Time to Plan

Content

Congratulations, you have already completed the first step of the planning process - you have a clear vision and mission. In the last activity, you had been exploring details of the topic you work on, goals and expectations. You have a story to share, let's work on how to do it.  
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Step 1. How do I tell my story? (10 mins)
Now, imagine an activity you are planning to implement. Think about the format: What is it? (workshop, training, open event, conference, webinar, virtual exchange, etc.) Learn about some of the existing formats you can use in your dialogue:
﻿The different conference formats;﻿
﻿Types of Conferences;
The Best Virtual Conference Session Formats for Engagement. 
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Next, set up the specific goals you want to reach by this activity. Moving forward, think about the desired outcomes – tangible and intangible – of the activity, as well as think about how you would measure the success. Lastly, point out possible difficulties and how you would overcome them. Take notes if you feel it is the right thing to do or use the Canvas Strategic Planning Brainstorm.  
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Step 2. What do I need to tell my story? (15 mins)
Once you decide what activity you implement, the other question comes: What do you need to implement the activity? For this exercise take a piece of paper or use the Canvas Strategic Planning Brainstorm, and let's visualize parts of the puzzle. Feel free to draw with coloured pencils, make a collage from journals, use Canva or any other tools (Paddlet, Miro, Coggle, etc).
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Step 3. Double-check the plan (35 mins)     
Take your college and double-check if you consider all you need for planning, going through the following tips :
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Team:
For a successful activity, you need support and a team.
Make sure that you have enough workforce available to achieve your goals.
An effective team should have a mix of expertise, experience, backgrounds and networks. 
It is helpful to have a diverse and multi-talented team with a balance between “doers” and “dreamers.”
The team members do not have to know and be able to do everything right from the start. Team building is an iterative process. 
Choose a project leader. 
Define the task areas. 
Identify your relationship builders to create a community and stay connected. 
Always work on your team spirit and your communication. The quality of work is directly related to the quality of relationships.
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Date and time frame:
Choose a realistic time frame for your activity. 
Be mindful of how the date influences your activities and affects the participants. 
Consider concurrent events or vacation periods. 
For formats such as longer-lasting events, do not forget the breaks for your participants. 
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Materials and equipment:
Have an environmental-friendly approach when designing the activity. Make sure you keep in mind environmental sustainability when using resources. 
Calculate your material for facilitators and participants generously. While usually less is more, this is not true for working materials. 
Make sure that your materials and equipment are fully prepared in time. 
Offer your materials to the participants to take with them and use the materials further. 
The needs of the participants should be considered in advance. For formats such as longer-lasting events, do not forget refreshments. 
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Location and decoration:
Be mindful of how the location influences your activity and affects the participants.
Select a location that is accessible for all your target groups. 
When choosing a location for an activity, make sure that you can work without disturbances and that the location is the right size for the number of participants.
Ensure location arrangements that allow agility and flexibility. 
The framing of the activity should be visible to the participants, as soon as they enter the setting. For example, several tables or a circle of armchairs will already indicate that interpersonal exchange will be encouraged. 
Keep in mind to choose and decorate your venue in an environmental-friendly way. 
The decorative design can correspond to the topic, for example with information posters and materials or inspiring pictures. 
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Financing:
Secure flexible funding that will cover your costs. 
Search for support. Example for sponsorship, staff, office equipment and supplies.
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Who is your target group?
Your target group should include people who are affected by the topic and those who can help improve the issue at stake. 
Make sure your target group includes individuals who have diverse knowledge and experiences with regard to your topic. The objective is to encourage a diversified group of participants to take part. For example, Young people, various age groups, different backgrounds, marginalised young people, decision-makers, people from NGOs or youth organisations, youth workers and experts.  
Your activity should provide benefits to your target groups. In order to get many commitments from individuals to join, it is helpful to consider how the different target groups benefit from participating, what the reasons might be for cancellation and what might encourage joining.
Reflect upon inclusion and diversity of your participants – are their potential barriers towards participation such as disabilities, health problems, barriers linked to education and training systems, cultural differences, social barriers, economic barriers, barriers linked to discrimination or geographical barriers? 
Appreciate every participant. If you reach fewer people than you hoped for, it is very important that you appreciate those who are already committed. Don’t make it about the quantity: Those who are there are the right ones. 
Volunteering and a clear commitment by the participants are essential.
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Communication:
Keep interested persons engaged and informed. 
Take care to create recognition value in your communication. 
Make sure to communicate an appealing but realistic picture of your activity. 
Be authentic. 
Always communicate in a youth-friendly and understandable way. 
In your communications, make sure that interested people know who you are, what you do and where you want to go with your activity. 
Avoid overwhelming your audience with too much and too detailed information at the beginning. Structure your information and keep it short. 
Take care of your community – whether it gets smaller or bigger, or whether it reacts or not. You may need to change something in your communication or appearance.
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Networking:
It is essential that you keep good records of the relevant contacts and names, while ensuring to keep in line with data protection. 
Search for forward-thinkers and innovative projects. 
Check if there are existing networks you can connect to. Use the opportunity to build on each other’s work. Knowledge exchange can help everybody.
Identify the people who believe in you and have the political power to enhance your impact. 
Don’t be afraid to ask for support. 
Appreciate the feedback and learn from others. 
Ask in your community or in related organisations and institutions if they can promote your activity.
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Distribution of information:
Think about which information materials you want to offer and which channels you want to use. Consider websites, newsletters, social media, blogs, e-mail, telephone, print media, print materials and journalists. Also the channels and reach of your community might be helpful. 
Take care to create recognition value for all your information and graphical material. 
Take care to create an appealing graphic design and use pictures as eye-catchers.

Resources

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The holder of this badge has been working on his/her skills for strategic planning.
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This badge is part of the Youth Goals and the EU Youth Dialogue, which are a part of the EU Youth Strategy 2019–2027, which sets the direction of common youth policy throughout the EU. 
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The holder of this badge has worked independently at awareness/understanding/action at the importance of the strategic planning as a step to implement an activity.
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How the holder of this badge worked on these skills can be seen in the evidence in this badge. International youth workers have assessed the completed tasks.

Tasks

Task no.1

Evidence verified by: one activity organiser

Attach your "planning document" whether is collage, Canvas Planning, or any other digital tool you used to design your plan.

Skills

ESCO

#personal development

ESCO

#strategic planning

#Global Youth Skill

Personal development

Added to playlist (1)

Time to complete: 1 hour

Organisers

Network of Cities and Regions of Learning

Used in playlists

The Ultimate Guide to Become a Great Facilitator

Network of Cities and Regions of Learning

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