This checklist is intended to assist projects in gender mainstreaming by providing a list of key considerations for mainstreaming gender within any project. It may be used as a framework to both design and evaluate projects in terms of the extent to which they include gender in their design, planning, implementation and monitoring and evaluation.
Have the key characteristics and possible differences among the target groups been clearly identified by sex, age, type of work, income, ethnic origin, etc.?
2
Has a gender analysis been conducted to identify and understand?
a) The needs of male and female beneficiaries
b) The problems that both men and women face related to their animals’ husbandry and management/use (not just men or women only)
c) Gender roles in the community or home related equine care and use between men and women, boys, and girls (e.g. decision-making in relation to equine care, use and management, accessing of service providers, perception of service providers about women and men), etc.)
d) The gender relations (norms, customs, traditions, beliefs) in the community or home related to the division of labour and benefits amongst men and women, boys, and girls as they relate to their animals.
3
Have the views of both men and women community stakeholders been sought in a consultative process?
4
Is the outcome of gender analysis used to inform the design of project plans?
Project Planning/Strategy
5
Are there strategies in place to ensure that men and women can participate equally in the project activities? For example, if household chores and family care responsibilities are roles expected of women and girls, they tend to have less time to participate in project activities. Are these kinds of concerns considered when organizing activities?
6
Are there clear strategies in place to ensure that women and men will equally benefit from project activities?
7
Have any existing gender inequalities been identified amongst community stakeholders that could potentially affect their ability to meet their animals welfare needs/adopt desired behaviours?
a) If yes, are any gender transformative strategies built into the project to address this?
8
Is the promotion of gender equality included explicitly as one of the project strategies? e.g. ensuring gender equality in representation in messaging, community leadership roles, how men and women are treated and their views valued by the project.
9
In strengthening the capacity of the target groups, is there a consideration to avoid increasing the workload of the members of the household who have a greater labour burden? e.g. women, girls
Project Planning/Outputs & Outcomes
10
Do the outputs (and corresponding indicators) reflect priority concerns and respond to the needs of both men and women related to their animals’ welfare/their ability to meet their animals’ welfare needs?
11
Do the outcomes and outputs identify the intended target stakeholders by gender or other marginalized or vulnerable group requiring special consideration (e.g. migratory workers, religion, caste, race etc.)?
12
Do the outputs specify the ratio or number of target stakeholders by gender or other relevant marginalized social status?
Project Implementation/Activities
13
In training/education activities, are the numbers of boys, girls, women, and men who will be trained/educated clearly stated?
14
Is there proportionate budget allocation as well as staff/trainer time investment to ensure all genders interests, needs and roles are given adequate attention to facilitate their empowerment to improve animal welfare?
15
If there is a high chance that women will participate less and/or potentially not benefit equally as men, have quota been set for men’s and women’s participation under the outputs and activities?
16
Are communication channels identified that will effectively reach specific target groups, in particular women and girls, and any other marginalized groups?
17
If women and girls, or men and boys, cannot or will not speak freely in mixed groups, are separate events planned for women/girls only and men/boys only, or with facilitators of the same sex to promote equal participation?
18
During project implementation, do staff take opportunities to raise awareness on gender equality and demonstrate that the participation of women alongside men is beneficial to everyone?
19
Does the programme have support from, or cooperate with, gender experts or organizations with gender expertise, if it needs assistance in this respect?
Project Monitoring and Evaluation
20
Does the project collect any information or data that can be disaggregated by gender or other marginalized group to identify potential inequalities, constraints, and opportunities these groups face?
21
Are methods and tools provided to project staff to enable them to effectively measure and evaluate the nature and extent of impact and benefits for male and female project stakeholders and/or other marginalized groups?
22
Does the project collect feedback from male and female stakeholders (or other marginalized groups)? Are the timings for feedback and monitoring meetings convenient for the gender roles of male and female stakeholders? Are there female facilitators/evaluators/translators etc. to create a safe space and culturally/religious norms of the area?
T5 Gender Roles and Responsibilities Resources and Services
This adapted gender roles and responsibilities activity explores the division of labour and workload between men, women, boys and girls related to animal care and use [49]. All family members are usually responsible for looking after the animals in the household, although different people are responsible for different tasks and use animals for different purposes. Sometimes animal welfare interventions unintentionally target only men or only women. However, to improve all aspects of animal welfare and promote gender equality, both men, women and children who play a role in the lives of animals should be invited to participate in this activity. It can be helpful to conduct T4 Daily Activity Schedule prior to undertaking this activity so you can contextualize gender roles and responsibilities related to animal care and use understand within men’s and women’s broader daily activities and associated time and labour commitments.
Tool purpose:
Time needed:
• To understand men’s and women’s animal care-giving and use roles and responsibilities, and identify whether they desire changes in the division of labour. • To inform appropriate targeting of animal welfare extension messages, capacity building and training to relevant household members • As a useful entry point activity for involving men and women in an animal welfare improvement project and beginning to understand different opportunities and constraints men and women face in promoting animal welfare.
2 hours
Materials needed:
Markers, chart paper, post-it notes, cards or coloured powder/chalk, sticks, stones, beans or other locally available activities.
Keyword Search Tags
Project Phase: Initiation, Planning, Evaluation and Exit
Approaches for Working With Communities: Community Development Approach; Community Engagement; Social Outreach and Campaigns
Behavioural Drivers (COM-B): Behaviour Change Diagnosis and Planning, Opportunity
An animal-owning community in Halaba, Ethiopia, used this activity to explore differences in roles and responsibilities between men and women. The group of men and women started by identifying animal use and care activities together. The mixed group then divided into two smaller groups - one group of men and one group of women - to examine the distribution separately. The group used 10 pebbles to score the division of labour for each identified activity.
Figure T5A Animal-related men’s and women’s roles and responsibilities
Men and women viewed the differences in division of roles and responsibilities differently, as reflected in figure T5A. In many cases, men considered themselves to have more responsibility for caring for animals than women. For example, men claimed that they are the main seekers of service provision and health treatment (vaccinations) for animals. The main differences between men and women were:
Women have more responsibility for providing water and cleaning the animal’s shelter
Men have more responsibility for grooming, cleaning equipment, allowing the animals the play and roam freely
Men use animal’s more for incoming generating activities
Women came up with more animal use activities following the division of women’s and women’s groups
Once the mixed group of men and women were divided, women identified three more categories of animal usage (highlighted in red), which men were mostly responsible for, including transporting agriculture for household consumption (urban to rural), transporting agricultural inputs for household use and free transport of people around the community or to local events.
Participants discussed why some of the activities were only carried out by men or women and what effect this had on their animals. Men commented that women do more for the animals than they would have acknowledged before undertaking the activity and that there might be an opportunity for women to take on more responsibility. Women also expressed an interest in taking on more responsibility and suggested an opportunity for:
Men to share more of the water provision and shelter cleaning activities
Women to share more of the equipment cleaning and hoof care activities
Women to use the animals more for income-generating activities
Following the community activity, the facilitators examined the two charts side-by-side and identified an opportunity for training women on humane handling, which they had already provided to men and witnessed significant improvements. They noted this opportunity in the team action tracker and made a point of discussing interest with the group in the next community session.
Gender Roles and Responsibilities
Step 1
Ask the community helper to draw a large table, either on the ground or on chart paper. There should be three main columns: ‘activities’, ‘men’ and ‘women’. Please note: Additional columns can be added to include boys and girls (children) if desired.
Step 2
Ask participants about the activities and decisions men and women are responsible for related to the care and use of their animals. Have the community helper write them down on cards using words or drawings or use locally available materials representative of the activities identified. If this activity is being conducted about working animals, once all activities related to care have been identified, ask participants to identify any ways they use their animal, and have the community helper list these within the first column.
Include activities carried out on a daily, weekly, or monthly basis (e.g. seasonal, or periodic work such as festivals or special events), as well as key decisions important to the care and use of the animal
Step 3
Ask the group to indicate how the workload for each identified activity is divided or shared between men and women (and boys and girls if included), using up to ten seeds, stones, or marks/dots to score their relative contributions. You might start the conversation by asking the question: ‘Who is responsible for each activity?’
For example: A score of 10 = full responsibility; 0 = no responsibility. If men and women are both responsible for carrying out the activity, the pebbles would be divided equally (see figure T5A, in ‘care’ + ‘feeding’, men and women scored evenly).
Once the chart is complete, ask the community helper to circle the scores with large discrepancies between men’s and women’s responsibilities.
Step 4
Ask the community to discuss the results of the activity. The facilitator or supporting note taker should take notes on key insights that emerge from the discussion.
