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Logistics: How to Set up and Manage a Project

Logistics: How to Set up and Manage a Project. 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. The big 4. 4. 2. 3. 1.

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Logistics: How to Set up and Manage a Project

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  1. Logistics: How to Set up and Manage a Project

  2. 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

  3. The big 4 4 2 3 1 Think about these in relation to the goals of the project: • Location • Transportation • Food and water • Programming

  4. Location Where will various activities take place? • Typical weather • Locations • Basic set up • Accessibility

  5. Various locations • Orientation • Housing • Work site • Reflection site • Outings • Community celebration (Meal site is addressed separately.)

  6. 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.

  7. 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

  8. 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.

  9. 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

  10. 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.

  11. 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

  12. 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.

  13. 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.

  14. Transportation How participants arrive and depart and how they get to the various activities: • Type of transport • Distance • Traffic • Typical weather

  15. Transportation • 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.

  16. Food • Location, including tables and seats • Nutrition • Sanitation (food storage, • preparation, and cleanup) • Consider religious restrictions. • Typical of local culture • Activities during meal times?

  17. Food • Offer a nutritious breakfast. • People will be hungry at lunch. • Make sure there is enough food. Remember that food and happiness are directly connected!

  18. 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 toreligious sites

  19. Programming • Speeches by staff and local dignitaries • Perhaps podium, sound system, and microphone for speakers • Set up for participants

  20. 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.

  21. Concerns • 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.

  22. A plan is often useless– Planning is always invaluable. http://www.religiousyouthservice.org flagrotteria@religiousyouthservice.org +1 (914) 631-1331 x107

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