PROJECT PLANNING

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5: Finalize the Plan

4: Secure Resources

3: Get Organized

2: Decide on a Project

1: Focus on Community

Developing Service Projects

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1: Focus on Your Community

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2: Narrow Your Focus

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Research the IssueStatistics BackgroundUnderlying causesProject ideasCommunity experts

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Develop PartnershipsReview potential project partners

MissionResources they offer partnersServices they offer to the community

Approach potential partnerDefine roles, outcomes and resources

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Conduct a Site VisitSearch for potential projectsInvolve key decision-makers and stakeholdersAnswer important questions about agency needs

and how the project will impact the community and the agency

Gather details about needs for potential projects, including special skills and materials

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Elements of a Successful ProjectThe project should. . .

Support our organization’s missionBuild upon positive relationships within the

community.Demonstrate a clear impact.Be volunteer-friendlyProvide volunteer leadership opportunitiesProvide volunteers with a sense of accomplishment

and positive involvement.

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DISCUSSION

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Project Ideas ActivityWhat are the needs in your community?

How might various organizations collaborate to maximize PR and community resources?

What grants and/or state and national resources are available?

What about corporate partnerships?

Decide on a ProjectDefine the scope make a decision based on the

following:Time EffortImpact Other Factors

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3. Be Organized—map your project

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Create a Task ListDetermine what you want to accomplishList assignments Decide number of volunteers needed for each

slotPrioritize goals (if necessary) according to

importance

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Create a BudgetOutline costs associated with all tasksKeep track of all donations:

MonetaryIn-kind servicesGoods—food, supplies, equipment

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Identify Resources

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VolunteersEstablish volunteer needsConsider variables:

Volunteer skill levelVolunteer ageDuration of projectAvailability of suppliesPhysical space available to perform the work

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Team Leader Programs

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Other Volunteer PositionsPerform tasks—raking, painting, sorting,

supervising children’s groups, etc.GreetersDistribute & manage suppliesPass out water, snacks, etc.Plan a kick off receptionServe as guides and runners Video or take picturesCapture volunteer quotesSafety Ambassador

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SuppliesDetermine what supplies, materials, goods and

services you needStrategize about types and amountsThink about partners and local groups/

businesses that can provide resources at no costNote supplies that will need to be purchased

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PLAN FOR. . . Orientation and Training

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Create TimelinesProject planningDay of project After project

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Plan for Reflection

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Plan for Evaluation Goal-based: Did you meet the goals of the

project?Process-based: Was the project planned,

managed and implemented effectively?Outcome-based: Did you achieve the objectives

of the project?

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4: Secure Resources

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Volunteer Recruitment

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Funding, Products and ServicesFaith groupsFoundationsNeighborhood associations and civic groupsNonprofitsBusinessesColleges and universities

Sororities & FraternitiesProfessional organizations

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Connections that CountStart with people you knowAsk people you know to engage their friendsTalk personally with people to “sell” your projectKnow what you need and ask people how they

can contributeDon’t be afraid to tap people’s emotionsTry creative outreach

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5: Finalize the Project Plan Address questions Finalize plans Meet with leaders Review the schedule Discuss documentation Confirm all supplies Provide food and drinks

Make any final calls Pack a project kit Check on trash containers Create a fun atmosphere Check, double-check and

triple-check!

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Communicating with VolunteersPre-register volunteersProvide important project details

Logistics such as date, time, address, public transportation and/or parking information

What to wear or not wearWhat to bring and what will be providedWhere to check-in at the projectPoint of contact

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SafetyReview project for possible hazardsConsider parking, access to water and restroomsProvide for accessibility issues.Know where emergency exits, first aid kits and

automated external defibrillators (AED’s) are located

Have a phone to call first responders if necessaryKeep contact information handy.

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Contingency PlanningThink through the worst-case scenarios of what

could go wrongCreate contingency plans for weather and other

potential problemsPrepare ways to expand or reduce project goals

due to number of volunteersKnow whom to contact in case of problems

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DISCUSSION

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Form small groupsReview the Program Planning “Fact Sheet” that has been provided.•Discuss past projects in which something went wrong. Which of the project planning steps were missed or otherwise apply to the situation?•Did you have a contingency plan and, if so, how did it work?•What could you do differently next time you face this problem?

Summary

Questions, Feedback

Please complete and return your evaluation form. Your input is appreciated.

Thank You for your participation

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