logistics: how to set up and manage a project. logistics the aspects of an operation that deal with...
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Logistics: How to Set up and Manage a Project
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Logistics
The aspects of an operation that deal with the procurement, distribution, maintenance, and replacement of materiel and personnel
The management of the details of an operation
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The big 4
Think about these in relation to the goals of the project:
1. Location2. Transportation3. Food and water4. Programming 4321
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Location
Where will various activities take place? Typical weather Locations Basic set up Accessibility
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Various locations
Orientation Housing Work site Reflection site Outings Community celebration(Meal site is addressed separately.)
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Orientation site
Close to public transportation such as an airport
Meeting space and layout Comfortable (Make people feel safe and
welcome.)
Space for participant interaction Space for staff meetings Not many distractions Consider the distance to a hospital or
clinic.
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Housing
Not far from the work site Can be simple Meeting space in or nearby Space for team and staff meetings Adequate bathrooms Distance to hospital or clinic Security
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Work site
What work needs to be done, and how will it contribute to the community?
Collaborate with local people. Evaluate tasks, skills, and supplies
needed. Have extra tasks available. Plan for visible accomplishments. Consider safety and security.
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Work site tools and supplies
Typical tasks that require tools and supplies:
Cleaning Painting and art work Making repairs Digging ditches or foundations Mixing concrete Laying bricks or blocks
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Work site concerns
Provide water, shade, rest periods, sunscreen, bathrooms, and first aid supplies.
Schedule work during cooler hours. Evaluate the time available and tasks
that need to be done. Allow for individual initiative. Make advance arrangements with
vendors and donors.
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Reflection site
A place of natural beauty that encourages reflection
Intriguing and thought-provoking Safe but with some opportunity for
adventure Away from the worksite and crowds No lengthy travel time
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Outings
Facilitate the project goal (for example, visits to a variety of religious sites with explanations by local leaders).
Offer an experience of the local culture.
Introduce something unique to the area.
Empower group dynamics. Are fun. Have an educational aspect.
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Community celebration
A closing celebration with local people Arrange location, seating, and
perhaps microphone, sound system, and lights.
Include speeches by dignitaries. Feature cultural performances by
participants and perhaps community members.
Present certificates to participants and tokens of appreciation to supporters.
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How participants arrive and depart and how they get to the various activities: Type of transport Distance Traffic Typical weather
Transportation
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Where and when are you going? Drivers and leaders should know the
way. Address any security concerns. Longer trips require bathroom breaks
and food; plan for music and other interactions during the drive.
Use checklists to make sure everyone is present.
Transportation
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Food
Location, including tables and seats Nutrition Sanitation (food storage, preparation, and cleanup) Consider religious restrictions. Typical of local culture Activities during meal times?
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Offer a nutritious breakfast. People will be hungry at lunch. Make sure there is enough food.
Remember that food and happiness are directly connected!
Food
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Programming
Orientation to RYS, the project activities and goals, and the local culture
Icebreaker exercises Morning meditation Team-building, conflict
resolution, and communication skills
Team meetings Visits to religious sites
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Speeches by staff and local dignitaries
Perhaps podium, sound system, and microphone for speakers
Set up for participants
Programming
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Concerns
Negotiate contracts in advance. Establish good relations with vendors
and donors. Check even the simplest things. Arrange staffing for the educational
activities and work activity. Prepare a budget in advance, have
cash on hand, and collect receipts. Offer small gifts to key people, not
honoraria.
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Select and orient staff. Arrange photographers and cameras,
including perhaps videos. Deputize and delegate. Collect reports and participant
reflections. Follow through and follow up. Send thank you letters to donors, in-
kind contributors, speakers, and volunteers.
Concerns
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A plan is often useless–
Planning is always invaluable.
http://www.religiousyouthservice.orgflagrotteria@religiousyouthservice.org
+1 (914) 631-1331 x107