The Chapter Project Planning Process

Guide
The Chapter Project Planning Process

Junior Chambers around the world conduct projects to give their members the opportunity to do something constructive in their communities and develop leadership skills in practical situations.

The image and effectiveness of the chapter, as well as the performance of the individual members, are reflected in the results of each and every project.

The best method to implement a successful community project is to follow the five steps in the JCI Project Planning Process:

STEP 1: SURVEY

A comprehensive community survey is the best way to discover the needs of the community.

The survey should include questions about community problems and needs. There are many different surveys that can be conducted:

1. Public Survey – asking questions of people on the streets.

2. Leader Survey – asking questions of a cross section of community leaders.

3. Representative Survey – asking questions of a selected representation of the public.

4. Panel Discussion Survey – attending a public meeting where qualified individuals speak on the issues under consideration.

The selection of questions plays a key role in the success of the survey. Consider the following types of questions:

1. True or false; yes or no – only one answer required.

2. Multiple choice – different options are offered for selection.

3. Factual – asks for specific answers or facts, such as, "how many movie theaters are in the city?"
4. Opinion – asks for a point of view.

5. Priority listing – a list of needs is presented, and a priority order is requested.
STEP 2: ANALYSIS

After the survey, the chapter analyzes the results, listing the community needs in order of priority for study.

A Survey Report with the results must be produced and presented to the chapter, community leaders, and the media.

The next step is to make a priority list of the projects that most urgently need attention, and appoint a project chairman for them.

Even though the chapter should take immediate action to resolve the problems revealed by the survey, the very act of implementing the survey, making the analysis, and reporting the results has been a positive community contribution.

STEP 3: PLANNING

A well organized team for implementing each project is the foundation for success.

An effective way of ensuring this is to assign the project to a committee under the leadership of a project chairman. His or her first task should be to guide committee members to think the project through, step-by-step.

The plan of action must include the following:

1. The mission or purpose of the project.

Establish the reason why the committee is conducting the project. It must identify the project's aims in one sentence that can easily be understood by everyone involved.

2. The key activity areas.

The project must be divided into different key activity areas, such as finances, promotion, records, administration, etc.

3. The objectives in each area.

Major objectives must be established in each key area. They must be achievable and easily understood by the members of the committee.

4. Strategies to accomplish each objective.

Each objective must have clear strategies, the time for completion and designate those responsible for it.

5. Action steps in each strategy.

The strategies must be broken down into small action steps that show exactly what should be done and who is responsible.

After the plan of action is completed, the following information will be needed: a chronological order of events or actions; a time schedule; a budget; an outline of duties for each committee member; and a list of outside organizations, resources and people involved.

After submitting the plan of action to the Board of Directors, the chapter must approve it and show commitment to the project.




STEP 4: ACTION

In the action phase, the project gets underway, and all participants perform their responsibilities.

This phase requires important skills from the project chairman, such as delegation, supervision, communications, personnel management, public speaking, etc. When allocating responsibilities, keep in mind that sacrifices have to be made; members have to give up free time and forego leisure interests until the project is over.

STEP 5: EVALUATION

Evaluation will be the natural concluding step for the project. The project may have been an outstanding success, but still not have satisfied the need or accomplished the mission.

If failures occur, it is important for the learning process in Junior Chamber to find out why, and what can be done to avoid the same mistakes in future projects.

The evaluation is often overlooked because participants feel that the completion of the project is sufficient.

SUMMARY

At the end of the project, the committee can take pride in their achievement and feel satisfied that the experience has developed them as individuals, enhanced the chapter image, and improved the community.