A fter a project has been selected, it’s time to start planning. A good project plan will help your club manage its resources effectively, anticipate potential problems, and evaluate a project’s success.

Establish a service projects committee

For most clubs, the first step in planning a project is to set up a service projects committee, one of the five standing committees recommended in the Club Leadership Plan. It oversees all the club’s service projects from start to finish and is responsible for motivating club members and finding new service opportunities.

Create project goals and a work plan

Clear goals are important for organizing a project, defining its scope, and measuring success. After setting goals, create a work plan based on them. Work plans are simple schedules documenting each task involved in reaching the project’s objectives. Read more in Communities in Action: A Guide to Effective Projects (PDF).

Develop a budget

Realistic financial expectations, outlined in a detailed budget, will lessen the chances of unforeseen costs arising as the project progresses. Base the budget on your work plan, and aim for transparency in all aspects of your planning. A good budget not only helps clubs efficiently manage project resources but also builds community support and protects resources from misuse. Remember when budgeting for travel that Rotary and United Airlines can help you collect miles for your humanitarian project trips. Learn more.

For more on budgets, refer Communities in Action: A Guide to Effective Projects (PDF).

Make a project liability and protection plan

How would your club react if an accident occurred during a service project? Does it have a plan to deal with emergencies? Is it protected legally? As your club plans a service project, think carefully about how you can take measures to protect the club and project participants.

The Rotary U.S. Club and District General Liability Insurance program provides coverage for active clubs and districts. Read more.