67f3922e4f
Phase 1 — Agent & Command Foundation: - Rewrite cs-project-manager agent (55→515 lines, 4 workflows, 6 skill integrations) - Expand cs-product-manager agent (408→684 lines, orchestrates all 8 product skills) - Add 7 slash commands: /rice, /okr, /persona, /user-story, /sprint-health, /project-health, /retro Phase 2 — Script Gap Closure (2,779 lines): - jira-expert: jql_query_builder.py (22 patterns), workflow_validator.py - confluence-expert: space_structure_generator.py, content_audit_analyzer.py - atlassian-admin: permission_audit_tool.py - atlassian-templates: template_scaffolder.py (Confluence XHTML generation) Phase 3 — Reference & Asset Enrichment: - 9 product references (competitive-teardown, landing-page-generator, saas-scaffolder) - 6 PM references (confluence-expert, atlassian-admin, atlassian-templates) - 7 product assets (templates for PRD, RICE, sprint, stories, OKR, research, design system) - 1 PM asset (permission_scheme_template.json) Phase 4 — New Agents: - cs-agile-product-owner, cs-product-strategist, cs-ux-researcher Phase 5 — Integration & Polish: - Related Skills cross-references in 8 SKILL.md files - Updated product-team/CLAUDE.md (5→8 skills, 6→9 tools, 4 agents, 5 commands) - Updated project-management/CLAUDE.md (0→12 scripts, 3 commands) - Regenerated docs site (177 pages), updated homepage and getting-started Quality audit: 31 files reviewed, 29 PASS, 2 fixed (copy-frameworks.md, governance-framework.md) Co-Authored-By: Claude Opus 4.6 <noreply@anthropic.com>
235 lines
8.7 KiB
Markdown
235 lines
8.7 KiB
Markdown
# Template Governance Framework
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## Overview
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Operational framework for managing template lifecycle — creation, updates, deprecation, and quality enforcement with concrete thresholds and decision criteria.
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## Ownership Model
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### Roles
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**Template Owner** (1 per template):
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- Reviews usage dashboard on the 1st of each quarter
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- Archives templates with <5 uses in the past 90 days
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- Responds to change requests within 14 calendar days
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- Runs quarterly accuracy check: open 3 random pages created from the template, verify content matches current process
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- Escalates to committee if change affects >50 users
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**Template Steward** (1 per team/domain):
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- Runs monthly usage pull: `CQL: type = page AND label = "template-{name}" AND created >= "now-30d"`
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- Flags templates where >30% of users delete or heavily modify a section (indicates friction)
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- Collects and triages feedback — tags Jira tickets with `template-change` and links to template page
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**Template Committee** (3-5 people, for orgs with 20+ templates):
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- Meets quarterly (45 min max): reviews new proposals, resolves conflicts, flags duplicates
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- Decision rule: approve if template serves >1 team and doesn't duplicate existing template by >60% content overlap
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- Publishes quarterly "Template Health" Confluence page with adoption rates and actions taken
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### Assignment Matrix
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| Template Category | Owner Role | Steward Role |
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|------------------|-----------|-------------|
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| Engineering templates | Engineering Manager | Senior Engineer |
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| Product templates | Head of Product | Senior PM |
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| Meeting templates | Operations Lead | EA/Admin |
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| Project templates | PMO Lead | Senior PM |
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| HR/People templates | HR Director | HR Coordinator |
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| Company-wide templates | Operations Lead | Template Committee |
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## Approval Workflow
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### New Template Proposal
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1. **Request** - Submitter creates proposal with:
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- Template name and purpose
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- Target audience
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- Justification (why existing templates are insufficient)
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- Draft content
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- Proposed owner
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2. **Review** - Template owner/committee evaluates:
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- Does this duplicate an existing template?
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- Is the scope appropriate (not too broad or narrow)?
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- Does it follow design standards?
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- Is it needed by more than one team?