Consider using the following guiding questions to facilitate the discussion:
• Who is predominantly responsible for care? For use? How were these roles and responsibilities determined? • Referring to identified discrepancies circled in the chart, why are these activities predominantly done by men or women? • How would animal welfare improve if roles and responsibilities in animal care and usage were shared more between men and women within the household? • What would need to change to give them greater opportunities to share their roles and responsibilities in animal care and usage between men and women within the household?
If feasible, bring the two groups back together to discuss any differences in scoring of perceived roles and responsibilities of men and women in the two charts, along with any desired changes to roles and responsibilities identified by each group.
Summarize the results of the activity and discussion and ask participants to reflect on what they learned through this activity.
Step 5
Once the activity is complete, take a photo or record of the outputs on a piece of paper, ensuring the community has a copy for their records. A copy is retained by the facilitator for future reference or planning.
Take note of any of following identified during this activity within your project action tracker:
• Roles and responsibilities of men and women related to animal care and use – for tailoring communications and trainings as needed • Changes in gender roles and responsibilities identified by participants as having potential to improve animal welfare • Changes recommended by participants as necessary to creating greater opportunities for sharing roles in animal care and use to improve animal welfare. • Social and physical opportunities, capability, and/or motivational/self-belief drivers related to men’s and women’s animal care and use roles and responsibilities which you as a facilitator identified through discussions. • Key influencers/gatekeepers of gender roles and responsibilities mentioned by participants during discussions
As topics related to gender may be sensitive, facilitators are encouraged to gauge participant’s level of comfort to effectively facilitate group discussion.
The gender roles and responsibilities activity works best when carried out in small groups of men and women separately, with each group analysing the gendered division of labour/work for both male and female members of the household. Depending on what is culturally appropriate in the local context, the two groups may be brought back together at the end of the activity to review the results of each chart and discuss any differences if feasible.
This activity can highlight societal wide patriarchal assumptions and related social opportunities (e.g. social norms, peer support), physical opportunities (e.g. time, access to resources and services), as well as capability and motivational elements related to self-beliefs and societal values, which may either hamper or hinder certain animal care and use practices as a result of people’s gender. Listen for these within discussions and note them in the team action tracker if they emerge.
It is important to recognize that the interplay between social, economic, and/or other vulnerable statuses may result in members of the same gender group having different roles and responsibilities and levels of paid and unpaid, labour burdens (e.g. women of higher socioeconomic status may transfer their roles and responsibilities to women of lower socioeconomic status). It is important to enable these different experiences to be acknowledged and understood.
Discussions may identify potential (positive or negative) influencers or gate keepers that affect men and women’s roles and responsibilities related to animal care and use. Observe and listen to understand who influences gender roles and responsibilities (e.g. household member, social norms) and whether any changes in roles and responsibilities to improve animal welfare are desired. Take note of any identified key influencers for consideration in future involvement in the project as appropriate to supporting the desired changes in animal care and use roles and responsibilities. Key influencers may need to be engaged at the household level to influence household decisions, or to engaged to influence norms at the broader societal level.
Next Steps
As part of a community needs assessment and shared vision, the gender roles and responsibilities activity is useful to conduct when accompanied by one or more of the following tools to get a full picture of community dynamics for informing project planning:
T1 Mappingto understand which resources and services are important to the community.
T2 Mobility Mapto understand where people spend most of their time and how long it takes to get places.
T3 Venn Diagram (T3b Social Networking Venn Diagram) to identify key individuals, groups and actors perceived to be most important to people and their animals.
T4 Daily Activity Schedule (if not yet carried out) to understand broader labour burdens and the activities which are most time consuming.
T6 Seasonal Calendar to identify seasonal trends in resources, activities, and potential risks to animal owning communities.
Specific Topics: Outreach and Communications; Compassion/Empathy; Community Change Agents
2a. Promoting Effective Interpersonal Communication through Emotional Intelligence
The most important skills that can improve a community facilitator’s ability to be a catalyst for change and influence behaviour change are effective inter-personal communication skills, which are comprised by the skills people use to exchange information, feelings, and meaning through verbal and non-verbal messages.
Emotional intelligence (EI) is a foundational competency in effective inter-personal communication defined as the ability to recognize and manage our own feelings, and recognize and respond effectively to those of others [94]. Emotions are one of the aspects to lookout under automatic motivation as positive or negative feelings can either encourage or discourage a particular behaviour. Emotional intelligence can enable community facilitators to respond to challenging situations in ways which improve rather than hinder collaborations and better support communities’ in changing their behaviour.
EI is comprised of four competency domains related to understanding and managing one’s self (personal competencies), and relationships with others (social competencies) including: self-awareness, self-management, social awareness, and social skills. The figure below illustrates emotional intelligence in terms of these four competency domains, demonstrating how they influence each other and ultimately the community facilitators’ ability to be successful in their work [94, 95]. Emotional self-awareness is a precursor to the other three competencies, as the more we are aware of our feelings the easier they are to manage and in turn effectively interact with others.
RELATIONSHIP BETWEEN EMOTIONAL INTELLIGENCE COMPETENCIES AND THE WORK OF COMMUNITY FACILITATORS - Diagram adapted from [95, 94, 96]
2b. Transactional Analysis - Using Human Psychology to Improve Communications
Effective interpersonal communication and relations can be improved through an understanding of the concept of transactional analysis (TA) [97]. Transactional analysis is psychological model developed by Eric Berne to make sense of how people interact with one another (referred to as transactions) based on their feelings influencing their actions [98]. TA has proven a useful method for increasing emotional intelligence by helping one become aware of one’s emotions, exert greater self- control which are essential to ensuring the effectiveness of communication and associated positive interactions with others [98].
The key assumptions of TA are as follows [99, 98]:
People are OK: all people are good and worthy when they enter the world.
All people can think: every person has the capacity to think, and are therefore responsible for the decisions they make.
All people can change: as everyone is responsible for their decisions, change is possible and decisions need not be determined by one's past.
Key Influences on Inter-personal Communications
1. Ego States
TA defines the different “ways of being” or “personalities” people adopt in their interactions with others, and refers to these as ego states. Our interpersonal communications can be classified as falling into one of the three following ego states: the child ego state, the parent ego state, and the adult ego state [98]. Each of these ego states are comprised of consistent feelings and behaviours, and these activate (unconsciously) in our interactions. By enabling you to identify which ego state is activated when interacting with others, TA can help better manage your emotions and respond in ways which promote collaboration and improve your ability to influence behaviour change in others. The three ego states of parent, adult, and child are further described below [100]:
Parent Ego State: the parent ego state is rooted in the past, and contains the attitudes, feelings, and behaviours taught/learned fromour parents or other significant authority figures. It involves responding as one of our parents would have: saying what they would have said, feeling what they would have felt, behaving how they would have behaved. It can take one of two forms: 1) the critical parent (criticizing, censoring, punishing authority-based judgments or rules e.g. “You should”, “You must”), and 2) the nurturing parent (protective, loving, and encouraging). The parent state can negatively hinder our interactions when experienced as being judgemental, dominant, punishing, condescending, smothering, overprotective or stifling. Other examples which may indicate the unhelpful parent ego state is activated include: impatient body language, anger, judgemental comments, criticisms, providing unsolicited advice, ordering others, raised eyebrows, arms folded across chest, blaming others.
The concepts of ego states and life positions are discussed below as they are key influencers on our inter-personal communications.
Adult Ego State: the adult ego state is the only ego state rooted in the present and contains the attitudes, feelings and behaviours we have learned to help us interpret reality based on our rational, objective appraisals. A person behaving or interacting with their adult ego will properly seek information and use their reasoning skills to evaluate it before making decisions. Interacting from the adult ego state is always the ideal as it promotes clear, effective communication because responses are logical and appropriate to the situation or present, and this ego state is able to keep the parent and child ego state under control. A good way to know if your adult ego state is activated is to examine whether your questions/comments are fuelled by compassion and curiosity, or irritable emotions, the desire to blame, criticize, and/or prove a point. Other example indicators the adult ego state is activated may include: being/feeling relaxed/composed, calm, open, reasoned statements, unemotional, thoughtful, leaning in to listen/look, clear confident tone, taking responsibility, focused on facts not opinions, discussing alternatives or results, seeking information, evaluating pros-and-cons, questioning: “why?, how?, who?, what?, where?, how?”
Child Ego State: the child ego state is rooted in the past, and contains the attitudes, feelings, and behaviours we feltin our childhood related to avoiding perceived painful experiences or pursuing pleasurable experiences. It involves responding instinctually in the present as we would have as a child seeking to meet its basic needs: saying what we would have said, feeling what we would have felt, and behaving how we would have behaved as a child. The child ego can present in one of two forms: 1) the adapted/rebellious child (defiant, complaining, compliant, and/or passive). 2) free child (curious, creative, spontaneous, affectionate and fun-loving). The child ego state may negatively hinder interactions when anger or despair dominates an individuals’ reasoning. Other indicators the unhelpful child ego state is activated may include: feeling/being resistant, defensive, uncompromising, withdrawn, disengaged, helpless, dejected, sullen, manipulative, subservient, obstructive, destructive, wanting one’s own way, feeling like a victim/persecuted, shoulder shrugging, irritable, monotone, fidgeting.
