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EWB-USA Project Pre-Trip Planning and Training Rocky Mountain Region Workshop 10-25-08

This workshop aims to provide a cohesive image of EWB and its mission, offer tips for pre-trip planning and training, manage expectations of the host community, understand field conduct guidelines, and equip attendees to deal with surprises in the field.

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EWB-USA Project Pre-Trip Planning and Training Rocky Mountain Region Workshop 10-25-08

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  1. EWB-USAProject Pre-Trip Planning and Training Rocky Mountain Region Workshop10-25-08

  2. Introduction • My goal for this training is to enable you to… • Provide a cohesive image and presentation of EWB and its mission • Provide Tips for Pre-trip Planning and training • Manage expectations and needs of host community • Understand the basic guidelines for conduct and interaction in the field • Feel equipped to deal with surprises that will inevitably occur in the field

  3. Agenda • EWB Mission and Vision • Pre-trip Planning • EWB Project Guidelines • EWB Conduct Overseas • Project Tips

  4. EWB Mission and Vision What is EWB-USA?Activity

  5. EWB Mission and Vision • Mission on website:Engineers Without Borders - USA (EWB-USA) is a non-profit humanitarian organization established to partner with developing communities worldwide in order to improve their quality of life. This partnership involves the implementation of sustainable engineering projects, while involving and training internationally responsible engineers and engineering students.

  6. EWB-USA • What EWB Is: • EWB works with and forms long term partnerships with communities • EWB brings capacity, Technology w/ knowledge • Non-discriminatory – our projects will attempt to assist everyone in the community. We will not play favorites or do projects that benefit only a few • A volunteer organization • Still a student based organization • What EWB Is Not: • A funding agency (all our projects involve labor put in by the community and transfer of knowledge to the community) • Working alone – always with a partner NGO • Affiliated with any particular religion or ideology

  7. EWB Information and Resources • History and Status • Established in 2000 • 501(c)(3) tax exempt non-profit • Member of EWB International network • 10,000 Members • 250 Student and Professional Chapters • 228 projects in 43 countries • Annual Growth over 50% • Resources • Project Sourcebook

  8. EWB Mission and Vision • Why is this important?: • Give host community correct image and expectations of EWB • Cohesive image to those outside EWB such as potential funders or partners • Don’t give people the wrong impression of our capacity • Personal understanding of the organization and what we do

  9. EWB-SFP Project Guidelines • Pre-Trip Planning • Communication • Scheduling • Equipment List • Health and Safety • Project Scope and Promises • Time and scheduling • Village labor and participation • Role of the volunteer

  10. Communication • Provide advance notification to your partner NGO of the project work plan and set pre-trip expectations early and often. Messages can be lost in translation • Any preparations by villagers prior to arrival? • Provide list of number of translators and village volunteers needed to complete tasks • To avoid confusion, set expectations on compensation before travelling

  11. Scheduling • After TAC approval, plan well in advance travel team and schedule • Conduct key pre-trip planning meetings at least 3 months in advance • Conduct pilot tests of implementation designs at least 2 months in advance to allow for any design adjustments • Project Managers – DELEGATE!

  12. Equipment Lists and Health and Safety Plans • Form equipment lists early and use them during the pilot test to identify any required tools • Develop a trip notebook, documenting all travelers and emergency contact information • Develop a job specific Health and Safety Plan to identify exit strategies and guidance in handling emergencies

  13. Project Scope and Promises • Explaining the trip goals in two sentencesActivity • All volunteers should understand the project scope. Written Document? • Don’t promise anything outside the project scope. • “NO” answers - Activity

  14. Scoping Document

  15. Time and Scheduling • Question: • Who is dictating schedule? • How will schedule be communicated to community? • Planned working hours and days?

  16. Time and Scheduling • Posted schedule can help coordination on the ground • Plan buffer time in your pre-trip scheduling • Give adequate time for training – dedicated training volunteer advised • Be wary of wearing out your hosts • Be aware of communities plans and non-working days

  17. FUTBOL SUNDAY!

  18. Village Labor • Determine which laborers will be paid and which will be volunteers. Make sure to budget for labor. • Look for opportunities to teach your skills to the local people. Get them involved and being hands on • Communicate labor needs as early as possible. Create a schedule of labor needed and when. • Make sure you are talking to the right person. Give them enough time to organize labor. • The standards you set will stay with the project for a long time.

  19. Role of the EWB Volunteer • First and foremost you are a manager and an educator • Try not to get caught up in time consuming labor • Do what you can to train villagers to perform labor needed • We are there to learn as well as teach • Keep your mind open

  20. EWB Conduct Overseas • Professionalism • Village Interaction • Money Matters • Side Offers and Gifts

  21. Professionalism • EWB should strive to present a professional image while in country. • Be on time and stay on schedule to the amount possible • For formal situations, village meetings or when in an instructing role dress more formally • Try to maintain a healthy balance between friendship and professionalism • Note: pictures and video of your trip will be used for promotional and fundraising purposes, dress accordingly.

  22. Interaction In the Village • Make sure you are introduced to the village leaders. • Understand formalities with local government • Be aware of and respect existing hierarchies and relationships. • Especially important for first time in the village. • On return trips, previous teams can provide this information.

  23. Interaction in the Village • Life histories – Activity • Awkward/uncomfortable situations – Role play • Speeches

  24. Language and Communication • Practice speaking slowly and clearly. • Do not use slang and avoid using “likes” or “ums” • Do not use contractions • Speak in short sentences • Be a good listener • Ensure understanding before ending a conversation • Be familiar with technical terms • Translators: Arrange early and be sure of abilities

  25. $$$ • How is the project dealing with $? Activity • Food? • Buying supplies? • Money transfer? • EWB vs. Personal expenses? • Discuss money management methods

  26. Money Matters • Notes on Money • You must get receipts for every expense. Make receipts if they are not available. • Keep some money with you at all times • Shop around for good exchange rates • Big bills have better exchange rates • Traveler's checks have bad exchange rates • Plan for transport/transfer of $ • Make sure that you budget in contingency funds • Volunteers should be clear on what EWB is and is not paying for before the trip

  27. Side Offers and Gifts • General guideline on side offers: • Don’t give out any money to individuals requesting, • Buying things from the villagers should be organized and done on the last day of the trip, if at all. • Practice your NO sentence • General guidelines on dealing with gifts. • EWB works for communities, not for individuals. Gifts should be presented only to groups such as the partner NGO, a local school, etc. Never given to individuals. This can create rivalries and jealousy within the village. • All gifts given should be cleared with the whole team in advance. • Gifts should not bear the EWB logo • Receiving gifts: Use you own discretion. It may be rude not to accept a gift.

  28. Project Teamwork and Leadership • Returners: Don’t put yourself as the teacher. Let people learn lessons for themselves. • New Volunteers: Make sure you don’t use project returners as a crutch. • Decision making: Make sure that you consult your team for any big decisions, especially involving money.

  29. Thank you!Be safe,teach a lot, learn more,and have fun!

  30. Extra Time Discussion • Questions? • Examples of successes and failures • Project Scope • Dealing with money

  31. Appendix • Other sections that would be good to cover, but are not yet developed: • Participatory Methods

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