Wellness Committee Workspace
Plan wellness programs, coordinate events and partners, manage budgets, and review participation and outcomes in one workspace organized around clear roles and delivery stages.
Every employee gets a seat — priced per employee in AI Productivity, quoted with this template ready.
Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
Built for: Healthcare organizations · Universities and colleges · Technology companies · Manufacturing employers · Public sector organizations
Overview
The Wellness Committee Workspace is a role-based starting point for planning and managing a workplace wellness program portfolio. It includes committee roles for an Executive Sponsor, Wellness Committee Chair, Project Manager or Program DRI, HR or People Partner, Benefits or Occupational Health Advisor, Communications Lead, Facilities or Workplace Lead, and Finance or Procurement Partner. These are placeholders for the cloning organization to assign, not preselected people.
Four task lists structure the work by stage: Discover and Align, Design and Approve Programs, Prepare and Deliver, and Measure and Improve. Milestones mark charter, RACI, and success-measure approval; portfolio prioritization; confirmation of partners, budget, and delivery plan; first activity delivery; and the quarterly performance review. An annual wellness program portfolio hill chart supports progress conversations, while weekly Monday delivery check-ins, monthly governance reviews, and quarterly metrics and retrospectives establish a practical cadence.
Use the workspace when a committee needs shared ownership and repeatable oversight across multiple activities or a program year. It is also useful when HR, benefits, communications, facilities, and finance need a common view of decisions and upcoming work. Do not use it as a system for clinical records, individual health information, or detailed benefits administration. Before launch, adapt the scope, measures, roles, and approval steps to local policy and applicable requirements; a template does not establish regulatory compliance.
Standards & compliance context
- Treat the workspace as a planning aid, not evidence that a wellness program, incentive, or benefits practice complies with applicable laws or organizational policy.
- Have qualified HR, legal, privacy, benefits, or occupational health advisors review activities and data practices for the relevant jurisdictions and employee populations.
- Do not record identifiable health information in general task lists, hill charts, check-ins, or message board updates; follow approved privacy and records-handling procedures.
General regulatory context for orientation only — verify current requirements with counsel or the relevant agency before relying on this template for compliance.
What's inside this template
Members
Role-based member slots clarify who leads, approves, advises, and contributes to the wellness portfolio.
- Executive Sponsor
- Wellness Committee Chair
- Project Manager / Program DRI
- HR or People Partner
- Benefits or Occupational Health Advisor
- Communications Lead
- Facilities or Workplace Lead
- Finance or Procurement Partner
- Wellness Vendor or Community Partner Liaison
- Employee Representatives
- Data and Evaluation Analyst
Check ins
Defined weekly, monthly, and quarterly cadences separate delivery follow-up from governance and outcome review.
- Weekly Monday program delivery check-in
- Monthly committee governance review
- Quarterly metrics and retrospective
Milestones
These decision points show whether the committee has agreed on its charter, portfolio, delivery readiness, and performance review.
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Charter, RACI, and success measures approved
Committee purpose, role accountability, target audiences, decision rights, budget assumptions, and metrics are documented.
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Program portfolio prioritized and approved
Program options have been evaluated using RICE and the approved portfolio is recorded with rationale.
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Partners, budget, and delivery plan confirmed
Required partner agreements, procurement steps, activity calendar, facilities, and communications plan are ready.
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First wellness activities delivered
Initial sessions or events have been delivered with attendance and feedback collection in place.
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Quarterly performance review completed
Aggregate performance, spend, feedback, risks, and improvement actions are reviewed by the committee.
To-do lists
The four workflow-stage task lists organize wellness work from discovery through improvement, with ownership assigned to each action.
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1. Discover and Align
Establish the committee charter, RACI, employee needs, scope, budget guardrails, and measurement approach.
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2. Design and Approve Programs
Prioritize wellness offerings, assess feasibility, validate partners, and secure approval before launch.
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3. Prepare and Deliver
Turn approved programs into scheduled, communicated, and operationally ready activities.
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4. Measure and Improve
Review aggregate results, manage corrective actions, and convert lessons into the next planning cycle.
Hill charts
The annual portfolio hill chart gives the committee a shared view of progress and uncertainty across planned wellness programs.
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Annual wellness program portfolio
Track confidence and progress from needs discovery through approved delivery and measurable results.
How to use this template
- Clone the workspace and confirm the wellness program scope, planning period, default visibility, and success measures with the committee chair and executive sponsor.
- Assign actual contributors to the role-based member slots, name a Project Manager or Program DRI, and agree on RACI responsibilities for decisions and deliverables.