In TA, interactions are referred to as complementary when the ego states of the interacting parties are the same/sympathetic to one another (e.g. child-child, adult-adult, parent-parent). This means there is alignment between what an individual says and expects to receive as a response, and what they actually receive as a response, and results in more clear and effective communication [100]. Alternatively, when transactions occur between individuals communicating with each other from different ego states (e.g. parent-child, adult-parent etc.) they are referred to as crossed transactions, which can lead to breakdowns in communication, misunderstanding, and associated conflict.
Examples 1 (top) and 2 (middle)
Examples 3 (left) and 4 (right)
Examples of complementary transactions:
Parent-Parent (See Example 1): “What a terrible meeting!” - “One of the worst I’ve been to!”
Adult-Adult (See Example 2): “I noticed you weren’t able to take action since we last spoke, can we talk about what’s been going on for you?” - “You’re right, I’ve been really busy with illness in the family, however plan to take action now that things have calmed down”
Child-Child “I’m not going to try these recommendations as the people who made them don’t even understand our lives!” - “Yeah, I’m not going to bother trying any of them either.”
Examples of crossed transactions:
Parent-Child (See Example 3): “You should be careful or your animal won’t be able to continuing to earn money for you” - “What do you care?”
Adult-Child (See Example 4): “We haven’t spoken for a while and I’d be interested to hear your experiences trialling the solutions we discussed when we last met.” - “I feel like giving up as nothing is working!”
Adult-Parent: “I noticed you attended the training, what were key learnings for you?” - “They should have provided that training ages ago when we really needed it!”
The goal of TA is to have all parties involved converse in the idealized state of adult-adult because these are the only interactions informed by rational appraisals of reality in the present (vs feelings or learnings from the past), and thus result in clear and effective communication, decision making, and problem solving. However, as we go about our daily lives, we move from one ego state to another in reaction to different interactions without any thought, and our (perceived) ego state can also elicit different ego states in others that can either help or hinder communications and relations. Operating in the idealized adult-adult state can therefore be challenging, particularly when we are faced with emotionally difficult situations or interactions with people who have not yet developed an ability to manage their emotions and behaviours.
The following example illustrates how ego states inform the nature of our transactions:
When a community member feels like their needs are not being met e.g. does not feel understood, or like they are being judged by the community facilitator, their “child” ego state of mind may intervene to influence their interaction causing them act uncooperatively in defiance. This child ego state response may in turn arouse frustration in the facilitator, arousing an annoyed “parent” ego state response which can further break down relations as a sense of disdain takes over their interactions. This example illustrates how the parent and child ego states interact to create crossed transactions and undesirable outcomes. However with an understanding of TA, the community facilitator can identify ego states activated in themselves and others, and manage their emotions to effectively communicate from their adult ego state without undermining relations with community members that can hinder desired behaviour change and animal welfare improvements.
2. Life Positions
In addition to the ego states that define our personality state in any given moment, TA also defines “life positions” which are the basic beliefs about ourselves and others which act as the frame of reference through which we experience our interactions with others [101]. These beliefs refer to our sense of feeling “OK or “not-OK” about ourselves and those we’re interacting with, and ultimately influence the nature of our social interactions. In this context, being “OK” refers the innate value, goodness, worth, and equal right to live and meet needs we perceive ourselves and other parties in the interaction to have. The TA model assumes that everyone is born viewing themselves and others as “OK”; however it also recognizes our childhood experiences shape can change our perception of ourselves and/or others as “not OK”. Life positions therefore may change and adapt throughout life as we learn in develop, and can also be influenced by our/others’ states of being (ego states). As we interact with others, we take one of four life positions, which in turn result in one of four specific social interaction reactions or outcomes as illustrated in the below matrix and described further below [102, 99, 103, 101]:
Life Positions and their Influence on Social Interaction Outcomes adapted from Franklin Ernst’s OK Corral
I am not OK with me (-) (e.g. I don’t feel good/worthy/equal)
You’re OK with me (+) (e.g. I feel you are good/worthy/equal)
I am OK with Me (+) (e.g. I feel good/worthy/equal)
Helpless/One Down Position I’m not OK, You’re OK
Interaction Outcome: I get away from you
Healthy Position I’m OK, You’re OK
Interaction Outcome: I get on with you
Hopeless Position I’m not OK, You’re not OK
Interaction Outcome: I get nowhere with you
Better than You/One Up Position I’m OK, You’re not OK
Interaction Outcome: I get rid of you
You are not OK with me (-) (e.g. I don’t feel you are good/worthy/equal)
Healthy Position = I am OK, you are OK
This is the healthiest position, with people occupying this position holding the belief they and anyone else in the interaction are innately worthy and valuable. This position is grounded in the belief in one’s own abilities, and is characterized by mutual respect and seeing the best in the other person, thereby allowing parties to find a constructive approach to issues. This healthy position is expressed in the adult ego state, and results in the individual wanting to continue interacting with the other party (I get on with you).To adopt this way of thinking requires self-awareness and the ability to manage one’s emotions (automatic motivation). In addition, this position benefits from having positive beliefs about self (reflective motivation) e.g. confidence, self-esteem, self-efficacy, perceived competencies, sense of empowerment, and behavioural control. It also requires feeling one’s role and identity are valuable, even in the face of factors which may render one disadvantaged or marginalized. As such, this position may be a challenge for community members to adopt, particularly if they are marginalized and lack this self-belief. However, by communicating from this position using the adult ego state, community facilitators can demonstrate their belief in community members’ worth and value, which can contribute to improving community members’ own belief in their ability to make desired changes.
Better than you/One Up Position = I am OK, you are not OK
In this position the individual is at an advantage or feels superior or right (“I’m OK”) and projects anger, disgust, or disdain onto the person with whom they are interacting who they perceive to be wrong, inferior, or a scapegoat (“You’re not OK”). As a result of this projection of anger, blame, and/or criticism, the other party may get angry in response. This position can be expressed in the critical parent or rebellious child ego state, and results in an individual blaming or feeling hostile towards the other party (I get rid of you). When community facilitators operate from this position they can undermine community members’ self-efficacy when they don’t seek to understand community members’ lived experiences or recognize them as experts in their own lives and instead act as the expert or limit their meaningful participation, which can give the impression they don’t believe community members are capable of change or finding solutions to their own issues.
Helpless/One Down Position = I am not OK, you are OK
In this position, the individual feels disadvantaged, helpless and disempowered in comparison with others they are interacting with and may experience themselves as victims. This position is often expressed in the rebellious child ego, and creates a sense of wanting to withdraw from others in the interaction (e.g. I get away from you) due to not feeling as worthy as others in the interaction, often as a result of existing limiting self-beliefs (e.g. individuals who are marginalized or discriminated against may not believe they have anything valuable to contribute, or believe in their capability to affect change).
Hopeless Position = I am not OK, you are not OK
In this position, the individual perceives themselves and the other party as not good, worthy, or having equal rights. It is essentially a hopeless and frustrating situation where effective communication is very difficult. This position if often expressed in the rebellious child ego, and results in the individual feeling that their interactions with the other party are futile (I get nowhere with you). For example, individuals who have experienced discrimination may have developed limiting self beliefs as well as a lack of trust in others/social systems, which cause them to feel hopeless about working with others or trying to affect change.
In the previous example where the community member interacts from a child ego state and community facilitator from their parent ego-state, the community member perceived the interaction from a hopeless life position as they don’t feel “OK” about themselves or the community facilitator, which results in their child ego state influencing the community facilitator’s to perceive the interaction and respond from a Better than you/One up life position. As this example shows, it is important to understand how your ego state and life positions may be triggered when faced with emotional situations and interactions with community members, as well be aware their ego states, so you can manage your feelings, thoughts, and actions and respond in ways that not to hinder your influence and ability to collaborate. Additional examples of how TA can aid your role as a community facilitator include:
It is important for community facilitators to understand that different communities and social groups may respond or behave differently as a result of their unique social and cultural experiences and learnings influencing their ways of being (ego states) and relating (life positions). TA can help you understand, appreciate and accept this diversity amongst community members, and help reduce unconscious bias from hindering your efforts to promote inclusivity, diversity and equality, and achievement of desired behaviour change outcomes [104].
