Vital - A to Z on How to do a project
- 1. ROTARACT CLUB OF ZENITH SPONSORED BY ROTARY CLUB OF MADRAS NORTH EAST - RID 3232 A to Z on How to do a Project RTR. MARY THERESA KARTHIC PRESIDENT 2021-22 RTR. SAI PRASADH S SECRETARY 2021-22
- 2. Construct a proper plan before execution of a project BEFORE EXECUTION Plan
- 3. Got an Idea? If a project idea is arising, apply the Four-Way Test.
- 4. Base Plan If the project idea crosses through the Four-Way Test, sketch the base plan of the project by asking the following questions: When is the right time to conduct the project? What is the project about? Why do we do this project? i.e., Motto Where do we conduct it? i.e., Venue Who are the Target Beneficiary/Audience How are we going to execute the plan? When? Where? How? What? Who? Why?
- 5. Project Proposal Propose the project idea to the President, Secretary, Avenue Directors. (Process flow is subjective to your club)
- 6. Make it meaningful Innovate the plan Do a pre-assessment on the target area Work on drawbacks & address the challenges Make the budget plan (Estimated budget and the source of it) Form the project team (Chairperson, Secretary, Respective Avenue Director, Organizers, Mentor (if required), and Co-Host clubs (if collaborating) Do the ground Plan
- 7. Execute - Submit a budget to the Treasurer/Treasury team (whichever is applicable to your club) - Conduct project meetings and keep the project team informed about the updates - Form project committees (if it is a large scale project) - Draw timeline (start and end date of the project) - Decide on the venue, date, and time of the project - Plan the pre-branding & post-branding of the project - Announce the movements of the projects constantly to your club and collaborative partners (if applicable) through meetings or other means of communication - Send an invite to the audience, speakers, collaborators, participants, etc.
- 8. Execute • Formulate rough agenda initially and Minute to Minute agenda when the project's program is formed - Update the agenda to President, Secretary, Sergeant-at-Arms, and respective Avenue Director(s) (subjective to your club) • Draw requirement checklist and meet the on-day requirements accordingly • Delegate work to the team, ensure the project load is not concentrated on one or few individuals • Keep the expenses of the project recorded with receipts • Communicate the constant updates to President and Secretary (and other necessary officials) • Reach out for help wherever required • Be conscious of the drawbacks and challenges identified earlier • Execute the project following the agenda • Ensure the project team, committees (if applicable) are on track
- 9. Evaluate the pros and cons of the project after the execution. Take feedback and reviews from participants/beneficiaries and project team (Evaluation can help to improvise the project further (if it's recurring) or other projects) Evaluate
- 10. Promote Brand the happenings of the event
- 11. Promote • Cherish the success of your project with your project team and club • Report - Report the project completion to the club members, District Rotaract Council, sponsoring club, college management (if University-based club), etc., through verbal announcements and written reports with adequate photographs and videos • Share the success story in Rotary Showcase • Brand the outcome of the project via social media handles and local media • Give thanks! - convey gratitude to everyone who worked in the project and recognize them
- 12. ROPA ● If the project is planned as an exceptional community or international service project, you can aim to apply for Rotaract Outstanding Project Award ● Additional to the former plans, ensure: - The project is sustainable - The project makes an impact in Rotary's seven areas of focus - Collaboration with Rotarians and local experts to enhance the effectiveness - Club or district members are involved in the project to improve communities around the world - As many as Rotaract club members are involved in the development and implementation of the project
- 13. Remember • This project manual elaborates the basics of ‘how to do a project’ • The project procedure can be subjected to modification according to the needs and plans of your club • Utilize this manual as the basic tool to plan your project
- 14. Do you have any questions? Write to us at zenith3232@gmail.com /rczenith Follow us on ToReachTheUnreachable!