How to organize

[RWalker]

The first task of an organizer is to convey the organizational message to the targeted citizenry. This requires that we design the message so that it speaks to the concerns and needs of the citizenry we are trying to organize.

To facilitate this goal we must make sure organizers are well informed with the most up – to- date information on the general situation of our global citizenry and the specific situations of each citizen’s local milieu. This requires, first and foremost, the collective study and analysis of historical and contemporary matters affecting Africa and Africans and also proper theoretical information. Further it requires that the knowledge gained through this process must be tested and evaluated in the context of actual interaction with the peoples themselves. It is only then will the message truly be on target.

Massage the message into various formats, types and so forth to have the maximum reach amongst the citizenry. At the same time our message will be altered and qualified by the contact with the people, the citizenry, because in contact with them we will be gaining new knowledge all the time. It is not a one way street the organizer conveys information to the citizenry however the individual citizens, and the citizenry en masse, are also educating the organizer.


Use Customer Resource Management (CRM) – type approach in recruiting and persuading African to embrace their responsibility to be a conscientious citizen of Africa and the world. That is record / track every aspect of each contact between organizers and individual citizens, compile a database with the essential contact information for each individual citizen. Use the data to analyze the effectiveness of the organizer – citizen contact. Develop training formats and methods that can address specific weaknesses and shortcoming of an individual organizer that the analysis identifies. This data should also be used to critique the effectiveness of the message and message delivery system.

To convey the message to a mass audience we must optimize our meetings, events and programs. Get the most from your meetings, events and programs through careful and thorough planning, professional execution and attention to quality at each and every level of the meeting, event, or program. Perform a collective evaluation of each event, program, and meeting; and devise improvements based on the evaluation.

APPENDIX
Example approaches to organizing meetings, programs, and events taken from the academic world.



Running an Effective Meeting

Careful planning is the secret to running an effective meeting. Poorly planned or unplanned meetings are typically viewed as boring, unproductive, and a waste of time. However, with proper planning any meeting can be productive and fun. The following steps will guide you in planning a meeting that is informative and enjoyable to all members.

Before the meeting:

Define the purpose of the meeting. A meeting without a purpose is like a class without an instructor. The purpose is the reason why people come to the meetings. Without a purpose, members may feel that their time was wasted and it could discourage their return to the organization.

Develop an agenda.

(Sample Agenda)
I. Call to Order
II. Correction & Approval of Minutes from Last Meeting
III. Announcements
IV. Officer / Committee Reports
V. Unfinished Business
VI. New Business
VII. Special Announcements
VIII. Adjournment

Choose an appropriate meeting time. Set a time limit and stick to it.

Distribute the agenda and any other materials before the meeting so that members can be prepared.

The location of the meeting is very important. Choose a location that is easy for members to find... Be sure to select a location that will accommodate the size of your organization. Take time to check out the room prior to your meeting to ensure that the space is appropriate.

Be sure that everyone knows where and when the meeting will be held. If possible, hold meetings at the same time and place every week.

During the meeting:

Greet members to make them feel welcome and be sure to introduce any new members.

If possible, serve light refreshments.

Start on time. End on time.

Follow the agenda.

Encourage discussion so that you get different ideas and viewpoints. Remember that the organization belongs to all of the members. When members see that their ideas have an impact on the decision-making process, their commitment to the organization is increased.

Keep the discussion on topic and moving towards an eventual decision.

Keep minutes of the meeting for future reference in case a question or problem arises.

The leader or facilitator should model leadership skills such as staying on task, listening, valuing members, and appreciating diverse points of view.



After the meeting:

Write up and distribute the minutes within 2-3 days. Quick action reinforces the importance of the meeting.

Discuss any problems that may have surfaced during the meeting ...so that improvements can be made.

Follow up on delegated tasks. Make sure that members understand and carry out their responsibilities.

Put unfinished business on the agenda for the next meeting.

Most importantly, give recognition and appreciation to the members for excellent and timely progress!









Programs and events

Program and event planning help your organization achieve its goals, teach leadership skills, and foster camaraderie within your organization. However, it takes a great deal of planning and forethought prior to your event to ensure success. The following list will describe some basic programming tips that will help keep you on track.

Concept

Determine the goals of the program.

Examples: to bring a community together, to educate, to expose individuals to different points of view, to support other programs, to provide entertainment, to provide opportunities, to socialize, to recreate

Brainstorm the type of event and possible themes that will match your organizational goals.

Examples: speaker, film, dance, fundraiser, trip, food, festival, athletic event, recreational tournament

Decide on a program within your budget.

Discuss the options within your organization and make a group decision.

Planning

Date

Find a convenient date for members in the group and for the entertainment/speaker.

Choose a date that does not conflict with other existing campus programs.

Entertainment/Speaker

Determine the type of entertainment/speaker you would like to sponsor.

Research local, regional and national possibilities and negotiate a fee.

Location

Project the attendance to make sure that you have reserved an adequate facility.

Determine the type of space that is needed for your event and any special needs you may have. Specific facility needs may include the need for: chairs, tables, lighting, sound, a stage, open space, a cooking area, an outdoor area, lecture hall, etc.

Time

Determine a convenient time for your targeted audience. For example, if you want commuter students to attend your program, many are on campus during the day; so plan a time between day classes for a program. Do not plan a program when major organizations have standing meetings.

Budget

Project all expenses and incomes such as fees, advertising, security, food, etc.

Stay on budget.

Brainstorm additional funding sources if you need more money.

Publicity

Design publicity strategies for targeted audiences.

Design your promotion to fit the style and theme of the program. Be creative.

Make the publicity neat and accurate. Include the name of the program, date, time, place, and ticket information if necessary.

Distribute publicity in ample time. This allows people to plan ahead. Two weeks advance notice is ideal.

Food

Determine food needs. Are you planning a dinner or a reception? Who will cater this activity? ...

Implementation

Develop a list of tasks that need to occur before, during, and after the event; then determine who will be responsible for each one. For example: ushers, clean-up crew, stage crew, publicity, and hospitality.

On the day of the program

Arrive early to check on room arrangements and the set up.

Prepare a brief introduction statement. For example, "Welcome to tonight's performance sponsored by _________. If you are interested in having more events like this one, please talk to a representative of our organization."

Do an evaluation of the program at the next meeting.

Determine if you have accomplished your program goal.

Record both positive and negative results for future planning.

Send thank you notes to appropriate people.

[rebelAfrika]

This was so good, that I had to print this out to show to my comrades (who organize in the real world). Thanks for posting this bruh.

[Im The Truth]

Great information. I think Ifasehun posted something similar to this a while ago too.