When one is exposed to situations where the welfare of animals or people is compromised, community facilitators can experience negative feelings such as anger and hostility which can be challenging to manage (e.g. child or parent ego state). When these negative emotions influence community facilitator’s perceptions of, or are directed towards community members, the ability be an effective community servant can be compromised as rapport and trust break down [104]. Being aware of how and when your ego state and life position influence your interactions in these situations can enable you to regain control of your feelings, thoughts and actions so you can respond appropriately from your adult ego state.
How to Apply Transactional Analysis in Practice
Two models which help to understand how our roles in social interaction, which are influenced by our ego states and life positions, can produce ineffective and effective communication are referred to as the Drama Triangle and Winner’s Triangle which are illustrated in the figures below.
The Drama Triangle is a model which describes conflicted or drama intense relationship transactions [105]. The drama triangle defines the three unconscious roles people take on (and can switch between) in stressful, emotional, or high conflict situations. When two people enter an interaction in one of the three roles on the drama triangle, their interactions will be characterized by drama, stress, conflict, or rescuing people from their responsibilities to solution problems for themselves. These interactions are unhelpful, and interfere with problem solving and effective communication. The three roles of the drama triangle which are further described below are Victim, Persecutor, and Rescuer; and people are likely to have a preference for playing one of these roles.
VictimRole: people who play this role feel oppressed, hopeless, and helpless. They may complain of unmet needs, and be unable to make decisions, solve problems, take pleasure in life, or achieve insight. The payoff for individuals who take this role is that they can avoid dealing with things that are unpleasant or difficult. The problem with the victim role is that individuals discount themselves, and typically seek out a persecutor and a rescuer who they think will save them but who in fact just disempowers them by perpetuating the victim’s negative feelings and/or creating dependency e.g. nothing is my fault, I’m not capable, poor me. The victim role is aligned with the hopeless (I am not OK, You are Not OK) or helpless/one down life positions (I am not OK, you are OK). Characteristics commonly associated with the victim role include: complaining, being helpless, withdrawing, catastrophizing, pretending to be incompetent.
RescuerRole: people who play this role tend to be enablers, will feel guilty if they don’t come to rescue, can be over-helpful, self-sacrificing. The payoff of this role is to be needed, wanted or liked. The problem with the rescuer role is that rescuing discounts others’ ability to think for themselves, keeps those in the victim role dependent, and gives the victim permission to fail e.g. you need me, let me help. The rescuer role is very prevalent amongst helping and caring professions, and is aligned with better than you/one up position (I am OK, you are not OK). Characteristics commonly associated with the rescuer role include: fixing, telling, giving solutions, taking over, martyrdom.
Persecutor Role: people who play this role tend to blame, criticise, and can be oppressive, controlling, rigid, authoritative, angry, and unpleasant. The payoff for persecutors is that they get what they want. However the issue with this role is that they tend to discount others’ value and integrity, don’t enable others to show their full potential, and keep the victim feeling oppressed by their demanding and inflexible behaviour. Persecutors will seek to control and criticize while failing to solve any problems or help anyone else solve the problem e.g. its all your fault, you got it wrong, and people tend to want to get away from them whenever they can. The persecutor role is aligned with the better than you/one up life position (I am OK, you are not OK). Characteristics commonly associated with the persecutor role include: criticizing, blaming, labelling, putting others down, feeling inadequate.
While the Drama triangle describes the above roles in their most extreme form, we often encounter milder versions of these roles in our work and personal lives. When people are caught up in a drama triangle, they will switch roles, and a rescuer may become a victim or a victim may become a rescuer, and these roles can change as the dynamics of the interactions change and develop.
As an alternative to the problematic drama triangle, the winner’s triangle was developed as a model for more productive social interactions that lead to a win-win situation for everyone involved [106].The roles within the winner’s triangle reflect the positive aspects of the three drama triangle roles and include: Assertive (vs. persecutor), Caring (vs. rescuer), and Vulnerable (vs. victim), which are further defined below [106, 107]:
Vulnerable Role: people who play this role may be suffering however express their real feelings, accept themselves, use their thinking and problem solving, and take action to care for themselves.
Caring Role: people who play this role have genuine concern for people which they demonstrate by: giving help when asked, trusting the other person has their own answers, accepting and encouraging others’ to think for themselves, actively listening (without trying to solve the problem), having clear boundaries, doing their share, and not doing things they don’t want to do (unless absolutely necessary). They are caring, understanding, and don’t need to be needed by others.
Assertive Role: people who play this role are aware of their own feelings, needs and wants, and act in their own best interests by: asking for what they want, saying no to what they don’t want, being flexible in order to get their own needs met, and don’t punish or others feel wrong. They often use “I” statements (vs. you statements), are non-judgemental, and accept others’ value and integrity.
The drama triangle can be transformed into the winner’s triangle through development of one’ self-awareness, managing one’s emotions, and communicate effectively [107]. Once we understand these drama patterns and become aware we are no longer operating in the adult ego state, we can break free and choose to step off the drama triangle and consciously seek to operate from our adult ego state.
As facilitators of behaviour change, it is therefore helpful to understand which role you tend to play on the Drama triangle. For example, as a community facilitator you may have a tendency to step on to the drama triangle in the role of rescuer, or potentially persecutor, and perceive community members as the victim who either are to blame for the welfare issues of their animals or who need your help to address observed welfare issues. Or you may perceive other community members or stakeholders within the role of persecutor, for example the animal health service provider who provides poor treatment and puts animals at risk may be perceived as the persecutor. These roles may then change if after your initial interactions, you find community members are not following your advice on how to improve animal welfare and are instead following the advice of the poorly trained animal health service provider. In this example, you may find yourself moving from rescuer to persecutor and start feeling negative feelings towards the animal owner. These feelings and associated responses and interactions are unhelpful to problem solving and achievement of the goal for improved animal welfare. Alternatively, if you perceived the animal health service provider in the role of persecutor, this would be similarly unhelpful to promoting a collaborative approach to addressing animal welfare issues.
When our professional interactions don’t seem authentic, or when we find ourselves confused or frustrated by conversations with others, we probably we have entered into one of the roles on the drama triangle. So how can you become free of all that could be holding you back so you can relate to people with congruence and authentic influence?
Use the following steps when interacting with community members to support effective inter-personal communication to promote collaboration and improve your ability to influence behaviour change:
Notice how you feel: the first thing to do when you feel a sense of confusion, irritation frustration, or helplessness is simply to notice this is actually happening. Ask yourself the following questions to improve your self-awareness:
Are we frustrated, confused, irritated, do we feel it's somebody else's fault?
Does that mean that we might be operating from a parent or child role?
Are we feeling “not ok” about ourselves or the other person?
Do we feel as if we're in our adult ego state?
Are we experiencing crossed transactions (where either our and/or another person’s non-adult ego state is operating).
Think about what might be happening for you, and also for the other person?
Listen - in order to communicate effectively we first need to listen (for additional guidance re to section on active listening below)
Move to your adult ego state
Soothe the child or parent ego state (yours or the other’s)
Enabling someone to move to their adult ego state so they can communicate from their best self is easily done by giving a few meaningful and positive comments e.g. empathetic responses or positive affirmations (for additional guidance refer to sections on empathy and active listening below). For example, you can say “That must be difficult for you”, “I understand how stressful that is for you”, “I know its frustrating when things don’t go as you believe they should” which helps the person then move back to their adult ego state so you can interact in a congruent adult-adult ego state.
Feel/show: it is important to authentically feel, and to show qualities of respect, vulnerability, authenticity, and empathy.
By understanding TA and being aware of the different ego states, you can learn not to respond based on unhelpful ways of being (e.g. from parent or child ego states, unhealthy life positions), and instead choose to respond consciously to improve communication, collaboration, and your ability to influence human behaviour change. TA therefore lends itself to strengthening emotional intelligence and inter-personal communication in the following ways:
Improves self-awareness through enabling identification and understanding of our/others’ emotional state and how this is influenced by/influences inter-personal interactions
Enables self-management as we can learn to keep our emotions under control once we are aware of them, thereby enabling us to choose to react consciously and in ways which are congruent with our values and objectives even in the face of challenges
Improves social awareness by enabling us to understand how others are feeling and why they reacting as they are,
Increases social skills by enabling us to respond effectively and with empathy, based on an understanding of our self and others, which also helps mitigate potential for conflict and break downs in interpersonal relations.
2c. Key Communication Skills
Empathy: Understanding Others’ Perspective
Empathy is a foundational skill which underpins emotional intelligence. The ability to communicate (send and receive messages) and lead by understanding others' thoughts, views, and feelings (being empathetic) is one of the most important means through which community facilitators enhance the quality of their interactions with community members to influence transformation and change.
