Steps in 4-H Program Planning is appropriate for use with 4-6 grades and teen clubs.

Steps in 4-H Program Planning is appropriate for use with 4-6 grades and teen clubs.

WHAT IS 4-H? 4-H is an opportunity for teens, parents, grandparents, and friends to become involved as volunteers and influence the development of youth. 4-H is small town, large city, suburb, and farm. 4-H members, parents, and leaders have fun and learn as they work together. People in 4-H operate as a team with common goals and an interest in helping each other. Volunteers provide leadership to 4-H'ers by: -assisting them in deciding what they want to do. -guiding them in deciding what help is needed. -helping them learn skills to accomplish their goals. -assisting them in assessing progress toward meeting their goals. 4-H members, parents, and leaders participate in various projects, activities, and meetings. Through these experiences, they acquire skills that help them lead a better life. People interested in 4-H usually form a club. It may be a K-3rd grade club, a project club, a 4-6th grade club, or a teen club. It may be short term or long term. Regardless of the club structure, a program planned by the members is necessary. Leaders guide and assist in planning. What Is a Program Plan? A plan is like a road map; it directs our actions toward our goal or destination. A program is a system under which a series of actions may be taken toward a goal. In 4-H we can consider the group goals, activities, events, and meetings all part of the program. The 4-H club program tells what the club is doing and when. It should also include who is responsible for carrying out each part of the program. Why Should People Be Involved in the Planning? When several people are involved, as in the 4-H club, the program should be planned to meet the needs of all those involved. Reasons for program planning are to: -meet people's needs and wants. -share responsibilities. -provide for each member to feel important in the club. -avoid date conflicts. -provide for better communications. How is the Program Planned? There are several ways to plan the 4-H program. In small clubs the entire membership may do the planning at a general meeting. In some clubs the outgoing officers plan the program. A few clubs have an advisory committee to do preliminary planning. Many clubs have found success when they appointed a special program planning committee. The main point is that people representative of all groups in the club are involved in the process so that they feel a commitment to the plan. Try this: Some clubs may be organized by committees. Each committee can determine what they want to accomplish for the year, then feed it to the program planning committee. Some examples of committees are: -recognition -community service -recreational -project emphasis -fund raising If everyone serves on a committee with at least one adult advisor, then everyone has an opportunity for input. The committees could meet at the same time on a special work day. 2

Step 1. Select the Planning Committee Who Should Be on the Committee? The program planning committee should represent the interests of people in the club. For example, older members may be efficient planners, but they may overlook the interests and needs of younger members. If we do not plan for the interests of people in the club, they may become inactive. The committee should represent each of the following groups: -4-H members of different ages -males and females -parents -leaders -officers How Is the Committee Chosen? The president or vice-president, working with a leader, needs to explain to club members the purpose and responsibilities of the planning committee before it is chosen. A club leader helps the officers provide for representation of all interests in the club. With these things in mind, the committee can be chosen in one of the following ways: -appointed by the president or advisory committee (usually in consultation with an adult leader). selected from people who volunteer. -elected from the membership. (Note: The vice-president is often chairman of this committee; however, for clubs with membership K-6th grade it may be more appropriate for an adult to chair the committee.) What Does the Committee Do? The planning committee develops the total program making sure to include major project areas selected by the 4-H members. The committee plans the educational segment of the general meetings, provides for members to give demonstrations, and identifies club recreation and other club activities for the year. The committee goes one step further and provides for individuals or special committees to carry out each part of the program. In summary, the committee: -surveys members, parents, and leaders for ideas. -reviews possible alternatives. -plans for club activities, events, and special programs. -calendars the plan. -presents the plan to the total membership for approval. -provides for participation of members, leaders, and parents. -works closely with officers and organizational leaders in implementing the plan. -evaluates the result of plans throughout the year. -alters the plan when necessary. Step 2. Survey Club Members' Needs and Interests Why? Members, parents, and leaders have ideas about what they would like to do, but need to be given an opportunity to express their ideas in a supportive climate. A survey will offer them this opportunity to share their ideas and will make them feel like they are making a significant contribution to the group. They will feel good about their involvement, and the planning committee will have a list of things that people in the club would like to do. These suggestions and ideas should then be considered for including in the club program. How? There are many interesting ways to survey membership at general meetings. A few of these are described below. (These ideas can be used any time during the year, to get feedback from the members. ) 3 Fish Bowl A few people (about six) sit in a circle of chairs in the middle of the room and talk about the things they would like to do or have done in 4-H. The rest of the members listen to what is being said. Only the people in the circle talk. Any other member who wants to participate in the conversation must tap one of the people in the circle on the shoulder and take that person's place in the "fish bowl." Appoint someone to record what is being said for the planning committee. Suggestion Box A suggestion box can be decorated and brought to the meeting, and its purpose should be explained. People should be asked to put suggestions about what they want to do in the box.

