Action plan (who will do what, by when)
Use one line per action.
Action 1
Task: _________________________________________________
Responsible person: ___________________________________
Support team / unit: __________________________________
Deadline: ____ / ____ / ______
Resources needed (people/budget/tools): ________________
Evidence to file (report, photos, receipts): ____________
Action 2
Task: _________________________________________________
Responsible person: ___________________________________
Deadline: ____ / ____ / ______
Evidence to file: ______________________________________
(Add more as needed.)
8) Decisions made (if any)
Decision 1: _________________________________________________
Decision 2: _________________________________________________
Decision 3: _________________________________________________
Voting needed? Yes [ ] No [ ]
If Yes, record results (For / Against / Abstain): __________ / __________ / __________
9) Notes on ethical and safe management (short)
Tick if discussed, then add a short note.
Protection of relic dignity and respect [ ] Note: __________________________
Non-violence and harmony in decisions [ ] Note: __________________________
Transparency in donations and spending [ ] Note: _________________________
Conflict-of-interest reminders [ ] Note: _________________________________
Data and records protection [ ] Note: ___________________________________
10) Follow-up and next steps
Who will write the final strategic plan document? __________________________
Due date for final plan: ____ / ____ / ______
Who will approve it? Board [ ] Director [ ] Both [ ] Other: __________
Date for approval meeting (if known): ____ / ____ / ______
Date for next review check-in: ____ / ____ / ______
11) Attachments (tick)
Attendance sheet [ ]
Agenda / program [ ]
Slides / workshop materials [ ]
Priority list (final) [ ]
Action plan (final) [ ]
Photos (if allowed) [ ]
Other: __________________________ [ ]
12) Signatures and filing
Prepared by (name/role): _______________________ Signature: __________ Date: //____
Reviewed by (Chair / Director): __________________ Signature: __________ Date: //____
File location (cabinet/folder + digital path): __________________________
Document version / code: ____________________ Effective date: //____
