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What strategies can you use to build an effective program planning process?

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Program planning is a crucial skill for nonprofit leaders who want to design and deliver impactful and sustainable programs that meet the needs of their target audiences and stakeholders. However, program planning can also be a complex and challenging process that requires careful analysis, collaboration, creativity, and evaluation. In this article, we will explore some strategies that you can use to build an effective program planning process that aligns with your mission, vision, and goals.

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Pamela Ayers

Sr Consultant, Grants Management | Helping health and human services co-create social solutions.

1 Assess the situation

Before you start planning your program, you need to understand the current situation and the problem that you want to address. This involves conducting a situational analysis that examines the needs, gaps, opportunities, and challenges of your target population, community, and context. You can use various methods and tools to collect and analyze data, such as surveys, interviews, focus groups, observations, SWOT analysis, logic models, and theories of change. The situational analysis will help you identify and prioritize the main issues, goals, and outcomes that your program will focus on.

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2 Engage your stakeholders

Stakeholder engagement is a key component of program planning, as it helps you build trust, support, and feedback from the people who are affected by or involved in your program. Stakeholders can include your beneficiaries, partners, donors, staff, volunteers, board members, and other relevant groups or individuals. You can engage your stakeholders in various ways, such as inviting them to participate in consultations, workshops, advisory committees, or co-design sessions. Stakeholder engagement will help you ensure that your program is relevant, responsive, and respectful of the diverse perspectives and needs of your stakeholders.

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Pamela Ayers

Sr Consultant, Grants Management | Helping health and human services co-create social solutions.
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We need to move beyond just engaging stakeholders to integrating the end user in planning, which is called human centered design. Human-centered design (HCD) centers on understanding constituents' experiences for informed product or service design, particularly through journey mapping. This process, often an ideal starting point for nonprofits engaging in civic activities, involves multiple teams and stakeholders in creating a holistic view of constituents' experiences. Journey mapping unfolds in brief, collaborative sessions, unraveling frequently overlooked aspects of constituents' feelings and interactions with the organization. It prompts a shift towards decision-making driven by constituents' experiences rather than internal processes.

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3 Define your program strategy

Once you have a clear understanding of the situation and the stakeholder input, you can define your program strategy, which is the overall approach and direction of your program. Your program strategy should include your program vision, mission, objectives, activities, indicators, and resources. You can use tools such as logic models, theories of change, or logic frameworks to articulate and visualize your program strategy and how it will lead to the desired outcomes and impact. Your program strategy should be SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) and aligned with your organizational strategy and values.

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4 Develop your program plan

After you have defined your program strategy, you can develop your program plan, which is the detailed blueprint of how you will implement your program. Your program plan should include your program scope, schedule, budget, roles and responsibilities, risks and assumptions, quality standards, and communication plan. You can use tools such as Gantt charts, work breakdown structures, or action plans to organize and monitor your program plan and track your progress and performance. Your program plan should be realistic, flexible, and adaptable to the changing circumstances and needs of your program.

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5 Evaluate your program

Evaluation is an essential part of program planning, as it helps you measure and demonstrate the effectiveness and impact of your program. Evaluation involves collecting and analyzing data on your program inputs, outputs, outcomes, and impact, using qualitative and quantitative methods and tools. You can use tools such as indicators, surveys, interviews, focus groups, observations, or case studies to gather and report your evaluation data and findings. Evaluation will help you assess your program strengths, weaknesses, opportunities, and threats, and provide you with evidence, learning, and recommendations to improve your program.

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Pamela Ayers

Sr Consultant, Grants Management | Helping health and human services co-create social solutions.
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When designing a program, prioritizing evaluation is crucial, and easier if you've developed a logic model. Focus on evaluating clear and concise outcomes, aiming for three to five objectives that represent impact goals rather than mere counting numbers. Ensuring clarity in goals and objectives from the beginning not only guides the evaluation process but also communicates transparently with funders. Stay committed to the established objectives and refrain from promising outcomes that the program isn't designed to achieve. This approach fosters a realistic and accountable program evaluation process.

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6 Communicate your program

Communication is a vital part of program planning, as it helps you share and promote your program vision, goals, activities, results, and impact with your internal and external stakeholders. Communication involves using various channels and formats to inform, engage, and influence your stakeholders, such as newsletters, reports, presentations, social media, websites, or stories. Communication will help you build awareness, interest, and support for your program, and showcase your program achievements and value to your target audiences and stakeholders.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What strategies can you use to build an effective program planning process?

1

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3

4

5

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1 Assess the situation

2 Engage your stakeholders

3 Define your program strategy

4 Develop your program plan

5 Evaluate your program

6 Communicate your program

7 Here’s what else to consider

Non-profit Leadership

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What strategies can you use to build an effective program planning process?

1

2

3

4

5

6

7

1 Assess the situation

2 Engage your stakeholders

3 Define your program strategy

4 Develop your program plan

5 Evaluate your program

6 Communicate your program

7 Here’s what else to consider

Non-profit Leadership

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