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A successful project is the product of careful preparation, planning, teamwork, open communication, problem -solving, and time. In this section, we will cover what you need to do to prepare for your project.
in CWTS 2, we have a wider range of tracks to choose from, and partners may already include NGOs, church-based organizations, civic organizations, etc.
- Determine what you have.
Before we go out and volunteer, first we have to determine what we have to offer our partner in terms of:
Skills (both soft skills and hard skills, especially digital skills we can make use of this term);
Resources (e.g. equipment, supplies, materials, etc.)
Connections (e.g. people who can help us)
To make it easier for you to visualize the strengths of your barangay , we have a Strength Assessment Matrix below that you should complete. Take note this is only your starting point, so you have an idea of what you have to begin with.
As you go along, you may find that you need skills and resources you don't currently have. If so, plan how you will be able to have these.
For barangays from UPOU CWTS 1 under FIC Lou and Prof. Sol, you may review the matrix you created last term, and update it with the skills that you have developed while implementing your project. :-)
This will be part of the appendices of your project plan.
The Strengths Assessment Matrix
CWTS Strengths Assessment Matrix.docxOnce you are done with your matrix, go over what you have together.
Look at what you have, and take note of potential partners that you can reach out to for your project.
2. Look for a partner.
2. Look for a partner.
Partnering with an established and responsive organization whose objectives are in line with what you would like to do is the ideal scenario for a meaningful, fulfilling project.
If your goals are aligned, you will be motivated to work on your project, and your partner will also be motivated to go out of their way and make time for you and give inputs on your project.
Here are some tips on how to look for a partner:
Start with people you know. This will save you time, because coordinating with a new partner can be time-consuming. Your strengths assessment will reveal if you already know people who:
are working with organizations/ communities engaged in what you'd like to contribute to;
can connect you to orgs or communities;
have alternative advocacies you could pursue,
Consider your immediate community. What communities are you part of? While you may not personally know them yet, you may be able to seek out partners from your own community, such as:
local day care centers;
the school you graduated from;
your barangay (through SK or barangay officials);
your health center, etc.
Being part of the same community can open doors more easily and save you time. Reach out to them and ask if they would accept you as a partner and help you achieve your project.
Examine your wider community. There may be organizations or communities near you that are already implementing community programs and projects, such as:
church-based groups;
socio-civic organizations (Rotary, Soroptomists, etc)
people's organizations (farmers groups, fisherfolks, etc.)
etc.
4. Search the web. If you have your heart set on your advocacy, and you don't know anyone involved in it, you could search on the internet for potential partners. Be aware though that this may take a bit more time than if you work with those whom you already know or have connections to.
Make sure to look for several potential partners that:
have a good track record for at least a few years (and hence will not disappear on you);
are actively working right now;
are responsive to you; and
need your help.
Many NGOs are very busy and understaffed. They may not respond to you in time, or at all. This is normal and part of the process. Just try and try again!
IMPORTANT: Continuing barangays from CWTS 1 may:
work with their CWTS 1 partner, if the partner still has needs they can help to address; or
seek out a new partner if they would like to explore another advocacy; or
resume working on plans that were originally drafted in CWTS 1 for an NGO/religious/ other partner (note: private institutions still not included).
Some Tips on Reaching Out:
Write well. A well-written letter / message communicates that you are serious, have skills, and will be a good partner.
Be warm, polite, and inviting. Remember, we are asking for their time, effort, and wisdom over the next month(s). Our tone should be inviting, not demanding. :)
Ask for a meeting with them. Introduce yourselves, why you are writing, why you chose them, and that you would like to invite or request them to be your partner. Then ask for a meeting to discuss it further.
No plans yet, please. You may already include a brief description of your group's strengths and what you can offer them. However, do not yet give any concrete plans on what you want to do. Remember, your project should address what they need. So you will discuss this in your meeting.
Read these tips on how to write a letter. Here is a helpful article on how to write a letter of request. Note that our letter will be a combined introduction + request.
Then look at our template and sample letter below.
Follow-up! Set a reasonable amount of time (around 3-7 days, depending on the size or level of "busy-ness" of the org) for them to get to your message and respond. If you don't hear from them, send a follow-up message.
If your partner requires an endorsement, request one in the forum.
The Power of a Letter
A formal letter is the first contact that we typically have with an organization.
With the widespread use of digital technologies, however, emails and even messages on social media have increasingly become acceptable alternatives. While email or social media messages may be sufficient for some partners, others may require a formal letter and endorsement. We have tips below to help you get started.
On Official Endorsements
If your chosen community or organization requests a formal letter from you and an official endorsement:
Prepare a letter according to our template and sample above. Make sure you already have the full name and position of the head or officer in charge;
Submit it in the designated bin and post a request on the forum on MyPortal so that we will know you have a pending request.
Please remember two things:
Endorsements are optional, because some organizations do not require endorsements, especially if they know you already; and
We will only prepare endorsements for partners who have already agreed to work with you.
On Logos
We have a UPOU CWTS class logo that we can use so that our group projects will have a common identifying symbol. You may also choose to have your own barangay logo instead for your collaterals and materials.
Please note that we should not use the UPOU logo, as it is for official functions initiated or organized by the UPOU administration itself.
3. What does your partner need?
3. What does your partner need?
Chances are, you already have an idea of what you would like to do. And that's great! :) However, while your idea may be very helpful, your partner may have needs that are more urgent and which they need to address right away.
To ensure that all our efforts will be put to the best use, we need to find out what our partner needs through a simple needs assessment. You can do this during your first or second meeting.
Try to find out five (5) needs, so you will have options to choose from.
Watch this video for more information on how to do it. Then browse our template for the documentation you will submit as an appendix to your plan.
IMPORTANT: Online research does not count as a needs assessment. Even if the organization has posted their needs online, you still need to contact them first.
Needs Assessment Summary.docx
4. Decide on the need(s) you will address.
4. Decide on the need(s) you will address.
Which of their needs match your strengths? This would be the best need to help address and build your project upon. If this is high on their list of urgent needs, even better.
Sometimes, there is a very clear correspondence---they need help with graphics, and you are good at graphics!
At other times, this may not be so clear. Maybe they need new utensils for their feeding program. Now comes the exciting part---how will you use your knowledge, skills, resources, and connections so that you can help them procure the utensils they need?
Be ready to flex your creative muscles and brainstorm on how you will be able to do what you want to do, and gain the skills and resources you need.
Discover the power of communities by asking family and friends if they can help you out!
And be ready to discover strengths and skills you never thought you could do, just because you never needed them before. :)
Once you have a confirmed partner and have conducted your needs assessment, you may then proceed to the planning of your project.
IMPORTANT: DO NOT SUBMIT A PLAN WITHOUT A NEEDS ASSESSMENT.
If you do, your plan will be returned to you for being without a clear basis. :(
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