Sharing Ideas Tape a large piece of paper to the wall (shelf paper, brown paper, anything large). As people arrive, ask them to write on the paper at least one thing they would like to do in the 4-H club during the year. Using magic markers or crayons in many colors makes it an enjoyable activity. Collages Ask members to bring a collage which communicates what they want to do in the 4-H club this year to the general meeting. Collages can also be made at the meeting if a few people bring the needed materials. (Materials include magazines, newspapers, construction paper, crayons, glue, scissors, etc. ) Members can work individually or in groups. Pictures and other items can be attached to large sheets or paper or to objects like boxes, cartons, or bags. Tell them to be creative! Have members explain what their collages mean. The collage activity is a technique that gets members actively involved and provides the planning committee suggestions to work on. Roll Call Ask members to answer roll call with a suggestion for an activity. No activity should be given twice. Brainstorming In groups of five or six, members make suggestions for club activities and events. Members should be encouraged not to evaluate or criticize the statements of others. The purpose of this activity is to get as many different ideas as possible. Groups should be creative! It may be fun to sit on the floor and list ideas on large sheets of paper. Step 3. Committee Plans Program Committee Meets The planning committee has a very important job in setting up the framework to provide for a successful club year. It facilitates what will happen and helps other people see ways to become involved. With a positive attitude and an exciting program, the committee can help generate enthusiasm and a willingness to participate that will motivate other club members to become involved. After committee members have become acquainted, the committee chairman should present the charge or task of the committee. Each individual should understand why they were asked to serve on the committee. 4 Before looking at the ideas received in the parent/ 4-H'er survey, it will be helpful to do some brainstorming with committee. Make sure that each committee member has a chance to share his or her ideas about events, activities, or special meetings for the club. Combine suggestions of the committee with those you have from the total membership. Now that you have a large choice of things to include, you are ready to evaluate past programs and consider the situation this year. Congratulations, you are part way through the planning process! Note: The planning committee may need to meet more than once to complete the plan.

Whenever a new committee is formed, it is important to have the members become acquainted. If you are not sure, do not assume that people know each other. It helps to start the first meeting with an "ice breaker. People will feel less threatened about sharing their program ideas if everyone shares something about themselves. One of the ice breakers listed below may be used to get the committee members acquainted. Other techniques can accomplish the same task. Consider the makeup of your committee before choosing a technique. 1. Have each person answer two or three of the following questions: -What is your name? -What do you do in 4-H? -What do you do at school or at work? -What would you like to share about your family? -Where do you live? -What has 4-H done for you or your family? Icebreakers 2. Give everyone a piece of paper. Tell them to write the following: -In the center--your name. -Corner l --what 4-H means to you -Corner 2--strengths in your 4-H club. -Corner 3--weaknesses in your 4-H club. -Corner 4--a few ideas for club activities. -Have each person share the things they have written on their paper, starting with their name. Review What Was Done Last Year Before deciding on specific things to include in the program, you should review what the club did last year. -What did we do? -What did we like about it? -What didn't turn out so well? -What needs improvement? -Was everyone involved? You can also use section A of Steps in 4-H Program Planning Worksheets to help evaluate last year's program. Use this information to plan a program that is even better than last year's. If you answer many of the questions on the evaluation tool with "needs much improvement," decide what factors made it that way and change them. Look at This Year 's Club Situation The club makeup changes from year to year. It is necessary to look at the situation in the club this year to provide a program that meets the needs of the people involved. -How many new members are there? -How many girls? How many boys? -Is there a great distance between members' homes? -Is there a wide range of age among members? -How many leaders are there? -What county-wide 4-H activities or events are being -planned? -Which of the county events and activities do we want to participate in? -What are other factors to consider? The answers to these questions should be considered for good planning. There may be no apparent changes in your club; but, remember, each member is one year older and has different interests than last year. Take time to review the situation annually! Identify Club Goals Goals are statements of what the members, leaders, and parents want to accomplish as a club. Club programs, activities, and special events are a means of achieving one or more goals and should be planned accordingly. The goals should be based on the situation in your club this year. The goals should help meet the needs and interests of each individual involved in the club. Each goal should be emphasized by the club. Set goals that: -youth and adults in the club can accomplish. -meet the needs and interests of people in the club. -promote cooperation in the club. -provide for individual achievements for each member. -are an improvement over last year. -provide worthwhile community participation. Examples of goals are: -To have ten 4-H'ers gain skill in speaking before groups. -To involve every parent in some function of the 4-H club. -To have every 4-H'er complete a project record. -To enroll five new members in the club. -To expand 4-H'er awareness of careers. -To participate in three community functions. -To make every member feel important in the club. -To enable every member to receive parent and leader assistance. 5

