ToolBox

Identifying Issues & Project Management
Tags: #OrganizationalDevelopment #ProblemIdentification #ProjectWriting #ProjectManagement
Information

Part 1: Identifying the problems and their causes. Part 2: Introduction to project management & project writing; planning & writing projects.

Part 1: Problem identification and analysis. Part 2: Understand concept of project writing and project management.

Read up on problem identification and project management from OBESSU’s Manual for School Students.

Check up on participants’ energy level during the session and have a break whenever you feel it is needed. Depending on how fast groups finish their work, adjust time given for each step. For part 2 step 2 you could add different roles to the game e.g. PR person to represent the final outcome, negotiator to exchange material with other teams and a team leader. The group must divide the roles by themselves.

Requirements

Part 1: Brainstorming: 45 minutes - Analysis: 90 minutes || Part 2: 120 minutes

Room with chairs for the whole group in a circle, space for group work.

Optional

Starting to get organised

For Part 1: Post-its, markers, paper/flipcharts. For Part 2: 5 sheets of paper in different colours, markers, random materials to build a tower.

Activities step by step
Step 1: Part 1 (Problem Identification)
15 Minutes

Optional: Participants draw two pictures together:

  • One of a “Dream School”
  • Second one of “The Worst School Ever”
Step 2:
10 Minutes

Individual brainstorming - write down (on post-its) “What problems do you see in your school/community/city/…?” (e.g. what are we missing from achieving “dream school”).

Step 3:
20 Minutes

Every person presents the problems they write down - (cluster the issues in a way visible for everyone: all similar & connected issues go together at the same place)

Step 4:
20 Minutes

Input: Explanation of the “Tree of problems” - (see visualization) - to make it clearer facilitator could pick a problem that was discussed to show the distinction between what is a core problem, an effect and a cause to avoid confusion.

Step 5:
10 Minutes

Let the group divide into small groups of max. 5 persons working on one issue each.

Step 6:
30 Minutes

Each group analyses one issue with the “Tree of Problems” - (facilitator(s) support the small group)

Step 7:
30 Minutes

Every group presents their analyses “Tree of Problems” - (other participants can ask questions and add further suggestion)

Step 8: Part 2 (Project Management):

Divide the group into small groups of about 5 people.

Step 9:
15 Minutes

Give all the groups some random material and a task: Build a tower as high as possible in 15 minutes; groups can exchange the materials they have - all groups are winners! ( every group built the tower as high as that group could) - see: Tips

Step 10:
10 Minutes

Debriefing of tower building in connection with project management:

  • What steps did your groups take to build the tower?
  • How did you use your resources?
  • How did you distribute the tasks and responsibilities?
Step 11:
5 Minutes

Project management cycle: put project phases on pieces of paper and let the group put them in the correct order:

  • Assessment & Preparation (see Part 1)
  • Formulation & Design
  • Agreement & Review
  • Implementation & Monitoring
  • Reporting & Evaluation
Step 12:
10 Minutes

Input: Using hand (Latin: manus = hand -> management) to explain the 5 phases of project management

  • Decide what project/topic the group wants to work on - small groups form around one topic each
Step 13:
15 Minutes

Input: Vision, Long term aim & SMART objectives (see Manual p.55) of the specific project (pyramid)

  • Group Work: Write down aims & objectives for the project
Step 14:
15 Minutes

Input: Explain target groups, beneficiaries of the project (see Manual p.60)

  • Group Work: Identify target groups & beneficiaries
Step 15:
10 Minutes

Input: Expected results

  • Group Work: Write down concrete expected results
Step 16:
25 Minutes

Input: Action plan (detailed plan of activities and draft programme)

  • Group work: create detailed plan of activities needed to achieve the goals
Step 17:
15 Minutes

Input: Business plan (Budget)

  • Group work: writing the budget based on activities of the project
Step 18:

Presentation of the projects (time depends on amount of people)

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