Beneficiary meetings
Description
This briefly describes how you can design and plan one of your regular meetings with beneficiaries.
Objective
Decide on the message. What do you want the beneficiaries to be able to do after you have left? To help you identify the objective, write it out as follows: ‘By the end of the meeting, the beneficiaries will be able to ....’ Make sure the objective can be expressed as a result that can be measured.
Location and timing
Consult with your beneficiaries to choose a location and time suitable to them. Put yourself in the beneficiaries’ situation when you make a suggestion:
- Is it likely to be wet, cold, hot or windy?
- Will it be a holiday?
- Do you need a particular place to be able to demonstrate a certain technique?
- Does everyone know the place?
Design
Do not try to achieve too much in one meeting. Keep your message solid and simple. Your meeting should contain the following elements:
- Introduction - set the scene
- Objective - focus attention on what you want to do
- Agreement - make sure the beneficiaries know what you intend to do and how
- Review - go over the previous meeting and focus on its messages
- Link - to previous meeting or experience
- Motivation - generate interest in the topic; show the need for the message
- Message - the information you wish to put over to the beneficiaries; keep it simple; parcel it up in small amounts so that the beneficiaries can grasp it
- Decision - get the beneficiaries to commit themselves to appropriate action
- Summary - review the meeting by getting feedback from the beneficiaries, and draw conclusions
- Next Step - look ahead to the next meeting or activity
Preparation
- Write a detailed timetable for the meeting under the headings ‘time, activity, method/aids’
- Make a list of things to be done before the meeting and when, and list the resources required
- Assemble resources and prepare flipcharts
- Test equipment
- Test the meeting design by showing it to colleagues and asking their opinion
- Contact the beneficiaries, to make them aware of the meeting, and to ensure site facilities are available
- Oil your bike, feed your mule
- Get there early and set up the equipment before the beneficiaries arrive
Guidelines
Your meeting should be characterised by:
- Variety - a change of presentation technique should take place about every 20 minutes
- Activity - the audience should be guided to do something physically active at some stage
- Participation - the audience should be encouraged to contribute at all times
- Logical - your meeting should flow easily from step to step and follow a path that can be understood by the beneficiaries
- Flexibility - your programme should include alternatives for when unexpected changes have to be made
- Enjoyment - your audience should enjoy your meeting
- Comfort - your audience should be physically comfortable, and feel that they can participate
Afterwards
- Write up your diary, making a note of any questions you could not answer, or items you need to follow up
- Make any changes to the meeting notes to make the presentation better next time
Source: Adapted from the International Course on Training of Trainers in Labour-Based Road Construction and Maintenance, compiled by David J Mason