Operations and Logistics
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Transcript of Operations and Logistics
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Operations and Logistics
Amy YuOutreach CoordinatorAsian Liver Center at Stanford University
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Preparation Execution Evaluation
Workshop Game Plan
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Preparation
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The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
What kind of outreach?What is the venue?What do you need?
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The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Who is the target audience?Who are you working with?
Who do you need to contact?
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The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Where is your outreach held?Where are your resources?Where do you need things?
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The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
When is your start time?When is your end time?
When do you need resources?
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The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Why are you doing this?Know your purpose.
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Basics
ScopeResourcesTimeline
Budget
Stop Right There, Buddy
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Basics
ScopeResourcesTimeline
Budget• Overall Picture• Goals / Objectives
• Game Plan
Is this FEASIBLE?
Stop Right There, Buddy
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Basics
ScopeResourcesTimeline
Budget
• What you need• Types of Resources?• Back to Basics
Stop Right There, Buddy
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Basics
ScopeResourcesTimeline
Budget• Planning Timeline• Execution Timeline• Who, When, and
What?
BE DETAILED
Stop Right There, Buddy
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Basics
ScopeResourcesTimeline
Budget• Know your budget
• Limitations• Be flexible and
creative
Stop Right There, Buddy
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EMERGENCY!
Always have a Plan B
Be flexible
Identify the unpredictable elements
Remember! Things will not always go as planned!
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Execution
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Let’s Get Down to Business
Practice
Run Throu
gh
Troubleshoot
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Be Ready for Anything.
Don’t Forget!
Practice
Run Throu
gh
Troubleshoot
EMERGENCY
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Evaluation
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Evaluate
Goals?• What are
they?• Meet
them?• Why?
Feedback• What went
well?• What
didn’t go well?
• Design survey
Future• What
would you change?
• How to make it better
Document everything you do!
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Preparation Execution Evaluation
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Case Study: YLC 2008
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YLC 2008: The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Leadership conferenceStanford University facilities
Manpower, advertisement, etc.
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YLC 2008: The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Target: High School StudentsPartners: CDC, Gilead, SUContact: Grants, Events
Services
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YLC 2008: The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Where: Stanford campusResources: Stanford, order
Need things at dorms, stages
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YLC 2008: The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
Event: 8/14/08 – 8/17/08Planning: 1/1/2008
Need: 2 weeks before event
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YLC 2008: The BasicsBasic Idea
What?
Who?
Where?
When?
Why?
To impart HBV / liver cancer knowledge, leadership and
organizational skills
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• Overall Picture: 4-day leadership conference
• Goals / Objectives: Empower youth to take action and gain the skills to be effective leaders
• Game Plan: 4 days packed with dynamic speakers and an exciting team challenge
Is this FEASIBLE?Yes. See Precedent.
Stop Right There, Buddy
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• What you need: Lodging for 100 students
Food for 100 students + 20 staff Advertisement game plan
Speakers And so much more…
• Types of Resources: Advertisement, Food vendors, etc.
• Back to Basics: What do I need for this and that event? Where do I need them and at what time?
Stop Right There, Buddy
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Stop Right There, Buddy
Who Task Deadline/notes Hua, Grace, and Stephanie
Prepare materials for mass assembly- Print nametags (100)- Print labels for jade bracelets (100)- Print name labels for handbook and
folder (100)
Need to have names of participants ready by 8/8/08
8/10/2008
Nick, Jonny, Khanh
Assemble conference packets – labeled and organized alphabetically- Handbook (with name label)- Pen- Nametag- jade ribbon pin- jade bracelets
8/11/2008
May need to order more pins!
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• Know your budget: $15,000
• Limitations: Must work with Stanford Events and Labor Services, must use Stanford catering, classrooms not always
guaranteed, short-staffed
• Be flexible and creative: Need to fundraise
Stop Right There, Buddy
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EMERGENCY!
Scenario: lost USB Stick with all presentations
Plan B: Stored all presentations on all other USB sticks
Remember! Things will not always go as planned!
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Evaluate
Goals?• Impart HBV
knowledge• Leadership
skills• Yes• Lectures,
games, reinforcement
Feedback• How: HBV
knowledge surveys
• Feedback forms
• Good: team challenge!
• Eh: boring speakers
Future• Change:
More work time
• Better: more dynamic speakers; longer conference
Document everything you do!
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GOOD LUCK!