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3. **Pilot** - If approved:
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- Deploy to a small group for 2-4 weeks
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- Collect feedback on usability and completeness
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- Iterate based on feedback
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4. **Launch** - After successful pilot:
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- Publish to template library
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- Announce to relevant teams
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- Add to Template Index page
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- Train users if needed
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5. **Monitor** - Post-launch:
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- Track adoption rate (first 30 days)
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- Collect initial feedback
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- Make quick adjustments if needed
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### Template Update Process
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1. **Change Request** - Anyone can suggest changes via:
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- Comment on the template page
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- Jira ticket tagged `template-change`
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- Direct message to template owner
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2. **Assessment** - Owner evaluates:
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- Impact on existing documents using this template
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- Alignment with organizational standards
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- Effort required for update
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3. **Implementation** - Owner or steward:
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- Makes changes in a draft version
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- Reviews with 1-2 frequent users
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- Updates version number and changelog
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- Publishes updated template
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4. **Communication** - Notify users:
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- Post update in relevant Slack/Teams channel
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- Update Template Index page
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- Send email for major changes
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## Change Management
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### Impact Categories
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**Low Impact (Owner decides):**
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- Typo fixes and formatting improvements
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- Clarifying existing instructions
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- Adding optional sections
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**Medium Impact (Owner + 1 reviewer):**
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- Adding new required sections
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- Changing variable names or structure
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- Updating macro usage
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**High Impact (Committee review):**
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- Removing sections from widely-used templates
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- Merging or splitting templates
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- Changing organizational template standards
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### Communication Plan
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| Change Type | Communication | Timeline |
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|------------|---------------|----------|
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| Low impact | Changelog update | Same day |
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| Medium impact | Team channel announcement | 1 week notice |
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| High impact | Email + meeting + migration guide | 2-4 weeks notice |
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## Deprecation Process
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### When to Deprecate
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- Template replaced by a better alternative
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- Process the template supports has been retired
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- Template has zero usage in the past 6 months
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- Template is redundant with another active template
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### Deprecation Steps
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1. **Decision** - Owner proposes deprecation with justification
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2. **Announcement** - Notify users 30 days before deprecation:
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- Mark template with "DEPRECATED" status
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- Add deprecation notice at top of template
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- Point to replacement template (if applicable)
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3. **Transition Period** - 30 days:
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- Template still available but marked deprecated
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- New documents should use replacement
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- Existing documents do not need to change
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4. **Archive** - After transition:
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- Move template to Archive section
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- Remove from active template list
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- Keep accessible for historical reference
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5. **Review** - 90 days after archive:
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- Confirm no active usage
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- Add to annual cleanup list if truly unused
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## Usage Tracking
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### Metrics & Thresholds
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| Metric | Healthy | Flagged | Deprecate |
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|--------|---------|---------|-----------|
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| Pages created/month | >10 | 3-10 | <3 for 2 consecutive quarters |
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| Unique users/month | >5 | 2-5 | 0-1 for 90 days |
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| Section deletion rate | <10% | 10-30% | >30% (users removing sections = template mismatch) |
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| Time to first use (new templates) | <7 days | 7-30 days | >30 days (failed launch, re-announce or rethink) |
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### Tracking via CQL
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```
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-- Monthly usage for a specific template
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type = page AND label = "template-sprint-retro" AND created >= "now-30d"
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-- Stale templates (no usage in 90 days)
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type = page AND label IN ("template-sprint-retro", "template-decision-log") AND created < "now-90d" AND created >= "now-91d"
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-- All template-created pages for audit
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type = page AND label = "template-*" ORDER BY created DESC
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```
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### Reporting
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- **Monthly:** Top 10 templates by usage → auto-generated Confluence table
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- **Quarterly:** Flag templates below thresholds → owner action required within 14 days
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- **Annually:** Full catalog review — archive anything with 0 uses in 6 months
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## Quality Standards
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### Content Checklist (pass/fail per template)
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- [ ] Every section has placeholder text showing expected content (not just a heading)
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- [ ] No section references a process, tool, or team that no longer exists
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- [ ] All Jira macro JQL filters return results (test quarterly)
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- [ ] Links to other Confluence pages resolve (no 404s)
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- [ ] Template renders correctly in both desktop and mobile preview
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**FAIL examples:** Template says "Update the JIRA board" but team uses Linear. Template has a "QA Sign-Off" section but team has no QA role. Placeholder text says "TODO: add content here" with no guidance on what content.
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### Structural Checklist
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- [ ] Metadata header: owner name, version (semver), status (`active`/`deprecated`/`draft`), last-reviewed date
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- [ ] Table of Contents macro if template has 4+ sections
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- [ ] Change History table at bottom (date, author, change description)
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- [ ] Placeholder text uses `{placeholder}` syntax or ac:placeholder macro — visually distinct from real content
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### Maintenance Triggers
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- Template not reviewed in 90+ days → owner gets Jira ticket auto-created via automation
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- 3+ unresolved feedback items → escalate to committee
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- Broken macro detected → owner notified same day via Slack/email automation
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## Review Cadence
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### Quarterly Review (Template Owner)
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- Review usage metrics
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- Address pending feedback
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- Update content for accuracy
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- Verify all links and macros work
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- Update version number if changed
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### Semi-Annual Review (Template Committee)
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- Review full template catalog
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- Identify gaps (missing templates)
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- Identify overlaps (duplicate templates)
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- Evaluate template standards compliance
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- Plan improvements for next half
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### Annual Review (Leadership — 60 min meeting)
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**Agenda:**
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1. (10 min) Catalog stats: total templates, usage trend YoY, templates added/deprecated
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2. (15 min) Top 5 templates by adoption — what makes them work
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3. (15 min) Bottom 5 templates — deprecate, rework, or retrain?
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4. (10 min) Gaps identified by teams — templates requested but not yet built
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5. (10 min) Governance process retro — is the framework itself working? Adjust thresholds, roles, or cadence as needed
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**Deliverable:** Updated Template Health page published within 1 week of meeting
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## Getting Started
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### For New Organizations
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1. Start with 5-10 essential templates (meeting notes, decision record, project plan)
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2. Assign owners for each template
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3. Establish basic quality standards
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4. Review after 90 days and expand
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5. Formalize governance as template count grows beyond 20
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