"Zimbabwe Pan African Youth Agenda": How to organize

[Ɔkyeame Kwame]

{ZIPAYA} How to organize




The first task of an organizer is to convey the organizational message
to the targeted citizenry. This requires that we design the message so
that it speaks to the concerns and needs of the citizenry we are trying
to organize.

To facilitate this goal we must make sure organizers are well informed
with the most up - to- date information on the general situation of
our global citizenry and the specific situations of each citizen's
local milieu. This requires, first and foremost, the collective study
and analysis of historical and contemporary matters affecting Africa
and Africans and also proper theoretical information. Further it
requires that the knowledge gained through this process must be tested
and evaluated in the context of actual interaction with the peoples
themselves. It is only then will the message truly be on target.

Massage the message into various formats, types and so forth to have
the maximum reach amongst the citizenry. At the same time our message
will be altered and qualified by the contact with the people, the
citizenry, because in contact with them we will be gaining new
knowledge all the time. It is not a one way street the organizer
conveys information to the citizenry however the individual citizens,
and the citizenry en masse, are also educating the organizer.


Use Customer Resource Management (CRM) - type approach in recruiting
and persuading African to embrace their responsibility to be a
conscientious citizen of Africa and the world. That is record / track
every aspect of each contact between organizers and individual
citizens, compile a database with the essential contact information for
each individual citizen. Use the data to analyze the effectiveness of
the organizer - citizen contact. Develop training formats and methods
that can address specific weaknesses and shortcoming of an individual
organizer that the analysis identifies. This data should also be used
to critique the effectiveness of the message and message delivery
system.

To convey the message to a mass audience we must optimize our meetings,
events and programs. Get the most from your meetings, events and
programs through careful and thorough planning, professional execution
and attention to quality at each and every level of the meeting, event,
or program. Perform a collective evaluation of each event, program, and
meeting; and devise improvements based on the evaluation.

APPENDIX
Example approaches to organizing meetings, programs, and events taken
from the academic world.



Running an Effective Meeting

Careful planning is the secret to running an effective meeting. Poorly
planned or unplanned meetings are typically viewed as boring,
unproductive, and a waste of time. However, with proper planning any
meeting can be productive and fun. The following steps will guide you
in planning a meeting that is informative and enjoyable to all members.


Before the meeting:

Define the purpose of the meeting. A meeting without a purpose is like
a class without an instructor. The purpose is the reason why people
come to the meetings. Without a purpose, members may feel that their
time was wasted and it could discourage their return to the
organization.

Develop an agenda.

(Sample Agenda)
I. Call to Order
II. Correction & Approval of Minutes from Last Meeting
III. Announcements
IV. Officer / Committee Reports
V. Unfinished Business
VI. New Business
VII. Special Announcements
VIII. Adjournment

Choose an appropriate meeting time. Set a time limit and stick to it.

Distribute the agenda and any other materials before the meeting so
that members can be prepared.

The location of the meeting is very important. Choose a location that
is easy for members to find... Be sure to select a location that will
accommodate the size of your organization. Take time to check out the
room prior to your meeting to ensure that the space is appropriate.

Be sure that everyone knows where and when the meeting will be held. If
possible, hold meetings at the same time and place every week.

During the meeting:

Greet members to make them feel welcome and be sure to introduce any
new members.

If possible, serve light refreshments.

Start on time. End on time.

Follow the agenda.

Encourage discussion so that you get different ideas and viewpoints.
Remember that the organization belongs to all of the members. When
members see that their ideas have an impact on the decision-making
process, their commitment to the organization is increased.

Keep the discussion on topic and moving towards an eventual decision.

Keep minutes of the meeting for future reference in case a question or
problem arises.

The leader or facilitator should model leadership skills such as
staying on task, listening, valuing members, and appreciating diverse
points of view.



After the meeting:

Write up and distribute the minutes within 2-3 days. Quick action
reinforces the importance of the meeting.

Discuss any problems that may have surfaced during the meeting ...so
that improvements can be made.

Follow up on delegated tasks. Make sure that members understand and
carry out their responsibilities.

Put unfinished business on the agenda for the next meeting.

Most importantly, give recognition and appreciation to the members for
excellent and timely progress!









Programs and events

Program and event planning help your organization achieve its goals,
teach leadership skills, and foster camaraderie within your
organization. However, it takes a great deal of planning and
forethought prior to your event to ensure success. The following list
will describe some basic programming tips that will help keep you on
track.

Concept

Determine the goals of the program.

Examples: to bring a community together, to educate, to expose
individuals to different points of view, to support other programs, to
provide entertainment, to provide opportunities, to socialize, to
recreate

Brainstorm the type of event and possible themes that will match your
organizational goals.

Examples: speaker, film, dance, fundraiser, trip, food, festival,
athletic event, recreational tournament

Decide on a program within your budget.

Discuss the options within your organization and make a group decision.

Planning

Date

Find a convenient date for members in the group and for the
entertainment/speaker.

Choose a date that does not conflict with other existing campus
programs.

Entertainment/Speaker

Determine the type of entertainment/speaker you would like to sponsor.

Research local, regional and national possibilities and negotiate a
fee.

Location

Project the attendance to make sure that you have reserved an adequate
facility.

Determine the type of space that is needed for your event and any
special needs you may have. Specific facility needs may include the
need for: chairs, tables, lighting, sound, a stage, open space, a
cooking area, an outdoor area, lecture hall, etc.

Time

Determine a convenient time for your targeted audience. For example, if
you want commuter students to attend your program, many are on campus
during the day; so plan a time between day classes for a program. Do
not plan a program when major organizations have standing meetings.

Budget

Project all expenses and incomes such as fees, advertising, security,
food, etc.

Stay on budget.

Brainstorm additional funding sources if you need more money.

Publicity

Design publicity strategies for targeted audiences.

Design your promotion to fit the style and theme of the program. Be
creative.

Make the publicity neat and accurate. Include the name of the program,
date, time, place, and ticket information if necessary.

Distribute publicity in ample time. This allows people to plan ahead.
Two weeks advance notice is ideal.

Food

Determine food needs. Are you planning a dinner or a reception? Who
will cater this activity? ...

Implementation

Develop a list of tasks that need to occur before, during, and after
the event; then determine who will be responsible for each one. For
example: ushers, clean-up crew, stage crew, publicity, and hospitality.


On the day of the program

Arrive early to check on room arrangements and the set up.

Prepare a brief introduction statement. For example, "Welcome to
tonight's performance sponsored by _________. If you are interested in
having more events like this one, please talk to a representative of
our organization."

Do an evaluation of the program at the next meeting.

Determine if you have accomplished your program goal.

Record both positive and negative results for future planning.

Send thank you notes to appropriate people.
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Pan-African Perspective --- liberate our future