Definition of Empathy: empathy is the ability to see things from another person’s point of view or from their frame of reference and feel what they feel. It involves understanding, being aware of, being sensitive to, and vicariously experiencing the feelings, thoughts, and experience of another person without making judgements [108]. In terms of communication, being empathetic involves communicating your sense of the other person’s experiences and feelings from your understanding of their perspective.
Benefits of Being Empathetic
Empathy involves being able to understand what a person is feeling in a given moment and also why their behaviours or actions make sense to them and we can use these insights to appropriately frame our communications with others, build trust and strengthen our relationships, and ultimately be more effective leading and inspiring desired change. The benefits of empathy are further described below:
Rapport Building: when facilitators express understanding of community members’ experience and feelings, and community members in turn feel they are accurately understood, accepted, and feel secure, rapport is built which is critical to a facilitator’s ability to influence behaviour change.
Improved Understanding and Awareness: responding with empathy provides community facilitators the opportunity to better organize and reflect back the meaning of the information community members are processing and communicating. This enables the facilitator to:
Demonstrate and check their own understanding of community members’ experiences and feelings, and
Evoke community members’ own reflections to support them in identifying problematic behaviours and solutions for themselves, as opposed to telling them or providing personal opinions or judgements which can cause defensiveness and a break down in relations. This is helpful to facilitating community members’ to move through the stages of change.
Guidance on Being Empathetic
Factors Influencing Empathy: People tend to be more empathetic toward some people and less so toward others [108]. As acommunity facilitator, it important to understand some of the factors that may influence your empathy so you can mitigate them and ensure your empathy is consistent across people you interact with. Factors influencing empathy include [108]:
How you perceive the other person
How you attribute the other individual's behaviours
What you blame for the other person's predicament
Your past experiences and expectations
You can mitigate these factors’ potential negative influence and improve your ability to be empathetic through an understanding and application of transactional analysis, particularly in relation to its assumptions, ego states, and life positions. Furthermore, the following points provide suggestions for how to be empathetic with others [109]:
Actively listen: effective listening must be active, which requires listening attentively to a speaker, understanding what they're saying, responding and reflecting on what's being said (refer to section below for guidance on active listening). It can also be demonstrated by providing appropriate feedback through body language e.g. nodding, smiling to encourage them continue, leaning forward, eye contact etc. Active listening encourages both the listener and speaker to remain actively engaged in the conversation.
Imagine yourself in the other person’s situation and accept their interpretation of it: By Imagining being in same situation as the person enables you to connect with their emotions and perspective and help ensure you don’t draw incorrect conclusions, comment and/or judge from your perspective without knowing the full details of what a person is experiencing e.g. “this is no big deal”, “you should try harder”, “you’re overreacting” etc. It is important to accept their interpretation of their experiences/situation without judging it, even if you do not agree and have a different interpretation.
Show care and concern: when someone tells you about their challenges or issues, show care and concern by asking how they are doing, if they would like your support, and/or let them know you are there to listen and support them in the ways you can/as appropriate.
Acknowledge the person’s feelings: it is important to validate people’s experiences and feelings as a means to build trust and rapport before working with them to address issues. Acknowledging means to recognize the importance of how they are feeling. Ensure you do no brush off or dismiss their feelings, avoid the topic, say something irrelevant, or attempt to move the conversation on before acknowledging and respecting how they feel.
Ask questions: ask people questionsto learn more about them and their lives and help encourage people to share more (refer to section below on open questions).
Don’t Rush the Conversation: a common mistake in community facilitation is trying to rush conversations to reach a certain end point or achieve a predetermined objective. When someone is sharing about their situation or issues, glossing over what they are feeling to rush towards the desired end point without acknowledging their feelings is invalidating and undermines the potential for collaboration. The more empathetic thing to do is connect with them based on their current emotional state by understanding their perspective and how they feel, and then seek to move them forward with questions. For example, a conversation like this may flow like this: “That sounds really frustrating” → “What happened that made it so difficult?” → “How are you feeling about it now?” → “What are your ideas about how to move forward?”. You can better build rapport by pacing the conversation and matching a person’s emotional state rather than trying to rush a conversation to a specific end point.
Don’t Judge: it is important to not to express judgement on an issue or person, nor form one before you understand the situation. Instead always give people the benefit of the doubt and understand they are doing the best they can and likely have their own justified reasons for their decisions, thoughts, and actions. It is also important to remember that all people have the ability to change and to uphold this belief regardless of their current actions.
Mirroring: mirroring is about connecting authentically with others by imitating their nonverbal signals as a means to build rapport e.g. their gestures, speech patterns, or attitude etc. The goal is not to copy someone’s mannerisms blindly but rather to adjust your behaviour to match their tone and vibe to create a sense of congruence with them.
Show emotional support: emotional support means giving people your trust, affirmation and encouragement (refer to section below on affirmations). Let them know that you will support them in whatever they choose to do and do not judge them. An example of a supportive statement is: “Knowing you, you always consider things very carefully. You know your situation best and I am supportive of whatever you choose to do.” Sometimes, what people are looking for is not answers or not solutions, but rather are looking for empathy and support.
In addition to the above, other things you can do to strengthen your empathy skills include [108]:
Work on listening to people without interrupting.
Pay attention to body language and other types of nonverbal communication.
Seek to learn more about how others feel to strengthen your connection with them.
Seek to identify your biases to understand and mitigate how they affect your perceptions of others.
Look for ways in which you are similar to others versus focusing on your differences.
Be willing to be vulnerable and open about how you feel.
Engage in new experiences to improve your understanding of how others in that situation may feel.
Examples of Responding with Empathy
Example Scenario: a community member expresses the following: “I’d like to meet my livestock’s welfare needs and am worried that I won’t be able to continue to rely them to earn a living if I don’t; but I don’t know what I can do given how busy I am and how limited my resources are. It’s overwhelming.”
Examples of empathetic responses:
“You rely on your animals and care about their wellbeing, and face challenges in meeting their needs which leaves you feeling very overwhelmed and not sure what to do.”
“It is understandable that you are worried about your animals and your livelihood which depends on them, and feel a sense of powerlessness.”
“There’s a looming uncertainty and risk if you don’t meet your animals’ welfare needs, and it feels like there’s a wall in front of you which prevents you from being able to take action to improve their welfare.”
“So, on the one hand, you want to take action and improve your animals’ welfare, but on the other, you worry you won’t be able to do anything even though you have the desire to.”
Applying Empathy to Improve Communications
When you are communicating it is important to adapt your communication to what will be most effective for the interaction from the perspective of the person you are engaging with. The following two step sequence outline how you can take the concept of empathy and apply it to your communication practices [110]:
Attribution: attribution is the act of gathering information concerning where your audience or recipient is and how they will best receive your message. You can do this by seeking to understand the perspective of the person receiving your communication and see the world from their eyes and understand how they feel. This will enable you to make some “attributions” about where they are, what they want, and how they may need something conveyed to them.
Accommodation: once you have taken into account the perspective of the person receiving your communication, you will then need to accommodate their perspective and feelings by adapting your behaviour and communication to their perspective. Adapting to a context and speaking empathically doesn’t mean you have to tell people whatever they want, but rather when you know where people are at, you can be more effective in compelling them into a different future. To help you adapt your communications to be empathetic, consider the following questions from the perspective of your audience [110]:
What communication do they need to hear (e.g. choosing the right words that make the most sense in the situation to fit their perspective)?
How do they need to hear it?
Where do they need to hear it?
What is the style they need to hear it in?
Why they are interested in hearing it in the first place?
Active Listening - open ended questions, affirmations, reflective listening, summarizing
The core skill associated with effective communication is active listening which includes: asking open questions, and providing affirmations, reflections and summaries. This can be remembered by the acronym OARS.
Listening is different to hearing what someone says. It is a very active process and can achieve the empathy, deep curiosity and exploration of someone’s perspective needed in the change process. This can also be vital to overcome any challenges regarding the interpersonal relationship between listener and speaker.
OPEN QUESTIONS
Open questions are questions that encourage more than a yes or no answer. They elicit understanding, encourage talking and facilitate abstract thinking skills.
The goal: use more open than closed questions.
Open Question Examples:
“How are you today?”
“What’s made you speak to me about this?”
“Can you tell me more about that?”
“Why do you want to make this change?”
Additional tips for framing open-ended questions to be authentic and situationally appropriate:
During initial discussions, ask questions which first seek to identify a person’s own understanding of situation/problem e.g. ask what they know about the issue. This will enable you to focus your discussion with them on areas where they may lack understanding or awareness.
Remain curious to learn and focus on evoking more change talk through open ended questions and reflections.
