Industry Working Group Toolkit

What is an Industry Working group?

An industry working group is an action-oriented collective within an industry, functioning as representatives and collaborating to share insights, tackle shared challenges, and engage in joint initiatives.

What are some Key Benefits of belonging to a working group?

• Knowledge Sharing
• Community Building
• Innovation and Growth
• Amplified Impact

Roles and Responsibilities of a Working Group
📎 Attachment

 
We recommend that you create a small group of steering members who will meet on a monthly basis. This group will then determine the agenda and activities of quarterly meetings with the General Members.

*Steering positions

*Co-Chairs: Provide leadership and strategic direction, overseeing collaborative efforts and ensuring alignment with the group’s objectives. They facilitate effective communication, resolve conflicts, and monitor progress, and drive initiatives aimed at advancing the group’s interests within the broader industry landscape.
*Recommended tenure, one year

*Notetaker: Responsible for recording key discussions, decisions, and action items during working group meetings. They organize and maintain comprehensive meeting minutes to ensure a clear record of discussions and follow-up tasks.

*Fundraiser: Spearheads the group’s efforts in securing financial support and resources to fulfill its initiatives and projects. They identify and engage potential sponsors, donors, or partners, cultivating relationships and devising fundraising strategies for activities and events.

*Recruiter: Serves as the primary point of contact and advocate for the working group within the industry. They actively cultivate relationships, and recruit new members or partners to enhance collaboration and strengthen the group’s network.

*MBE Representative: Certified MBE (Platinum preferred) with relevant knowledge and  expertise who can act as a representative for other MBEs.

General Members: Requires active participation in meetings, discussions, and initiatives aimed at advancing the group’s objectives. They will also collaborate with fellow members, adhere to shared goals, and support the implementation of strategies to drive collective progress.

Top

Checklist for Establishing an Industry Working Group
📎 Attachment

 
Establish Purpose of Group

Clearly define the group’s purpose, goals, and intended outcomes

Select initial Co-chairs & Notetaker

Appoint co-chairs to lead the group and designate a notetaker responsible for recording meeting minutes and action items

Establish Meeting Frequency

• We recommend the steering members meet on a monthly basis, at the same day/time to ensure regular engagement
• Meet with all members on a quarterly basis
• Poll members to find out what days/times work best for everyone

Establish Communication Norms

Establish norms for communication within the group, including frequency, tools, and expectations for responsiveness

Recruit

Identify and invite potential members to join the working group

Create process for members to join (Ex: contact group chair)

Invite well-known industry experts who can contribute valuable insights

Extend invitations to minority-owned enterprise members to ensure diverse perspectives

Invite WRMSDC Platinum Partners to enhance collaboration and support

State Specific Objectives & Define Successful Outcomes

Identify specific, measurable objectives aligned with the group’s purpose and desired outcomes

Clearly outline the desired successful outcomes the group aims to achieve

List tasks to Meet Objectives

Break down objectives into actionable tasks and assign responsibilities to members for achieving these objectives

Define mechanisms for tracking progress towards objectives and evaluate outcomes regularly to ensure alignment with goals

Establish Protocols

Ensure everyone receives a copy of the Code of Conduct

Establish decision-making processes, conflict resolution methods, and communication norms

Top

Code of Conduct
📎 Attachment

This Code of Conduct is designed to provide all Industry Working Group members with a set of principles and expectations for appropriate conduct and behavior.

All members should ensure that they have read and comply with this Code of Conduct

1. Assume positive intent
2. Members should treat each other with respect, courtesy, and professionalism at all times, valuing diverse opinions, experiences, and contributions
3. Respect the confidentiality of discussions and proprietary information shared within the group, refraining from sharing sensitive details outside the group without proper authorization
4. Fulfill commitments, attend meetings regularly, and actively contribute towards the group’s initiatives and projects
5. Address conflicts constructively and respectfully, aiming to find mutually beneficial resolutions through open dialogue and mediation
6. Encourage and provide constructive feedback to enhance the effectiveness and productivity of the group’s activities, promoting continuous improvement
7. Act as ambassadors for the group, promoting its mission, initiatives, and achievements within the industry
8. Acknowledge messages promptly and provide timely feedback when requested

Top

Discussion Questions for Establishing an Industry Working Group

Establish Purpose of Group & State Specific Objectives

1. What are the issues or problems that this committee would like to address?
2. What specific outcomes or changes do we hope to see as a result of the committee’s efforts?
3. How will the committee’s activities positively impact supplier diversity, WRMSDC, and the support provided to minority-owned businesses within our industry?
4. What activities and projects should be prioritized in the first year?
5. Are there specific objectives aimed at enhancing opportunities for minority-owned businesses?