Your Plan As you decide what will be included in your club program, take time to summarize the information you have gathered so far. Which activities identified by members will help reach club goals? Are they appropriate for the situation in the club this year? What was learned from last year's program to avoid problems this year? You may want to emphasize some goals more than others. Be sure to plan several things to help accomplish these goals. As you decide on specific things to do, list them on a chart (like the example below) next to the goal they will accomplish. New clubs may find it more useful to plan on a sixmonth basis. This would necessitate and ensure an active program committee. The more involved this program committee is, the easier the programming process will be. Goal 1. To have ten 4-H'ers gain skill in speaking before groups. 2. To involve every parent in some function of the 4-H club. 3. To have every 4-H'er complete a project record. Moving From a Goal to an Action to Achieve It Action to Achieve It a. Invite speaker from Toastmaster's Club to talk about "Effective Public Speaking." b. Conduct a public speaking contest in the club. c. Have a different 4-H'er give a presentation at each club meeting. d. Have five 4-H'ers compete at county activity day. a. Secure commitments from seven parents to conduct either a project with 4-H'ers or a special event. b. Involve a parent as advisor for each club committee. c. Have a family picnic. a. To have every youth plan and carry out a 4-H project. b. For each member to help plan and implement a community service project. c. Ask a city councilman to speak on "Your Responsibilities as Community Members." Check List As you finalize your program plans, make sure you can answer yes to each of the following questions. -Does it provide for involvement? -Is it of interest to the 4-H members? -Do we have some fun things? -Do we have some work things? -Have we considered county 4-H events? -Are the plans age appropriate? Calendar the Plan Putting the action planned into a time framework is the first step in getting the plan implemented. Calendaring will help you make the plan realistic and will give you some target dates for accomplishing each goal. To be effective the calendar should include the month, the event, and who is responsible. An example of putting the action planned into a calendar format is shown below. Another way to calendar your plan is to put the action directly on a real calendar designated for 4-H. Planning Board One way to organize the ideas collected is to use a planning board. By putting each idea on a 3" X 5" card, the ideas can be grouped on a table or taped on the wall in many different ways to facilitate making up the program. This process can get committee members involved in moving from goals to action to achieve the goals. The cards can be regrouped for purposes of calendaring. Some groupings to look for might include: Goals, Programs for meetings, Special events, Project activities, or Monthly activities 6

