Zimbabwe Pan Kmtyw Youth Agenda: How to organize-gctid30038

[Ɔbenfo Ọbádélé]

{ZIPAYA} How to organize

[/b]
 
 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 Kmt
 and Kmtyws 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 Kmtyw to embrace their responsibility to be a
 conscientious citizen of Kmt 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.
 __________________
 Pan-Kmtyw Perspective --- liberate our future