By Stewart Schow
May 11, 2017

Varsity Scout Leaders Day Book Day 28: Unfolding the Yearly Plan

After the Yearly Plan is in place, it needs to be communicated to all team members’ families, so  they can plan for the plan.  Then, the yearly plan is broken down into smaller three month plans for each program area to be worked on.

Now with Scoutbook, all of our unit’s communication automatically follows electronic youth protection without us even worrying about it!” – Scott Fisher, Washington Crossing Council

The next step is for each month’s program to be planned in detail for the quarter.  It is best practice to use the Planning Work Sheet as a guide for this part of the detailed planned.  Using the sheet, we answer who, what, when, where, and how questions using the name of those who are in charge.

By following your yearly plan and working in detail for each three month period, you will complete the requirements for earning a Varsity letter each quarter and will help each young man to have many kinds of experiences.  With each of the five fields covered every three months, the unit will be interesting and diversified.

It is important that the Programs Managers learn to report on their planning and follow-up ideas.  Each activity planned should meet several different needs of the team and its members. In the Varsity Leader Guide book, pages 31-37 contain examples of how detailed planning fits into the program.

This is used in the Team leaders Meeting:

Team Leaders’ Meeting

Usually held monthly, the team leaders’ meeting puts into motion the details of the program for the upcoming month. The leadership team may also assemble after a team meeting to evaluate the meeting and plan the next one.

Activity Planing Worksheet


From the Team Leaders Guide book, comes the following:

Team Leader Meetings

Regular meetings of team leaders will help bring a program to life and keep it fresh and exciting throughout its duration. Team leaders should expect to meet quarterly, monthly, and weekly.


On a quarterly basis or whenever a new program feature is about to begin, team leaders should meet to review the details of the program feature.  The Coach and captain will develop the agenda ahead of time, and the captain can chair the meeting. Special assignments can be given to each program manager and entered on an activity worksheet. Program managers can discuss their responsibilities with adult program advisers, and can determine the best ways to make their parts of the upcoming program a success.


Team leaders should get together every four weeks to finalize the coming month’s meetings and activities. This is their opportunity to review activity worksheets and verify that preparations have been made for the best possible team experience.


The Coach or captain should check with each program manager two or three days before a meeting or activity to ensure that everything is ready. If necessary, the Coach or captain can provide last-minute assistance. When appropriate, they can engage the help of the adult program advisers.

As Coach you need to work on the Annual Plan, and use the planning worksheet to get the Plan to the boy leader, so they are preparing to execute the Plan.

Time invested in planning a Varsity Scout team’s program will be repaid many times over by providing Scouts with meaningful and exciting activities.  Good planning allows Varsity Scouts themselves to lead the team as they draft their own annual plan, and then see to it that the plan succeeds.

This weekly blog series will help any new Varsity Scout leader get well trained in 90 days using this unique program that serves Teacher-aged young men:

MOnth one

Week 1 Week 2
Week 3  Week 4

Stewart Schow
Author: Stewart Schow  | Utah National Parks Council Varsity Scout Committee Chairman

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