AI Robotics Club — Workshop Organization
Workflow
This workflow defines how a 3■member Organization Department coordinates with all other
departments to plan and execute the Design & Media Posting Workshop.
Structure Overview
You are the Organization Lead overseeing two members. The goal is to coordinate design, media,
logistics, and communication with all departments while ensuring deadlines and responsibilities are
clear.
Your Role — Organization Lead
- Define timeline and milestones
- Coordinate with heads of all departments
- Validate tasks and approvals
- Track risks and blockers
- Ensure event readiness and alignment
Member 1 — Design & Content Coordination
- Work with Design Department on visuals and branding
- Collect workshop assets (logos, templates, posters)
- Ensure consistency across media
- Prepare presentation materials
- Coordinate approvals before publishing
Member 2 — Media & Operations Coordination
- Work with Media/Social teams on posting calendar
- Plan announcements and engagement strategy
- Coordinate logistics with Operations
- Confirm venue/platform readiness
- Support live coverage during event
Cross■Department Workflow
- Design Department → visual assets, branding, workshop materials
- Media Department → publishing schedule, engagement, promotion
- Technical Department → tools, software, robotics demos
- Logistics/Operations → venue, equipment, attendee flow
- Partnerships/PR → speakers, outreach, collaboration
Execution Phases
1. Planning → define goals, roles, deadlines
2. Coordination → assign tasks with departments
3. Production → create content, prepare logistics
4. Promotion → launch media plan
5. Event Delivery → run workshop
6. Post■Event → report, feedback, improvements
Communication Protocol
- Weekly coordination meeting
- Shared task tracker
- Department focal points
- Daily updates near event date
Success Metrics
- Attendance
- Engagement on media posts
- Workshop completion quality
- Team coordination effectiveness
1
/
2
100%
