Planning & Time Management

1 Dec 2012

Scouter Carrie

Woodbadge Part 1 for Group Committee

Introduction

Group Committees work with section leaders to plan activities for programming purposes as well as fundraising and community service activities. Many of these activities can’t be planned in isolation and should be included in an annual planning cycle.

Teaching Points

Definition and benefits of planning Planning Stages Delegating Needs Assessment

Definitions

Short Term – up to three months Long Term – 1 to 3 years Annual – on a yearly basis Meeting Plans – detailed plans that cover

what will happen in a specific meeting (section)

Benefits of Planning

Parents can be given advance notice of upcoming activities

Financial requirements can be planned for in the Group’s budget

Program Standards – are we planning enough activities?

Booking Facilities – Most of the time, this needs to be done in advance if you want to reserve facilities.

Volunteers need to plan their own schedules to fit in obligations to work, other organizations and their section activities.

Question?

Question – Who all should be involved in the planning process?

Answer: Everyone, including the youth

Long Range Planning

Long range planning – can be up to 3 years in general

This allows Leaders to plan badge requirements, and for specialized training, in advance to ensure the youth have the opportunity to complete all requirements for awards such as the 6-star award, Queen Scout, Queen Venturer etc..

Annual Planning

Annual Planning – Many activities will happen at the same time every year. These can include:

a. Fundraisers (Scout Popcorn, Apple Days)

b. BP Dinner

c. Seasonal activities

d. Group Camps

e. Deadlines for paperwork (financials)

Short Term Planning

Short term planning – typically 1 to 3 months, this allows for more detailed plans to be developed for activities such as camps or specific badge work (ie, planning a tour or a special guest)

Meeting Plans

Detailed plans that cover the duration of a single meeting

Identify supplies needed Task leaders with certain elements of the

meeting Overplan, overplan, overplan

Delegation

One person cannot do everything on their own, volunteers can be delegated to take on a reasonable share.

Delegation Techniques – Ask people directly. General calls for volunteers are less successful, but, sometimes appropriate. Avoid letting one volunteer take on too many tasks.

Needs Assessment

A Needs Assessment can also be known as a Gap Analysis. This is a tool that is used to identify the difference between your current state and where you would like to be.

A Needs Assessment can apply to program delivery as well as program administration. For example, identifying activities needed to complete badge requirements, or it can be used to identify requirements for additional volunteers or resources, and or special skills to carry out specific activities.

Needs Assessment

Step 1 – document the current state

Step 2 – document what the end state should look like

Step 3 – Identify where the gaps exist

Step 4 – Identify a way to fill those gaps.

Needs Assessment

Prioritization – we can’t accomplish everything

What’s important to the Group and each section?

If you can’t find the extra resources, what can go, what needs to stay.

Are there more than one alternative to meet a gap?

Summary

A Volunteer’s time is a precious commodity, we should always endeavor to make the most out of everyone’s time. Planning helps us all to use our time more efficiently.

QUESTIONS?