“How to organise a project”

1. “How to organise a project”

2. Idea • You need an idea that sparks your interest in order to have the passion to investigate it • Do some background research about the idea / topic

3. Background research • I did a Google search on ‘Organise a project’ • 4 million+ results! • Online project planner • How to organise, plan & control projects • Step-by-step Beginners Guide to Project Management • Business orientated, but provided plenty of good suggestions

4. Suggestions • what, why, who, when & how of project management • flowcharts and checklists for tasks • e.g. gear that you need before leaving home • template forms (data sheets) for tasks • e.g. capture sheet / observation sheet • Marilyn Court would like to organise a project on Royal Spoonbills in the Bay of Plenty so I’ll use that request as our example through this presentation

5. What project do I want to carry out? • Topic • Royal Spoonbills in the Bay of Plenty • What is already known? • do a review / background research • Has such a study been done in part or whole previously – national / regional study • look for methods, locations of counts, census data • Where is information likely to be? • paper/article in a journal (Notornis, Southern Bird, other journals), Classified Summaries Notes, Birding NZ, HANZAB, Heather & Robertson and other bird books, BOP regional records, OSNZ members known to have carried out similar studies (Peter Schweigman), Google, Wikipedia, etc

6. Why do such a study? • What is the objective(s)? • To determine the locations (foraging and nesting) and numbers of Royal Spoonbills in the BOP (Title) • At the end of the study what products do you want available? • summary of data for your own interest • prepare a newsletter and/or an article for Southern Bird • give a presentation at a meeting • prepare a poster • prepare a paper for Notornis • results, statistical analyses, maps, graphs, photos

7. How will the study be carried out? • List locations where spoonbills have been seen previously • how many locations is it likely to involve? • what distance will you need to travel? • will you need to access islands (boat travel)? • Determine other likely locations • Ask OSNZ members / public to report sightings • Frequency of observations (quarterly, monthly, weekly)?

8. How will the study be carried out? • How will you observe the spoonbills? • binoculars, telescope, blinds / hides • notebook, data sheet on clipboard, electronically (laptop, etc), camera? • How will the data be stored? • At home in notebook only, copied to a data sheet, computer data file, memory stick, eBird, offsite (someone else’s computer)? • Checklists • people to contact beforehand, things you need to take

9. When will the study be carried out? • Particular time of day, month, season? • Does state of tide influence spoonbill locations, and therefore time of observations? • What is your plan B if the weather is unsuitable on the scheduled day? • How long will the study continue for? • 2 yrs, 5 yrs, 2 yrs repeated at 5/10 yr intervals

10. Who will do the study? • Can you do the field observations on your own or will you need assistance? • factor in absences (holidays, illness, etc) • Even if you can do all the field observations, will you need assistance / training for other aspects of the study? • computing: data storage, analyses, graphs • photography

11. Who will do the study? • If you involve others, you will need to: • provide training • carry out a familiarisation trip • locations, standardised methods • consider health & safety issues • what could go wrong / accidents / communications

12. Other things to consider • Will you need funding for travel (aerial searches) / equipment / and other expenses? • OSNZ regional / national funds • other sources – F&B, Lotteries, etc • Will you need permission for access across private / Council / etc land

13. Pilot study – reality check! • Even with the best organisational skills, and knowledge of the species and district, there is likely to be the need for some refinements of the field programme • Reassess field processes after each of the first 3 field trips or until operating smoothly • Is there a need for additional data / observations (e.g. distinguish juveniles from adults)?

14. Summarise data • Summarise data after each trip or first year’s observations • Do the results suggest any changes / additions are necessary? • other data (tide, weather, etc) • more frequent observations during some months

15. Once the systems are running smoothly • DO IT!

16. Debrief • Particularly if you have people assisting with the observations it is always a good idea to have a debrief at least once a year, but probably after the first 3 months (if monthly observations) to ensure people are: • keen to continue to be involved, and • opportunity for them to discuss any problems and suggestions for improvements • Consider following the debrief with some social time together, e.g. pot-luck meal

17. Feedback – is really important! • Provide feedback to all involved, and those you are dependent on, at least annually • email up dates / observations of note • email newsletter • etc