When Selecting Co-chairs

1. The ideal candidate(s) should demonstrate a willingness and capability to dedicate the necessary time and effort to effectively lead this committee.
2. Strong leadership skills are essential, encompassing the ability to facilitate discussions, inspire teamwork, and make inclusive decisions.
3. Proficiency in problem-solving and the capacity to make timely, well-informed decisions that contribute to the committee’s objectives are key attributes.

Establish Communication Norms Best Practices

1. Establish a clear framework for preferred communication channels tailored to different interaction types (e.g., urgent updates, general discussions, document sharing) based on members’ preferences and efficiency.
2. Set clear expectations regarding response times for messages or communication within the group, ensuring timely and considerate engagement among members.
3. BCC all working group members on emails to prevent unnecessary “noise”
4. Define standardized protocols for sharing documents or files among members.
5. Establish clear protocols and procedures for handling disagreements or conflicts that may arise in communication

Top

One Pager Overview Template for an Industry Working Group
📎 Attachment

[Insert Industry Committee/Working Group Name]

Mission Statement:

[Insert the purpose and goals of the Working Group]

Scope of Work:

[Insert the specific areas or topics the Working Group will focus on]

Members:

[Insert a brief description of the roles and responsibilities of members, the expected time commitment, meeting frequency, and expected outcomes or deliverables the group aims to achieve]

How to Join:

[Insert the process for interested individuals to join the Working Group. Ex: contacting specific person(s), attending an introductory meeting, or fulfilling certain criteria]

Leadership/Contacts:

[Insert the Co-chairs name and contact information along with any other additional contacts for inquires]

Meeting Schedule:

[Insert information about regular meeting times, physical locations (if applicable), and virtual meeting details.]

Resources/Support:

[Insert available resources, tools, or support that members can access to aid their work within the group]

Top

Agenda Template
📎 Attachment

Meeting Date: [Insert Date]
Meeting Time: [Insert Time]
Meeting Location: [Insert Location or Virtual Meeting Link]

Agenda Items: 60 minutes total

Announcements and Updates (5 min)

• • Brief updates from committee members
  • Any important announcements relevant to the committee’s work

Old Business (8 min)

• • Discussion of unresolved items from previous meetings
  • Follow-ups on action items from previous meetings

New Business (30 min)

• • [Item 1] Discussion and decision-making
  • [Item 2] Discussion and decision-making
  • [Item 3] Discussion and decision-making

Action Items and Assignments (10 min)

• • Assign tasks or responsibilities arising from the meeting
  • Set deadlines and clarify expectations

Open Floor (5 min)

• • Opportunity for members to bring up any additional topics or concerns not on the agenda

Next Meeting Date and Adjournment (2 min)

• • Confirm the date and time for the next meeting
  • Adjourn the current meeting

Top

Meeting Notes Template
📎 Attachment

Meeting Date: [Insert Date]
Meeting Attendees: [List of Attendees, example of chart below]

Meeting Objectives:[Outline the primary goals or objectives of the meeting]

Meeting Notes:

Announcements and Updates:

• • [Insert brief notes on any important updates or announcements]

Old Business:

• • [Insert summary of discussions and outcomes related to unresolved items from previous meetings]

New Business:

• • [Insert notes on discussions, decisions, and action items for new agenda items]

Action Items and Assignments:

• • [Insert specific tasks assigned to individuals, along with deadlines.]

