Program Planning and Preparation

A well-executed program begins long before the first activity—it starts with thoughtful planning and careful preparation. From setting clear objectives to organizing logistics, every detail matters. When the groundwork is solid, the program flows seamlessly, creating a meaningful and engaging experience for everyone involved.

Effective facilitation begins with thorough planning.

So, you must follow these steps:

1. Establish Objectives

1.1          Set SMART (Specific, Measurable, Achievable, Relevant, Time-bound) objectives.

1.2          Align objectives with the participants' learning needs.

2. Identify Participants

2.1 Determine target groups (e.g., youth leaders, SK officials, students).

2.2 Consider factors like age, interests, and knowledge level.

3. Develop Content 

3.1 Use interactive and inclusive materials. 

3.2 Incorporate real-life scenarios for practical learning.

3.3 Prepare digital and printed resources.

3.4 Schedule and Venue

3.5 Choose accessible and inclusive venues.

3.6 For virtual programs, ensure stable internet and use platforms like Zoom or Google Meet.

3.7 Logistics and Materials

3.8 Arrange chairs, tables, and writing materials.

3.9 Provide audio-visual aids (e.g., projectors, microphones).

3.10  Prepare attendance sheets and evaluation forms.

A successful program goes beyond the main activities. This section highlights the key phases: before, during, and after the program, to guide facilitators in ensuring smooth and impactful implementation.

Pre-Program Preparation

·  Define clear objectives aligned with the program's goals.

·  Prepare a detailed program flow and time management plan.

·  Develop and print all necessary materials (handouts, visuals, forms).

·  Confirm participant list and attendance.

·        Secure necessary permits, approvals, and venue arrangements. 

·  Test all technical equipment (projectors, microphones, laptops).

·  Prepare backup materials in case of unexpected issues.

·  Coordinate with support staff and co-facilitators.

·  Prepare evaluation forms and feedback sheets.

During the Program

·      Arrive early and ensure venue setup is complete.

·      Conduct a technical check for sound, visuals, and lighting.

·      Welcome participants warmly and set a positive tone.

·      Establish ground rules and facilitate introductions.

·      Maintain program flow while allowing flexibility for discussions.

·      Encourage active participation through engaging activities.

·      Manage time efficiently.

·      Address questions, concerns, and challenges promptly.

·      Document activities through photos, notes, or videos.

Post-Program Activities

·      Facilitate a feedback and reflection session.

·     Distribute evaluation forms and collect responses.

·      Recognize and thank participants, speakers, and support staff.

·      Submit attendance sheets and reports to PYDO.

·      Consolidate evaluation results for analysis.

·      Reflect on facilitation experiences for continuous improvement.

·      Store materials for future use.