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Community Service (part 3 of 3)

Organizing Your Project

In your research, you should have identified gaps in existing organizations that might address the same issue you’ve chosen for yourself. Now it’s time to fill those gaps with your original and creative ideas. The first steps are often the hardest, but remember, you have the power to lead your own project

To understand the scope of your project, put your vision and passion into a mission statement. This is the stepping stone in the strategic planning process and will act as your map as you shape your venture. A clear mission statement outlines the purpose, strategies, values, and the challenging, yet attainable goals of your organization. To help you out, research other organizations’ mission statements. Also visit this website about creating mission statements.

Question: Mission statements can take many forms. Whatever form you use, the mission statement should include:
Purpose of the project – What is the problem and why does your organization want to solve it? (Ex: Students don’t care enough about the environment. By educating them, they’ll learn why it’s important.)
Strategies for solving it – What are the steps your group plans to take to solve the problem? (Ex: Form a club in the local middle school that meets once a week to talk about environmental issues)
Values of your organization – What do you believe in? (Ex: The world is important to all of us. Everyone needs to protect it.)
Goals of your organization – What do you hope to achieve? (Ex: Empower students to care about the world around them)

Once you have put some of your ideas to paper by writing your mission statement, the next important step is to look more closely at the shape and structure that your project will have. The mission statement should serve as a guide in structuring your project because it tells you what to aim for and what is most important for achieving your goals. Are you interested in teaching classes, starting a tutoring network, or sending supplies to international organizations? Be sure to keep legal issues in mind. For example, you can’t just work in hospitals or with small children without gaining consent or in some cases, having the proper training.

Three Important Resources

There are 3 primary resources for your projects, all of which are within your grasp: personal, interpersonal, and material. You must consider all of these when starting your projects and planning on maintaining it.

I. Personal Resources – What do you have to offer?

A. Leadership: Starting your own outreach project will require you to be a leader. But what exactly does being a leader mean? Here are some things to keep in mind.
  • Know what you want to do: Clearly define the plan of action and the set of goals you want to achieve. People will be more inclined to follow you if you have already thought about and worked out these things.
  • Do your homework: be knowledgeable about issues related to the community you want to help and to the problem you want to alleviate. Most of the information about such issues should be found during the preliminary research stage of your planning process.
  • Ability to listen: The people working with you also have dreams and visions for the project, so encourage them to be innovative and creative. Ask them what they need to work effectively and what they think would make you a better leader.
  • Ability to motivate, lead by example, commitment to the project and the people involved, and being shy does not mean that you can’t be an effective leader are all things you need to consider
B. Past Experiences: Past experiences are important because they guide your present and future actions. Really mine your brains for any information that might be relevant to your outreach projects.
  • Have you worked within this community before?
  • What mistakes have you made in the past that you can learn from and apply?
  • What skills did you learn from these experiences?
  • How do you work most efficiently?
  • Who do you work well with?
C.Other Skills Needed for an Outreach Project to Succeed Include:
  • Organization
  • Writing
  • Scheduling
  • Public Speaking
D.Recruit Others: If you find that you lack one or more of these skills, recruit others who will complement your talents and compensate for the skills in which you are less strong. Ask yourself, what skills do I bring as a project leader? As a team member? What other skills does my team need in order to be successful?

Question: Many skills are needed to make an outreach project successful. Make a list of skills that will be needed for your project. Then, circle the ones that you already have.

II. Interpersonal Resources – What can others offer? No matter how passionate you are, you can’t do everything yourself. Here are some sources of help you will want to look into.

A. Ally/Allies: An adult mentor who helps you with your project and is a source of advice and support. He or she is a consultant and does not run the project. Examples include: teacher, coach, or someone who works in an organization that you might want to partner with.

B. Teammates: Fellow students or other individuals who work on the project with you. Examples include: friends, peers, or anyone else who express interest. Remember that friends don’t always make the best teammates. Look for passionate people with skills that will augment your own.

C. Organizations: Existing groups that have experience with community service projects in general or with your problem in particular. Examples include: your school’s student council, local Rotary Clubs, Lions Club, Kiwanis Club, or existing community clubs at your school.

Question: What interpersonal resources do you have? Brainstorm possible allies, teammates, and organizations that you will need to contact to implement your project.

III. Material Resources – What do you need? It is important to ask what material resources you need for your project, and secondly, how you can obtain these resources.

A. Budgeting and Costs
  • Create a budget for your project. Be organized and keep records of when, where, and why you spend money.
  • Determine the best place where your project can take place. Are there any costs associated with the site?

B. Funding: How will you fund your project?
  • Donations: project materials cost money. One way to get the items you need is asking for donations from organizations. Remember, this is a community effort so get your community involved.
    • Write official letters that humbly ask for donations.
    • If calling, be sure to brush up on your cold calling skills:
      • Be prepared, organized, and specific
      • Believe in the project, its benefits, and yourself
      • Don’t take no for an answer, but always be professional and courteous
      • Follow up
  • Look for resources in the community and online that fund youth projects. For example, Youth Venture grants money through an application process.

C. Fundraisers: Fundraisers can be a great way to fund your project. But, they should not be the main source of funding for your project. Fundraisers can be unreliable—you may not make the same amount of money each time. Fundraisers are also very demanding of your time and effort, both of which could be better invested in your projects themselves
  • Traditional, examples such as car washes, bake sales, ticket raffles, etc.
  • Untraditional. Be creative! Brainstorm with allies and teammates to come up with original fundraisers that people will want to be involved in.

Question: Write out a list of specific material resources you will need to do your project. For each one, list at least one way you can find funding for it – either by getting it donated, looking for a grant or monetary donation to pay for it, or holding a fundraiser. If you can’t fit everything into the Budget chart, that’s ok! Just add extra boxes where you need them or make your own Budget.

Putting It All Together and Evaluating Your Project

Conceptualizing, organizing, and sustaining an outreach project takes a long time, so be sure to think in the long term. Envision the whole year and break it into periods with each period having its distinct goals. Keep yourself and your teammates motivated by referring to your mission statement to remember your passions and values. Be sure to evaluate your project’s progress and accomplishments. What have you learned? What mistakes have you made that could be corrected? What goals have you achieved?

Question: Brainstorm 3 ways to evaluate your project. How can you make sure that you’re being a good leader and that your project is fulfilling its mission?

Passing the Torch

You simply cannot execute all aspects of a successful outreach project. Gather your allies and choose and train potential leaders among them. It won’t be long until you graduate and pass on the torch. Ensure the longevity of your project by thinking how to best navigate through this transition.

Remember to leave time and energy to allow for other activities, college applications, school work, etc. And always remember to take a breath and realize the amazing things you’re doing.

We wish you the best.

<<-- Part II: Your Own Outreach Project