Putting the Action Planned into a Calendar Format Month Date Program, Event, or Activity Committee or Person(s) Responsible January 5 4-H meeting: "Effective Public Speaking," Julie's presentation 15 Woodworking project group 18 Personal appearance project group February 2 4-H meeting: 4-H'ers do impromptu speeches 10 Work day for committees 12 Woodworking project group 18 Personal appearance project group March 2 4-H meeting: "Your responsibilities as community members," Janice's presentation 12 Woodworking project group 18 Personal appearance project group 24 Work day for Community Service Project April 6 4-H meeting - family picnic 10 Work day for presentation participants for county activity day 14 Club Public Speaking Contest 28 County Activity Day Mrs. Collier (parent)/julie Woody (4-H'er) Jim Dean (teen leader) Mrs. Hines (parent) Mrs. Isaacs (Master Volunteer) Mrs. Isaacs Jim Dean Mrs. Hines Mr. Thompson/Janice Boyd Jim Dean Mrs. Hines Mr. Marlow (Community Service Comm.) Mrs. West/Activity Comm. Mr. Rainey (Master Volunteer) Mrs. Collier Mrs. Isaacs Step 4. Club Approves Plan The planning committee has the responsibility to explain the program plans to the total club membership. Members, parents, and leaders need to understand the club plans before they can decide what they want to get involved in. People will become involved in the club program if they feel like they were included in determining the plan. Since each person will be expected to help carry out the plan, each should have the chance to ask questions and voice an opinion about the plan. One or two committee members should explain the plan to club members. It may be helpful to organize the report by months, so the members can get a clear picture of how the program fits together. The "Club Calendar" sheet (Section B of Steps in 4-H Program Planning Worksheets ) may be helpful for this. If you can arrange to make copies of your tentative plan, each member can follow along as you explain. If you have Step 5. Volunteer for Responsibilities Good planning is the beginning of a successful club year but will not guarantee it. Giving people the opportunity to accept specific responsibilities at the beginning of the year insures that tasks will be shared and no one will be left out. Make sure there is a person responsible for each task, whether it is an advisor, a 7 access to a chalkboard or can obtain large sheets of tag board, print the plan clearly and display it so everyone can read it. After you explain your plans, encourage members, leaders, and parents to ask questions. The membership may make changes in the plan before it is adopted. It is best to clear up date conflicts and other concerns as soon as possible. After the members have discussed the plan and made any changes, they approve it as their yearly 4-H program of activities and events. After the plan is approved, it may be fun to make a large, wall-sized calendar including everything the club will be doing. This could be on paper, felt, wood, or any material available. It could be hung as a decorative reminder in the place where your club meets. committee member, or a resource person.each job will get done if people follow through. Clarifying what needs to be done and letting everyone choose the area he or she wants to work in will encourage volunteering. By making a commitment early in the year, people can plan ahead.

If not enough people volunteer, you may have to ask people to assume certain responsibilities. They may be happy to do so, if asked. It is important to get the right person for the job. One way of doing this might be to ask all parents to attend the first meeting, or to have a separate gathering just for parents. In either case, have parents introduce themselves and describe any skills that they would be willing to share. Be positive in your approach to recruiting and tell people exactly what will be expected. The following example, "4-H Club Responsibilities," shows how a list of responsibilities was compiled from the example on page 7. As people volunteered for each responsibility, their name was listed by the responsibility. After people volunteered for a special activity, their names were added to the program calendar so that everyone would know whom to contact about each activity. A sheet like the example below could be passed around at a meeting with parents in attendance, or each family could take a copy home to fill out together. You may have other ideas about how to use a sheet like this with your club. For maximum involvement and follow through, it is necessary to provide each family with a final copy of the plan. Include the names of people, committees, and chairpersons responsible for specific items in the plan. It will also be helpful to include the name, address, and telephone number of each member and leader. Encourage families to post the plan on a kitchen cupboard or in some other place where each member can refer to it. 4-H Club Responsibilities Area (from sample plan) Public speaking - club program and contest Woodworking project group Personal appearance project group Club organization and club meetings Community service project Presentation coordinator Citizenship club program Family picnic Club refreshments committee Person Responsible Mrs. Collier Mr. Sneed Mrs. Hines Mrs. Isaacs Mr. Marlow Mrs. Rainey Mr. Thompson Mrs. West Mrs. Haskins Step 6. Evaluate - "How Are We Doing?" We need to continually ask, "How are we doing?" Planning alone is not enough to make a successful 4-H club. People must follow through with their responsibilities. To insure a successful experience we must check with people and see that the plans are being carried out and that details of the plan are being communicated to others. The planning committee can help insure that things are happening by: -providing each family member with a calendar of club events. -encouraging them to post it for everyone to see. -announcing dates at meetings and in newspapers. -checking with other people to see that the job is done. Evaluating progress is an ongoing process. We need to make sure that people are doing their jobs and that our plan is still appropriate. At some time during the year you may need to modify your plan. Section C of the worksheet, "Points to Look for in a Good 4-H Meeting," will help you evaluate each meeting. Acknowledgment This publication was originally prepared by the Cooperative Extension Service, University of Wisconsin. Barbara Halpin George and E. J. Lueder, youth development specialists, were the authors. This publication was adapted for use in North Carolina by Extension 4-H Specialist Judy M. Groff. Published by THE NORTH CAROLINA AGRICULTURAL EXTENSION SERVICE Distributed in furtherance of the Acts of Congress of May 8 and June 30, 1914. Employment and program opportunities are offered to all people regardless of race, color, national origin, sex, age, or disability. North Carolina State University, North Carolina A&T State University, U.S. Department of Agriculture, and local governments cooperating. 10-83-3M (Reprint) 4H 0-1-90 8 updated 6/97