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 4Think about these in relation to the goals of the project:

1. Location2. Transportation3. Food and water4. Programming 4321

LocationWhere will various activities take

place? Typical weather Locations Basic set up Accessibility

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

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.

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

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.

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

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.

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

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.

Community celebrationA 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.

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

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.

Transportation

Food

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

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

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

Speeches by staff and local dignitaries

Perhaps podium, sound system, and microphone for speakers

Set up for participants

Programming

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.

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

A plan is often useless–

Planning is always invaluable.

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