- Review the four stage-based task lists, add the activities and approvals your portfolio requires, and assign each task a DRI and due date.
- Confirm the charter, portfolio approval, partner and budget planning, and delivery milestones, then use the hill chart to discuss progress and uncertainty.
- Run the weekly Monday delivery check-in and monthly governance review by updating task status, recording decisions on the message board, and assigning follow-up actions.
- Use the quarterly metrics and retrospective check-in to compare results with agreed success measures, capture lessons, and update the next portfolio cycle.
Best practices
- Keep the Discover and Align, Design and Approve Programs, Prepare and Deliver, and Measure and Improve task lists aligned to actual workflow stages rather than committee departments.
- Assign every task and milestone a directly responsible individual, and use RACI to clarify who approves, advises, or needs to be informed.
- Define program success measures at charter approval and connect each measure to a planned review point before activities begin.
- Use the weekly Monday check-in to surface delivery blockers and dependencies, reserving portfolio trade-offs and policy decisions for the monthly governance review.
- Update the annual portfolio hill chart before check-ins so the committee can discuss uncertainty and movement, not just task completion.
- Record specific decisions and action owners on the message board so members who miss a meeting can follow the committee's direction.
- Keep individual health information and other sensitive personal details out of general tasks and committee updates; use approved, access-controlled processes where needed.
- At the quarterly retrospective, turn findings into owned actions for the next portfolio cycle rather than treating the review as a reporting endpoint.
What this template typically catches
Issues teams running this template most often surface in practice:
Common use cases
Frequently asked questions
What does the Wellness Committee Workspace template include?
It includes role slots for committee contributors, four stage-based task lists, an annual wellness program portfolio hill chart, and milestones from charter approval through quarterly review. It also sets weekly, monthly, and quarterly check-in cadences. The cloning team fills the role slots with its own members.
What kinds of wellness programs fit this workspace?
Use it to coordinate workplace wellness activities such as education sessions, wellbeing events, benefits engagement, and occupational health initiatives. The committee can prioritize a portfolio and track each program through design, approval, preparation, delivery, and review. It is a planning workspace, not a clinical record system.
How often should the committee use the check-ins?
The template sets a weekly Monday program delivery check-in, a monthly committee governance review, and a quarterly metrics and retrospective session. Use the weekly meeting to resolve delivery blockers, the monthly review for decisions and approvals, and the quarterly session to assess outcomes and adjust the portfolio. Change the cadence if your program calendar or decision-making needs differ.
Who should own and run the workspace?
The Wellness Committee Chair can lead governance, while the Project Manager or Program DRI coordinates task lists and check-ins. The Executive Sponsor supports escalations and approvals; HR or People, Benefits or Occupational Health, Communications, Facilities, and Finance or Procurement contribute according to their roles. Assign a named person to each role after cloning, but keep the template itself role-based.
Does this template make a wellness program compliant with laws or regulations?
No; a project workspace cannot determine whether a particular activity, incentive, data practice, or benefits program meets applicable requirements. Ask qualified HR, legal, privacy, benefits, or occupational health advisors to review plans for the jurisdictions and populations involved. Avoid putting individual health details in general program tasks or committee updates.
What is a common setup mistake to avoid?
A frequent pitfall is assigning a task list or milestone to a department without naming a directly responsible individual. Give each stage and deliverable a clear DRI, and record decisions in the governance review rather than leaving them implicit. Also define how the committee will measure success before launching activities, so quarterly reviews can guide action.
Can we customize the roles, task lists, and milestones?
Yes. Replace or add role slots to match your committee, and adjust task details to reflect your approval process, program portfolio, and delivery calendar. Keep the task lists organized around workflow stages rather than departments, and retain milestones that mark meaningful decisions or completed outcomes.
How does this differ from managing wellness programs ad hoc?
Ad hoc planning often scatters ownership, approvals, and follow-up across separate notes or meetings. This workspace brings the portfolio, staged task lists, milestones, and recurring reviews into one shared structure. It works best when the committee uses the task lists to record decisions and next actions consistently.
How should we roll out the template to the committee?
Clone the workspace, assign members to role slots, and confirm the program scope and success measures at the charter milestone. Review the task stages and check-in calendar with contributors, then prioritize the portfolio before work moves into delivery preparation. Use the first monthly governance review to resolve ownership gaps and confirm how progress will be reported.
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Rolled out to every employee at AutoZone (125,000), PetSmart (50,000+), A.S. Watson and Raley's (20,000) — and at larger retailers we are not permitted to name.