Keep in mind which stage of change a person is in at a given point in time, and tailor your questions depending on their stage of change/how they respond. For example you can tailor questions or elicit change talk in pre-contemplation, contemplation stage, or tailor questions to evoke ideas about how to plan/solutions in preparation stage. How to use open ended questions within the four facilitation processes for facilitating progress through the stages are described below:
Process of Engagement: use open ended questions when starting to build a foundational relationship to gain sense of what is important to community members and help build rapport
Process of Focusing: after rapport has been built, use open ended questions to begin identifying the priority issues community members are interested in to set a clear direction for working together moving forward.
Process of Evoking: use open ended questions here to elicit change talk change talk and draw out their own reasons and motivations for change.
Process of Planning: once community members are aware of the issue and have expressed a desire to change to behaviour, use open ended questions to ask about what they think they can do/what solutions they can implement to achieve desired change.
AFFIRMATIONS
Affirming means to actively listen for a client’s positive strengths, skills, values, efforts, accomplishments, aspirations and traits, and to reflect those to the client.
The goal: be in a mind-set of consciously ‘looking out for’ these positive qualities, and, if genuinely appreciated, to reflect them back to community members.
Affirmation Examples:
“You came up with a lot of great ideas to address your animal’s welfare needs. Great brainstorming today.”
“It’s important to you to be a good animal owner.”
“You are the kind of person who takes their responsibilities seriously, and want to do the right thing.”
“You’re investing a lot of effort and really trying to make this change.”
Additional tips on giving affirmations:
Affirmations should be framed in terms of “You” and never include the word “I”. This is because “I” reflects your opinion rather than affirms an innate quality or strength in the person e.g. “You clearly have through about this care a lot” vs. “I think you care a lot.”
Focus affirmations on reflecting a person’s efforts rather than their results as a means to encourage and motivate them and promote their self efficacy and confidence.
Avoid using words like good, bad, great etc. when making affirmations as they imply judgement. When such positive words are used they act more like praise rather than affirmations e.g. “It is good you are supporting your animals” (praise) vs. “Caring for your animals is important to you” (affirming).
Focus affirmations on positive aspects as a means to express empathy for what and why they want to change e.g. focusing on their strengths, efforts, who they are as a person/animal owner etc.
REFLECTIONS
Reflections are statements rather than questions, and are based on having listened to what someone said, and making a guess as to what they meant. Often a question statement can be turned into a reflection by removing the inflection at the end and any query words at the beginning. Reflections can be simple or complex. Try to use complex reflections at least half of the time.
The goal:
Remember that what we think a speaker means may not be correct, and that we must ‘hypothesis test’ our thoughts with reflections to ensure common purpose
Reflect more often than you ask questions.
Reflection Examples: Consider the statement: “If I was happier monitoring my animal’s welfare, I would do it”. Possible reflections include:
“You would like to be more confident in monitoring your animal’s welfare.”
“You feel unsure about whether you’re monitoring your animal’s welfare correctly.”
“Observing your animals’ welfare issues is upsetting for you.”
SUMMARIES
A summary is a special type of reflection that brings together content from two or more statements made by someone. They encourage us to listen very carefully to what a person says throughout a session, and, when offered, show a person that you remember and value what they say. They also give the person we are speaking with an opportunity to point out if we have missed something important in the discussion, so they can fill in the gaps.
The goal: listen attentively to a person’s thoughts and feelings throughout, ready to use a ‘basket of reflections’ to thoughtfully collect, link or transition client statements as needed. For example, you may wish to form a collecting summary to bring together all the reasons for change someone has offered in an interaction.
Summary Example:
“So one thing you hope will be different a year from now is that you will have some better buildings on the farm, that will help make your daily routine easier and be more positive for the cows. You’ve been finding it easier to keep on top of the shelter cleaning recently, and you’d like that to continue. You also said you’d like to learn a little more about nutritional feed composition. What else comes to mind when you think of where you’d like things to be a year from now?”
Approaches for Working With Communities: Community Development Approach, Community Engagement Approach, Societal Outreach and Campaigns Approach
Stages of Behaviour Change: Contemplation Stage
Project Support: Facilitator Resources, Training
Specific Topics: Outreach and Communications; Community Change Agents
When someone is contemplating making a change, there is balance between their reasons for and against change, and people often experience a period characterised by ambivalence where they weigh the advantages and disadvantages of change to help them make a decision. Resolving this ambivalence and tipping the balance in favour of change can be achieved by strengthening a person’s language about their reasons to change, referred to as change talk, and softening their language in favour of the status quo, referred to as sustain talk. The purpose of this facilitator resource is to enable you to recognize and understand the difference between change talk and sustain talk. Your ability to recognize change talk and sustain talk is a necessary first step to enabling you to effectively facilitate conversations about change as needed to evoke and strengthen community members’ rationales for change (change talk), and overcome their arguments for not changing (sustain talk).
Ambivalence
Ambivalence is the state of experiencing conflicting beliefs, feelings or emotions simultaneously, which can stop people’s progress towards change. When someone is in a state of ambivalence, they will often have very good reasons for change and very good reasons against change. The language community members use (change talk and sustain talk) will indicate whether they are in this contemplation, or ambivalent stage of change.
If someone is simply not yet ready to change or does not believe there is a problem, this is different than ambivalence. In such situations you may instead encounter resistance talk, indicating they are in the pre-contemplation stage of change. For example, someone may say “I don’t believe this is a big a problem and don’t see the need to change.”
Change Talk
The acronym “DARN CAT” is useful to use to understand the types of change talk we hear. When someone is preparing to change, “DARN talk occurs, which is described with examples in the table below [111].
Types of Change Language
Change Talk Examples
Desire Statements about preference for change.
“I’d like my animals not to be lame regularly.”“I want to...” “I would like to...” “I wish…“
Ability Statements about capability.
“I guess I could pick out my animal’s feet more regularly.”“I could…”, “I can...”, “I might be able to…“
Reasons Specific arguments for change
“I want my animals to have good welfare.”“I would probably feel less stress if my animal’s welfare improved”“My animal needs to feel better as my family’s livelihood depends on it.”
Need Statements about feeling obliged to change.
“I must spend less time and money seeking treatments from animal health service providers.” “I ought to…”, “I have to…“, “I really should…”
When someone is close to resolving their ambivalencein favour of change, CAT talk appears which is described with examples in the table below.
Types of Change Language
Change Talk Example Statements
Commitment Statements about their willingness to change.
“I have good reasons to improve my animal’s welfare.”“I am going to ... “, “I promise…”, “I intend to... “
Action Statements about their readiness to take action.
“I’m willing to talk to an animal health service provider about this.” “I am ready to ... “ “I will start tomorrow…”
Taking steps Statements about action taken.
“I’ve started attending community meetings where this topic is discussed.”“I actually went out and…”, “This week I started...”
Sustain Talk
Any language that can act to promote change also has an equal and opposite partner in favour of staying the same: sustain talk. You will be able to identify sustain talk when a person verbalizes their reasons not changing. The table below outlines the types of sustain talk with examples.
Types of Sustain Language
Sustain Talk Example Statements
Desire Statements about preference for staying the same/not changing.
“I don’t want to spend that long trying to prevent issues.”
Ability Statements about not having capability.
“I’ve tried, and I don’t think I can check my animal’s feet that often.” “I can’t afford to seek treatment for my animal.”
Reasons Specific arguments against change
“If I try to manage this issue I just create a problem somewhere else.”
Need Statements about not feeling an obligation to change.
“I’ve got to focus my time on other things.”
Commitment Statements about their unwillingness or lack of commitment to change.
“I’m just not going to care for my animal’s feet - that’s final.”
Action Statements about not wanting to take action.
“I’m prepared to accept the risks of keeping my animals this way.”
Taking steps Statements about actions no taken.
“I threw away that information sheet earlier this week.”
Specific Topics: Outreach and Communications; Community Change Agents
Much of the work of community facilitators relies on their ability to effectively facilitate conversations and motivate communities to adopt desired change. A guided conversational facilitation technique for engaging stakeholders, clarifying their strengths and aspirations, evoking their own motivations for change, and promoting their autonomy in decision making is called Motivational Interviewing (MI). This facilitator resource outlines the spirit, processes and key principles of MI ensure conversations about change are effectively facilitated and that communities’ preferences, needs and values remain at the heart of all conversations.
The Spirit of Facilitating Conversations about Change
In order to be effective in facilitating conversations about change, it is first necessary to have the right mind-set or way of being, referred to a “spirit” in MI. The following section outlines the key elements of the spirit of MI which are required to effectively facilitating conversations about change, which are represented by the acronym “CAPE” [57]:
Compassion: Actively promoting community members’ welfare and needs.
Acceptance: Viewing your community members’ as people with absolute worth and autonomy, and engaging with empathy and affirmations.