Open Floor / Other Business:

• • [Insert brief notes on additional topics or concerns discussed during this segment]

Next Meeting Date and Adjournment:

• • [Confirm date and time for the next meeting]
  • [Insert meeting summary statement]

Top

Checklist for Evaluating a Working Group
📎 Attachment

1. Review of Purpose and Goals
   Confirm that the group’s purpose and goals are still relevant and aligned with the organization’s objectives
2. Membership Evaluation
   Assess whether the current membership composition adequately represents diverse perspectives and skills needed for the group’s activities
3. Roles and Responsibilities Review
   Review and update roles and responsibilities of members to ensure clarity and alignment with the group’s objectives
4. Communication Plan Check
   Evaluate the effectiveness of the current communication channels and protocols used by the group, as well as assess the responsiveness of members
5. Resource Allocation
   Review resource allocation (financial, human, technological) to support the group’s activities and ensure adequacy
6. Meeting Effectiveness
   Evaluate the efficiency and effectiveness of group meetings, including frequency, agenda relevance, and engagement levels
7. Documentation and Reporting
   Ensure that documentation of meetings, decisions, and action items is being maintained and shared appropriately
8. Adherence to Protocols and Code of Conduct
   Ensure that the established protocols, code of conduct, and decision-making processes are being followed consistently
9. Feedback and Improvement Mechanisms
   Establish or review feedback mechanisms to gather input from members and stakeholders for continuous improvement
10. Succession Planning and Future Strategy
    Identify, develop, and prepare potential successors to ensure a smooth transition of leadership roles and members within the working groupDiscuss future plans, strategies, or initiatives that the group aims to undertake to achieve its long-term goals

Top

Discussion Questions for Experienced Industry Working Group

Review of Purpose and Goals

1. Have there been any shifts in the industry landscape or organizational priorities that might necessitate adjustments to our group’s purpose?
2. What significant milestones or achievements has the group accomplished since its inception? How do these align with the initial goals set?
3. To what extent has the group’s purpose motivated active engagement and participation among members? Are there ways to further inspire involvement or commitment?

Membership Evaluation

1. How diverse is the current membership in terms of expertise, background, skills, and perspectives? Are there any gaps that need to be addressed?
2. Are there specific areas where additional expertise or skills are required to enhance the group’s capabilities?
3. How actively engaged are the current members in contributing to the group’s activities and initiatives?

Roles and Responsibilities Review

1. How well-defined and understood are the roles and responsibilities of each member within the group?
2. Are there mechanisms in place to track and evaluate individual contributions?
3. What future changes or developments are anticipated that might require adjustments to roles and responsibilities?

Communication Plan Check

1. How effective have the current communication channels been in facilitating timely and clear information sharing among group members?
2. Are there preferred communication tools or channels that have proven more effective than others?
3. Are there measures in place to ensure accessibility for all members, including those with different technological proficiencies?

Resource Allocation

1. Are there areas where resource allocation can be optimized to better support the group’s goals?
2. Are there resource deficits in specific areas hindering the progress or effectiveness of the group?
3. What projections can be made regarding future resource needs based on the group’s planned activities or growth?

Meeting Effectiveness

1. Are the discussions and topics addressed during meetings consistently relevant to the group’s mission and goals?
2. To what extent are all members actively engaged and participating in discussions during meetings?
3. Are action items clearly defined, assigned to responsible individuals, and tracked for completion?

Documentation and Reporting

1. Are there any areas where documentation could be improved for better clarity or accuracy?
2. How easily accessible are the documented records and reports for all group members?
3. Are there examples of how past documentation has influenced subsequent actions or decisions within the group?

Adherence to Protocols and Code of Conduct

1. How well do members understand and demonstrate familiarity with the established protocols and code of conduct?
2. Are there established mechanisms for addressing breaches while ensuring fairness and accountability?
3. Have there been instances of non-compliance, and if so, what measures have been taken to address them?

Feedback and Improvement Mechanisms

1. How accessible are the feedback channels for members to provide input on group processes and functioning?
2. Are there examples where feedback has directly influenced improvements in group operations?
3. Are there opportunities for regular discussions or sessions dedicated to implementing improvements?

Succession Planning and Future Strategy

1. What specific strategies or initiatives could be implemented to cultivate leadership skills and prepare individuals for future leadership positions?
2. What key attributes or competencies should be prioritized when identifying potential successors?
3. Are there emerging trends or best practices that the group should consider incorporating into its strategies?
4. Are there opportunities for collaboration or partnerships that can amplify the impact of long-term initiatives?

Top