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 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 management of the details of an operation

The big 4 Think about these in relation to the goals of the project: 1. Location 2. Transportation 3. Food and water 4. Programming 432 1

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

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

Orientation site Close to public transportation such as an airport Close to public transportation such as an airport Meeting space and layout Meeting space and layout Comfortable (Make people feel safe and welcome.) Comfortable (Make people feel safe and welcome.) Space for participant interaction Space for participant interaction Space for staff meetings Space for staff meetings Not many distractions Not many distractions Consider the distance to a hospital or clinic. Consider the distance to a hospital or clinic.

Housing Not far from the work site Not far from the work site Can be simple Can be simple Meeting space in or nearby Meeting space in or nearby Space for team and staff meetings Space for team and staff meetings Adequate bathrooms Adequate bathrooms Distance to hospital or clinic Distance to hospital or clinic Security Security

Work site What work needs to be done, and how will it contribute to the community? What work needs to be done, and how will it contribute to the community? Collaborate with local people. Collaborate with local people. Evaluate tasks, skills, and supplies needed. Evaluate tasks, skills, and supplies needed. Have extra tasks available. Have extra tasks available. Plan for visible accomplishments. Plan for visible accomplishments. Consider safety and security. Consider safety and security.

Work site tools and supplies Typical tasks that require tools and supplies: Cleaning Cleaning Painting and art work Painting and art work Making repairs Making repairs Digging ditches or foundations Digging ditches or foundations Mixing concrete Mixing concrete Laying bricks or blocks Laying bricks or blocks

Work site concerns Provide water, shade, rest periods, sunscreen, bathrooms, and first aid supplies. Provide water, shade, rest periods, sunscreen, bathrooms, and first aid supplies. Schedule work during cooler hours. Schedule work during cooler hours. Evaluate the time available and tasks that need to be done. Evaluate the time available and tasks that need to be done. Allow for individual initiative. Allow for individual initiative. Make advance arrangements with vendors and donors. Make advance arrangements with vendors and donors.

Reflection site A place of natural beauty that encourages reflection A place of natural beauty that encourages reflection Intriguing and thought-provoking Intriguing and thought-provoking Safe but with some opportunity for adventure Safe but with some opportunity for adventure Away from the worksite and crowds Away from the worksite and crowds No lengthy travel time No lengthy travel time

Outings Facilitate the project goal (for example, visits to a variety of religious sites with explanations by local leaders). 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. Offer an experience of the local culture. Introduce something unique to the area. Introduce something unique to the area. Empower group dynamics. Empower group dynamics. Are fun. Are fun. Have an educational aspect. Have an educational aspect.

Community celebration A closing celebration with local people Arrange location, seating, and perhaps microphone, sound system, and lights. Arrange location, seating, and perhaps microphone, sound system, and lights. Include speeches by dignitaries. Include speeches by dignitaries. Feature cultural performances by participants and perhaps community members. Feature cultural performances by participants and perhaps community members. Present certificates to participants and tokens of appreciation to supporters. Present certificates to participants and tokens of appreciation to supporters.

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

Where and when are you going? Where and when are you going? Drivers and leaders should know the way. Drivers and leaders should know the way. Address any security concerns. Address any security concerns. Longer trips require bathroom breaks and food; plan for music and other interactions during the drive. Longer trips require bathroom breaks and food; plan for music and other interactions during the drive. Use checklists to make sure everyone is present. Use checklists to make sure everyone is present. Transportation

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

Offer a nutritious breakfast. Offer a nutritious breakfast. People will be hungry at lunch. People will be hungry at lunch. Make sure there is enough food. 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 Orientation to RYS, the project activities and goals, and the local culture Icebreaker exercises Icebreaker exercises Morning meditation Morning meditation Team-building, conflict resolution, and communication skills Team-building, conflict resolution, and communication skills Team meetings Team meetings Visits to religious sites Visits to religious sites

Speeches by staff and local dignitaries Speeches by staff and local dignitaries Perhaps podium, sound system, and microphone for speakers Perhaps podium, sound system, and microphone for speakers Set up for participants Set up for participantsProgramming

Concerns Negotiate contracts in advance. Negotiate contracts in advance. Establish good relations with vendors and donors. Establish good relations with vendors and donors. Check even the simplest things. Check even the simplest things. Arrange staffing for the educational activities and work activity. Arrange staffing for the educational activities and work activity. Prepare a budget in advance, have cash on hand, and collect receipts. Prepare a budget in advance, have cash on hand, and collect receipts. Offer small gifts to key people, not honoraria. Offer small gifts to key people, not honoraria.

Select and orient staff. Select and orient staff. Arrange photographers and cameras, including perhaps videos. Arrange photographers and cameras, including perhaps videos. Deputize and delegate. Deputize and delegate. Collect reports and participant reflections. Collect reports and participant reflections. Follow through and follow up. Follow through and follow up. Send thank you letters to donors, in-kind contributors, speakers, and volunteers. Send thank you letters to donors, in-kind contributors, speakers, and volunteers.Concerns

A plan is often useless– Planning is always invaluable (914) x107