TAKEOVER DAY GUIDE

Takeover Days give young people a chance:

** to walk in the steps of enterprise leaders and managers

** to be involved in leadership and high-level decision making

** to gain work experience and learn about different jobs

A Takeover Day is only a few hours long but it takes planning and hard work to succeed. Here is our guide plus top tips for young people, youthworkers (and employers that host a takeover day) to help plan and get the most out of it.

PLANNING THE DAY

NUMBER 1 RULE: Co-design and deliver the day with young people!

GET SUPPORT: the day can be as big or as small as you like. You need to ensure that you have support from the people in charge. Try to get it from leaders and senior staff at the host employer organisation from the start. This will help to recruit other staff to take and ensure you have a wide reach of people to help.

PLAN THE DATE AND VENUE


Book the Takeover Day date well in advance. Ensure nothing BIG is happening on that day with the employer as that could limit the number of staff able to take part.

Mid-week days are better than Mondays and Fridays due to holiday, admin and staff training days. You'll need to have space to host the start and end of the Takeover Day. For example, your local Town Hall or somewhere fancy looking, to give the event some glamour. Ensure it is also central and easy for everyone to get to.

TOP TIP! Deliver it during a school term - we find November works best.


Advice for Employers EN.docx

RECRUIT EMPLOYERS #1/2

Try to recruit the employer to host the Takekover Day first, so you know how exactly what you will be able to offer young people on the day. Offer the opportunity to a range of organisations and departments, to increase the range of jobs and roles available.

Ask host employer staff about:

Their job title, what department they are in / what area of work they do, a brief job description and 3 things they are responsible for. Prepare an information pack with details of what you expect of the employer, what they need to do to prepare and how they can engage young people. Include an example programme for the day. Employers also like knowing the age and interests of the young people.

Lettr to Employer EN.docx

RECRUIT EMPLOYERS #2/2


Send the employer a formal invitation letter confirming the arrangements. Offer meetings/ phone calls to help them plan the day and give them ideas on involving young people.

Most importantly: Remind them to plan activities that give young people the chance to help shape services and be involved in meaningful decision making. AND ask them to send you their agenda for the day - young people like to receive this in advance.

TOP TIP! Send them a calendar invitation too, so the date is saved in their diaries.

RECRUIT YOUNG PEOPLE #1/3


Use your networks to recruit young people including schools/ colleges/ youth centres/social services and the employers taking part.

Do some targeted recruitment, so those that would most benefit from the day know about it, like young people not in education or employment (NEET).

TODAY Marketing postcard6 copy.pdf

RECRUIT YOUNG PEOPLE #2/3


Ask them: What are their interests in their spare time, what they want to be one day and what job roles on offer they are interested in.

This is where the job titles and job descriptions from employers come in handy, and the usual health and safety and safeguarding questions too.

Consent Form.docx

RECRUIT YOUNG PEOPLE #3/3


We suggest creating the following:

· Posters with the sign-up details

· Letter to professionals who can offer the opportunity to young people

· Consent letter for parents - so they know what their child is signing up to

· Use your Social Media channels to promote with regular posts and updates

TOP TIP! Include a sign-up link in your social media

SIGN-UP PROCESS

If you get this right, it will save you a lot of time!

We suggest an online sign up page - Eventbrite is our favourite. It’s free and easy to use. We suggest closing registration 2 weeks before the event, to help you plan.

GET PAIRING

Once all employers and young people have signed up, start pairing them up. We usually pair 2 young people with 1 employer - this helps young people feel less nervous. Be sure to ask employers when signing up if that's ok.

Try to pair young people with employers whose job they have expressed an interest in or whose field of work they were interested in. BUT Some jobs may be in high demand and you can't accommodate all young people. Don't worry - young people have sometimes had the best days doing a job they had no idea existed.

HELP YOUNG PEOPLE PREPARE #1/3

Communicate directly with young people as much as possible, to ensure they get all the necessary information.

Give them a written briefing that outlines: primary venue, times, transport options, lunch plans, appropriate dress, event organiser contact details and what to bring.

HELP YOUNG PEOPLE PREPARE #2/3


Tell young people who they will be taking over so they can do some research about the job. Share the plan for their day too.

Share with young people and employers information about who they will be taking over, or being taken over by.

TOP TIP! E-introduce young people to their employers but be sure to blind copy in young people. #GDPR !

HELP YOUNG PEOPLE PREPARE #3/3


Get young people to complete a pre and post event skills survey so that they can see their progress and learning.

TOP TIP! ... just a note of warning - young people and employers pull out last minute. So you may want to add a disclaimer that this can happen.

ON THE DAY #1/4ask

VENUE

Have one central venue as the base for the event. This is where young people and employers will arrive in the morning to meet and where they will return to at the end of the day for the evaluation session. The event organiser needs to stay here all day, in case they are needed.

TODAY_PARTICIPATION REGISTER UPDATED.docx

ON THE DAY #2/4


REGISTRATION: Ask young people to arrive before the employers. This ensures you have enough time to check consent forms and allow for late comers.

You can also then host a short briefing session with young people, answer any last-minute questions/concerns and get them to complete a skills survey.

Icebreaker.docx

ON THE DAY #3/4


INTRODUCTIONS: Playing an ice breaker with employers and young people helps to settle the nerves!

TOP TIP! It's good to do a short presentation to introduce all the employers and what their jobs are, as well as the young people taking part.

CERTIFICATE OF PARTICIPATION.docx

ON THE DAY #4/4

ENDING THE DAY

Get employers and young people to return to the base venue at the end of the day. Run a short evaluation session to find out what they got up to, what they learnt and what impact young people were able to make.

TOP TIP! Ask one of the senior managers to present the certificates to young people

HEALTH & SAFETY AND SAFEGUARDING:


Do a risk assessment with the employer using your organisation’s health & safety etc rules. Make sure that you also know what employers’ policies are and that those taking part in the Takeover Day are aware of them.

Nominate one person from the team to be the emergency contact for the day and give their details to everyone. Also make sure you have an emergency contact number for each young person.


PARTICIPANT QUESTIONNAIRES.docx

EVALUATING THE DAY #1/2


EVALUATION FORMS: At the end of the day ask employers and young people to complete evaluation forms.

Don't forget: ask young people to complete the pre and post event skills survey so that they can see their progress and learning.

Questions should identify: what they enjoyed, what could be better next time, what young people did, what decisions they helped make, what they learnt and what impact having young people taking part had.

Summary report.docx

EVALUATING THE DAY #2/2


EVALUATION REPORT

Use the day's agenda and evaluation forms to pull together key highlights:

• What young people did

• What they learned and gained from the experience

• What employers learnt from young people & how they will use this

• What difference did the young people make at work and what decisions they were involved in

•What are the young person's next steps

TOP TIP! This report is a great way to encourage others to take part.

THANK YOU’S

Send thank you emails to employers and young people.

Share the evaluation report with them to showcase the success of the day. Most importantly, ask them to save the date for next year!


Here are a few final tips.

Top tips YP.docx
Top tips employers 2.docx

A big thank you to Participation People for allowing us to adapt some of their materials.

TODAY TOOLKIT_FINAL VERSION.pdf

Download this Guide in pdf format


We hope this Toolkit is useful - we'd really like your feedback info@youthtodays.eu or social media page.

You can also check the rest of the toolkit's supporting materials and workshop ideas.