Finalizing your service day project plan

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Abstract

Have you ever planned a service project, arrived at the site, and realized that you forgot something important? It may have seemed like a minor detail early in the planning process and so you decided to take care of it later . . . but later never came. Avoid this scenario with these best practices from Hands On Network, submitted in fall 2006, and excerpted from the Hands On Program Assessment Guidebook.

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Issue

A project won't be successful without careful attention to the details. Instead of discovering what's missing on the day of the project, take time to carefully review plans to make sure everything is taken care of ahead of time.

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Action

According to Hands On Network, to ensure a successful service project, take the following steps:

Complete the project plan.

In the weeks before the event, resolve any complications and confirm that all aspects of the project have been considered. This includes the following steps:

  • Address questions and concerns.
  • Meet with project leaders and finalize your plans.
  • Review the schedule.
  • Implement a PR and media plan.
  • Discuss documentation of the event.
  • Verify all tools and materials.
  • Plan a reflection experience.
  • Provide food and beverages.
  • Check, double-check, and triple-check!
  • Organize final planning meetings.
  • Create a "call list."
  • Make final calls.
  • Identify a bilingual speaker if necessary.
  • Take care of special guests if any are attending the project.
  • Set up project stations, such as registration, water/refreshment, and first-aid.
  • Pack a project kit with materials you will need to facilitate the project: sign-in sheets, evaluations, pens, markers, tape, poster board, rope/bungee cords, paper, clipboards, and nametags.
  • Check on trash containers.
  • Create a fun atmosphere.

Communicate with volunteers.

It is a good idea to pre-register volunteers. Pre-registration can be as simple as providing a contact name, number, and/or e-mail address where volunteers can sign up. If volunteers pre-register, you will be able to contact them about project details and also discuss skills, supplies, or friends they might also bring to the project.

Prior to the event, check with volunteers and make sure that all special needs (medical or otherwise) have been addressed and/or met. Also, keep the commitments you make. People will not support you if you don't provide information requested, address issues they bring up, and/or miss scheduled appointments.

Continue to be in contact with your team. Keeping volunteers motivated and excited about your project is the best guarantee for success! The more contact you provide, the more engaged your volunteers will be, and the more motivated they will be when they arrive. Also, respond to people's inquiries in a timely and thorough manner.

Plan for safety.

Ensuring the safety of life and property is critical. By reviewing the project for possible hazards and educating volunteers about safety, program staff will reduce the chance of someone getting hurt.

Review the safety/emergency plan with your project leaders. Know the location of all nearby emergency exits, first-aid kits, and/or automated external difibulators (AED's). Assign a safety point person for the day of the event. Have a first aid kit on hand and a phone to call 911 if necessary.

Create contingency plans.

Always think through worst-case scenarios. Play devil's advocate as you consider what could go wrong and record strategies to address each problem that might occur. Besides thinking about what to do before you need to do it, know whom you need to contact and have phone numbers readily available. When you plan ahead for a problem, you are more likely to handle it with minimal disruption and cost.

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Context

Hands On Network is a Corporation for National and Community Service training and technical assistance provider. Through training and technical assistance, Hands On brings extensive expertise in leveraging volunteers to national service programs.

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Outcome

National service programs that follow this effective practice will:
  • Complete the project plan
  • Communicate with volunteers
  • Plan for safety
  • Create contingency plans

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Posted On

January 30, 2007

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For More Information

Lori Jean Mantooth
Hands On Network
600 Means Street, Suite 210
Atlanta, GA 30318
Phone: (404) 979-2938
Fax: (404) 972-2901

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Resources

This effective practice is number seven in a series on volunteer leveraging from the Hands On Network. To read the next practice in the series, see "Considering the types of volunteers available for your program. "

See the previous effective practices in the series:

For more information, see the following resources from Hands On Network:

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