Partnership: Viewing your interaction with community members as an active collaboration between experts.
Evocation: Viewing community members as people with their own good reasons and strength to change. Your role as a community facilitator is to guide them there.
It is important to consciously strive to embody this spirit and draw upon these four elements whenever facilitating conversations about change with community members.
Key Principles of Facilitating Conversations about Change
In addition to embodying the element of spirit, it is important to follow the four guiding principles below to effectively facilitate conversations about change [57, 112]:
Listen with empathy: Effective listening skills are essential to understand what will motivate a person to change, as well as the pros and cons of their situation. Seek to understand their values, needs, abilities, motivations, and potential barriers to changing their behaviour, and communicate respect and acceptance of where the person is in their change process.
Understand a person’s motivations: It is a person’s own reasons for change, rather than the community facilitators, that will ultimately result in behaviour change. By approaching a person’s interests, concerns and values with curiosity and openly exploring their motivations for change, community facilitators will get a better understanding of community members’ motivations and potential barriers to change.
Empower the person: Empowering people involves exploring their own ideas about how they can make changes to improve their animal’s welfare and drawing on their personal knowledge about what has succeeded in the past. It is the role of the community facilitator to elicit hope and support and encourage a person’s belief in the possibility of change, and their capacity to reach their goals. Work with them to identify achievable steps towards change an
Resist the righting reflex: The righting reflex describes the common urge amongst community workers to fix what is wrong (with a person, situation, or animal). It involves giving unsolicited advice e.g. “you should…”, or advice without eliciting more about the person’s perspective. At its core, it is a helping response driven by a desire to be of service, promote positive change, and support others; however it is often unhelpful in situations where people are uncertain about changing. When we give in to the righting reflecting, we often inadvertently reinforce a person’s argument to maintain the status quo. This is because most people resist persuasion when they are uncertain about change, and instead respond by recalling their reasons for maintaining the behaviour. Community facilitator’s ability to suppress their initial righting reflex is essential enabling them to explore and evoke a person’s own motivations for change.
Guidance on Providing Advice and Feedback: Ask-Offer-Ask
It is important to always remember that community members have the most expertise in their lived experience, and that any engagement with them needs to be in the spirit of partnership (vs. acting like the expert or parent or in their lives). When providing information, advice or feedback to support others’ change process and avoid falling into the unhelpful righting reflex trap, it is recommended to use the Ask-Offer-Ask model as described below:
Before providing your advice, information or feedback to community members, first ASK what they already know or what do they want to know about? e.g. “You know your situation best, how are you managing this issue right now?”, What are your thoughts on…? “What you know about….?”, “What would you like to know about?”, “Is there any information I can help you with?”, “What might be helpful?”
Exploring prior knowledge and what community members are interested in knowing more about shows respect for community members as experts on themselves. Further, it avoids telling them what they already know, which can also save time. Asking about what they’re interested to know helps you find out what they most need and want to know. You can then use reflections to show you have listened to what they have said before moving on to offering your expertise.
Ask permission to offer your advice, only then OFFER your advice/information, suggestion e.g. “Would it be alright if we talked about…?”, “I have some ideas about…, would you be happy for me to share them?”, “Would you like to know about…?”
Consider the following when offering your expertise:
Offer your input in a neutral way, and avoid scolding, instructing, telling them what to do, giving long lectures, or saying things like “you should…”.
Prioritize what you offer: what does the person most want/need to know? Start with what they want to know. Even if you have information you want to share, but don’t lead with what you think is most important.
Be clear: avoid jargon and use everyday language
Offer small amounts of information/advice and then check how it is received, making sure to provide them with time to reflect.
Support their personal choice/ agency: Acknowledge people’s freedom to disagree or ignore your input. Giving them the choice not to take your advice provides them with freedom and autonomy, and they are in turn more likely to listen and take your advice. e.g. “You might disagree with this idea”, “…but, of course it’s up to you…”, “I don’t know whether this is relevant to your situation…”, “This may or may not interest you…”, “I wonder what you will think of this…?”
Asking permission shows respect and increases their willingness to hear your thoughts/advice/information/feedback. Collaboration and shared focus are key.
Once you have provided advice or information, ASK community members what they think about it and what it means to them by:
Using open questions e.g. “What do you think?”, “What does that mean to you?”, “What are your thoughts on this?”, “How does that sit with your knowledge of this?”
Use reflections to reflect back the reaction you observed in them
Allow them time to process and respond to the information.
Asking what community members think of your input respects them as experts on activating their change. It also will enable you to check their understanding, identify potential needs for further discussion, or enable you to adapt your engagement as needed to further support their change process.
To effectively provide advice and overcome our righting reflex requires skills in active listening and empathy. Refer to the facilitator resource Essential Communication Skills for Promoting Behaviour Change for guidance on active listening and empathy.
The Process for Facilitating Conversations about Change
In addition to having the right mind-set or spirit and communication skills to facilitate conversations about change, you also need to know how to go about it. The following section outlines the four processes or sequential steps to follow to facilitate conversations about change[57]. However, it should be noted, that while these processes are generally followed in the order shown, in the course of a conversation, the processes are not necessarily fixed and any stage might recur, or the steps might overlap and flow into each other.
Step 1 - Engage: during this step, the goal is to create a collaborative working relationship with community members based on mutual trust and respect. To do this, community members need to feel that they are comfortably and actively participating in the discussion.
During the engage process, focus on:
Understanding why community members want to work with you. What do they want?
Understanding how important community members’ goals for their animals’ welfare may be. What are their challenges and motivators for improving animal welfare issue(s)?
Being welcoming, empathetic, and understanding.
Establish and explore expectations around how community members think you can help.
Offering hope, and presenting a positive, honest picture of possible changes.
Consider the following questions to support your effectiveness in having conversations seeking to engage community members in a collaborative working relationship:
How comfortable is this person talking to me?
How supportive and helpful am I being?
Do I understand this person's perspective and concerns?
How comfortable do I feel in this conversation?
Does this feel like a collaborative interaction?
Step 2 - Focus: during this step, the goal is to build a conversation that is purposefully moving towards change. Ensure consistency between your ideas and those of community members in terms by finding one (or more) goals or outcomes that create a direction that you and community member(s) agree on. The following three elements can help bring about focus, and may influence one another:
Community members may have problems they are interested in discussing with you
The context can inform the topic of focus e.g. veterinary visit, welfare inspection
Your own expertise may similarly provide insights on potential topics of focus as while community members may have ideas of their own, others may become apparent to you in course of your discussion with them.
Consider the following questions to support your effectiveness in having conversations with community members to bring about focus in goals for working together:
Do I have different aspirations for change for this person?
What goals for change does this person really have?
Are we working together for a common purpose?
Does it feel like we are moving together, not in a different direction?
Do I have a clear sense of where we are going?
Step 3 - Evoke: the goal of this step is to elicit community members’ own motivation to change whereby they talk themselves into change. To do this requires learning to recognise and evoke change talk, and strengthen it when it occurs (refer to facilitator resources 3. Guidance on Listening for Change Talk, and 2c. Key Communication Skills for further guidance)
Examples of change-oriented questions related to level of importance or confidence that can help evoke change talk include, but are not limited to:
If you could magically change one thing right now by snapping your fingers, what would it be? How could you do it?
What have you achieved so far?
How important is it for you to….?
What are the down sides of how things are now?
If you choose to continue on without making a change, how do you think your life might look like this time next year?
How could you implement this change?
What’s the worst thing that could happen if you make this change?
What’s the best possible outcome?
Use the following tips to strengthen change talk once you hear it:
Consider the following questions to support your effectiveness in having conversations seeking to evoke community members’ own reasons for change:
Is my righting reflex being activated and causing me to be the one arguing for change?
Is their reluctance to change more about lack of confidence or that they don’t feel making a change is important?
What arguments for change am I hearing?
Am I directing the conversation too far or fast in a particular direction?
What are this person's own reasons for change?
Step 4 - Plan: the goal of conversations in this step is to have conversations about action, whilst carefully promoting community members’ autonomy and decision making. The planning step occurs when community members begin thinking and talking more about how they could change and when, and less about why and whether to change, for example, when community members:
Consider the following questions to support your effectiveness in having conversations with community members about planning for change:
What would be a reasonable next step towards change?
Am I remembering to evoke rather than prescribe a plan?
What would help this person move forward?
Am I offering needed information or advice with permission?
Am I retaining a sense of quiet curiosity about what will work best for the person?
