The Troop's web site is one of your most effective communication's tools for the Troop to get information to the scouts and their parents. The hard part is taking the planning information and getting it posted onto the web site to give enough lead time or advance preparation and planning information for upcoming events.
We have found that by posting the information on-line, more and more scouts and parents are receiving and retaining the information.
The web site strategy we used was to write the information from the perspective of a new scout or parent who is new to the troop. We have found that many of the existing and senior scouts read the pages as a refresher. A really good example was when our troop posted a "scout and parent's section." On these pages we took the scout and their parent through a virtual experience for what to expect on the campout. This significantly contributes to the planning and "being prepared" for the campouts.
As SM, I would take advantage of my web site building skills and create a few planning pages where I would publish what was in my mind or my vision for the year for the troop. I had a time line set up for each event for who had to do what by when. I would advise people if you do not see something on my planning pages than it is NOT on my radar screen or a gap that needs to be filled. I used these planning pages to provide the opportunity for people to see exactly what was going on, what it took to plan the events and to double check to ensure that we had everything covered. In my SM meetings with the ASMs, I would pull up my planning pages and review them asking everyone; "What are we missing?"
Here is a sample of an Operations Planning page which I had posted on the Troop's Web Site. Note, how I would have the date and time stamp at the top of the page so people would see the last time I did my updates or data dump. Notice the color code or legend described at the top of the page, "blue text" indicates new data points or information provided in this update, "red text" indicates action items due this week. You will see how each event's leaders were posted with the question marks indicating where we needed leaders.
For myself, I found that by taking the time each evening or every other day to document and use this as my action list, it was much easier to work and not have this all in my head, relying on my memory. I found that I was able to beter organized and have time to think through what I intended to do. If I was more organized as the troop's leader, our operations would be more organized.
By taking the time and effort to document and share my thinking, I found that other adult leaders and parents were able to better plan, participate and contribute. They would volunteer to take on certain tasks in the planning process so that I would not have to take it all on myself. This significantly improved the "sssmmmooootttthhhhnneeeesss" of our Troop's operations.