What is a TOR? Structure and Examples for Various Activities

TOR, or Terms of Reference, is a key term used in big projects or team activities. In Indonesian, it’s called KAK, which stands for "Kerangka Acuan Kerja." Understanding TOR is crucial—its structure and examples are important to know.

So, why are Terms of Reference so important in the workplace? Essentially, it’s a framework that outlines what needs to be done in a project. The project management team usually handles it. To avoid confusion, it’s good to first get a clear idea of what TOR means.

Meaning and definition of TOR 

TOR, or Terms of Reference, is a document that spells out the details of a project or activity. It covers things like goals, responsibilities, the project's scope, and timelines.

Basically, it acts as a guide for everyone involved. It doesn’t have to be for a major project—TORs can be useful for any event or activity. It’s shared with the committee, participants, sponsors, speakers, and organizers.

A TOR typically addresses the essentials: Who, Why, What, Where, When, How, and How Much. It provides all the details needed to guide planning, auditing, evaluating, and managing performance.

Structure of a TOR

1. Background (Why)

Why is this project being done? The TOR will explain the background in detail, covering the reasons, concepts, legal basis, and relevant policies.

2. Activity Details (How)

How will the project be carried out? This part provides details on the activities involved, whether it’s a concert, development project, student event, or something else. It covers what will be done and the scope of the activities.

3. Purpose of the Event (Why)

This section outlines the goals of the activity. It explains what the project aims to achieve, the expected benefits, and the outcomes, providing a clear picture of the program's objectives and results.

Illustration of a woman preparing TOR for an event or activity. | Credit: Shutterstock

4. Project Methods and Stages (How)

How will the project be carried out? This section details the methods and stages of the project, outlining the approach and the different phases from start to finish. It covers everything from the components and milestones to any supporting materials needed, like workshop content or interview guides.

5. Schedule and Location (When & Where)

Where and when will the activity take place? This part includes detailed information on the schedule and location, such as key dates, events, and activities. It usually features a timetable with specifics on times, durations, and venues.

6. Output (What)

What are the expected results of the project? This section outlines what the project aims to achieve once completed. The output could be a product, service, or another type of result, depending on the project. It covers details about planning, the process, and the final presentation.

7. Team Details (Who)

Who’s in charge of the activity? This section lists the team responsible for executing the project, including their roles, skills, and experience. It provides details about the team members and can influence both the process and the budget.

8. Budget and Logistics (How Much)

Every project needs a budget, and a TOR isn’t complete without it. This section, often called a Rencana Anggaran Biaya (RAB), includes details on salaries, production costs, sponsorships, travel, accommodation, and any other expenses.

9. Implementation

The final section covers the implementation details. It outlines who’s in charge of running the project, including the project manager and the team. This part provides a clear overview of the responsibilities and how the project will be executed.

Example of using TORs  

Let’s say you’re organizing an international seminar on campus. You’d need two TORs: one for the organizing team and one for the presenters.

The TOR for the team includes background info, objectives, a timeline, details about participants and organizers, and the event’s conclusion. It would cover things like the number of participants, a detailed activity schedule, budgets for various expenses, and who’s in charge of what.

For the presenters, the TOR would provide details such as the presentation title, speaker names, session schedules, and how long each session will last.

So, that’s the rundown on TORs. Knowing what a TOR is, how it’s structured, and seeing some examples is key if you work on big projects or in business. If you’re joining a project management team, make sure you’re comfortable with this concept.

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