Facilitating Conversations about Change with Groups instead of Individuals
The guidance outlined above applies when working with individuals or groups. However, when having conversations with groups of community members, applying MI’s spirit, principles process, and key communication skills (discussed in the facilitator resource Essential Communication Skills for Promoting Behaviour Change) can be further tailored to support group discussions in the following ways:
Affirm peoples' efforts to come together
Giving people a chance to have a choice (listening to them)
Reflect change talk as people contribute back to the wider group to inspire more collective change talk
Ask permission to give information
Evoke Questions from the group
Draw upon their expertise and experiences
Acknowledge their choices/agency/autonomy
Summarize the group consensus
Support the group to prioritize options and choices
General Best Practices and Rules of Thumb
Key best practices and rules of thumb to remember about the spirit, principles, and process of facilitating conversations about change (MI) include:
Effective Way of Being(MI consistent - DO)
Infective Way of Being(MI inconsistent - AVOID)
I have some expertise, and community members are the experts of themselves.
I am the expert on how and why community members’ should change.
I find out what information community members want and need.
I collect information about problems.
I match information to client needs and strengths.
I rectify gaps in knowledge.
Community members can tell me what kind of information is helpful.
Frightening information can be helpful.
Advice that champions community members’ needs and autonomy can be helpful
I just need to tell them clearly what to do.
Avoid the following common pit-falls in facilitating conversations about change:
Assuming providing our expertise will fix community members’ problems by providing our expertise and assuming this will solve the problem.
Overestimating how much information and advice communities need.
Thinking that frightening information is helpful and will motivate people to change.
Facilitating conversations about change (MI) is about evoking peoples' own motivations for change rather than trying to instil it.
Have interest in, and make an effort to understand the internal perspective of community members with whom you engage.
The use of MI techniques outlined in this resource are done 'for' and 'with' people.
Actively prioritise community members’ needs and promote their well-being. Improving animal welfare should not come at the expense of community members’ needs or well-being but rather be aligned with them.
Value and trust in the inherent potential and worth of community members with whom you interact.
Seek to acknowledge the efforts and strengths of community members.
Honour and respect community members’ autonomy, and their right and capability to direct their own lives, learning, motivation and behaviour based on their understanding of their own situations.
The table below provides a summary of general guidance for community facilitators to support working with community members to progress through the different stages of change. It includes definitions of each stage of change with examples in the context of animal welfare, along with the process for community facilitators to focus on when individuals are in each stage, as well as recommended tools and techniques helpful to harnessing people’s own motivations and rationales for change, and building their confidence and commitment to take action and sustain change.
Approaches for Working With Communities: Community Development Approach, Community Engagement Approach, Societal Outreach and Campaigns Approach
Behavioural Drivers (COM-B): Motivation
Stages of Change: Stages of Change, Pre-contemplation Stage, Contemplation Stage, Preparation Stage, Action Stage, Maintenance Stage
Project Support: Facilitator Resources, Training
Specific Topics: Outreach and Communication, Community Change Agents
Stage of Change
Processes for Change / What to Focus On
Recommended Tools / Techniques to Use in Each Stage of Change
Pre-contemplation:
Individuals do not recognize the need for change or are not actively considering change.
Consequences/cons of change are felt to outweigh the benefits/positives.
For example, a person doesn’t think it is a problem if they do not provide their animals with access to water to drink throughout the day.
• Build Rapport – show respect and empathy by recognizing individuals’ expertise in their own lives/situations, their intentions for acting informed by their expertise and lived experiences, support their autonomy in decision making rather imposing your expertise.
• Evoke individuals’ reasons for change by connecting behaviour change to the things the individual cares about.
• Elicit change talk/their rationales for change by bringing their attention to their rationales for change and minimize attention and discussion focused on exploring rationales for sustaining their current practices.
• Consciousness Raising: Support individuals to seek out new information to gain understanding and feedback about the problem behaviour to help improve their awareness of the problem (e.g. facts, leaflets). You may wish to consider undertaking a Societal Outreach and Campaigns Approach as a first step.
• Dramatic relief: Support individuals experience and express feelings about the problem behaviour and potential solutions, encourage self-evaluative process that enables individuals to assess/understand the negative impacts of the current behaviour and potential benefits of change.
• Environmental Re-evaluation: help raise doubt and increase the person’s perception of the risks and problems with their current behaviour e.g. guided discussions with others, testimonies, storytelling that promote learning and reflection about how their actions affect their animals/themselves/others.
If individuals continue not to recognize or accept there is a problem, focus on continuing to build rapport through active listening, asking open ended questions, using reflections and summaries about what they community and show empathy so they feel understood. Ensure they understand change is ultimately up to them and not being pushed on them. Consider asking to schedule a time when the discussion can be revisited, perhaps after they take time to reflect or seek out additional information.
Recommended Tools/Techniques:
Use OARS to elicit change talk, build rapport, show empathy, and:
• Open ended questions to invite individuals to tell their story in their own words, and provides an opportunity to learn more about what the person cares about e.g. their values and goals.
• Affirmations: Can take the form of compliments or statements of appreciation and understanding that recognize a person’s strengths and acknowledge behaviours / qualities / characteristics that encourage the direction of desired positive change, helps build rapport and their confidence in their ability to change.
• Reflective listening: Involves rephrasing a statement to capture the implicit meaning and feeling of a person’s statement, encourages and helps people understand their motivations more, and helps amplify or reinforce individuals desire for change.
• Summarize what you have heard individuals, highlighting in particular any recognition of the problem, their concerns about the issue, their intent to change, or their optimism about their ability or outcome of making change.
Provide Feedback using Ask – Offer – Ask approach:
• Ask permission to discuss behaviour to show respect, Ask what they already know before offering feedback / advice / information about the issue, Ask permission to offer information they may not know.
• Offer information or feedback if granted to permission to do so.
• Ask them to reflect on the feedback/information you have provided.
Individuals recognize the problem related to their behaviour and are considering change.
They are weighing the pros and cons of change but are ambivalent and/or uncertain, and may feel the negatives of change still outweigh the positives.
For example, a person doesn’t take preventative measures against animal disease despite being concerned about the health risks diseases pose.
• Guide their internal motivation by continuing to elicit change talk / their rationales for change to strengthen their commitment to change.
• Self re-evaluation/Re-evaluating self-image: work to facilitate changing their beliefs and attitudes by (Davis Jr. 2010): - helping them recognise the difference between their values and behaviour/creating cognitive dissonance, - values clarification activities or discussions, - contact and discussions with role models, - guided imagery (where people imagine themselves in the new situation [e.g., animal experiences good welfare and they feel good about practicing desired behaviour]
• Support individuals to choose change through weighing up the pros and cons of change to resolve their ambivalence/tip the balance between the pros and cons by: - exploring ambivalence and alternatives, - identifying reasons for change/risks of not changing, - increasing the persons confidence in their ability to change.
Highlight/promote awareness of success stories/those who have made and sustained similar change to encourage others to follow their example and improve their confidence in their ability to change.
Recommended Tools/Techniques:
Strengthen commitment to change through use of OARS (see above):
• Elicit change talk by asking open-ended questions related to: disadvantages of the status quo advantages of change optimism for change their intention to change.
• Use reflections to amplify or reinforce individuals desire for change.
• Use affirmations to help build individuals confidence in their ability to change.
• Use summaries to point out discrepancies between the person’s current situation and future goals.
Individuals are motivated to change their behaviour/see the benefits of change, and are intent upon taking action.
They believe the positives/benefits of change outweigh the costs, however are considering what to do.
For example, a person is convinced of the benefits of addressing a particular welfare issue, but lack the understanding of what to do about it.
• Goal Setting - support individuals to identify a specific target for change / goal.
• Making a commitment to change.
• Support them to explore options for making the change and select appropriate strategies for taking action e.g. identify time to act, who/what will help.
• Recognize/reiterate individuals’ choice and control over any decisions or change they make.
• Develop a realistic plan for taking action.
• Discuss potential problems/challenges and solutions to help reduce their perceived/real barriers that may make the behaviour more difficult to adopt e.g. how to acquire the necessary knowledge or skills, or ideas for reducing costs.
• Create social conditions to support individuals in making the change as needed (Davis Jr. 2010): - work to change community norms to favour change - draw attention to those who have made a change - organize events or create opportunities for individuals to make their commitment to change publicly or in front of others for greater accountability
Recommended Tools/Techniques:
• Continue elicit change talk to strengthen individuals commitment to change. • Write down individuals goals for change and change plan.
Individuals have initiated change and start practicing the new behaviour, experiencing its benefits as well as costs, such as time, effort, money, opinions of They are taking steps towards change, however haven’t fully stabilized in the process.
For example, a person has begun sheltering their animals at night, however may find that this now requires extra effort to regularly keep it clean.
• Support individuals to implement action plans and take steps toward change based on the plan they developed and revise as needed.
• Work to
• Recognize/reward successes: provide encouragement and feedback on positive steps taken towards desired behaviours, praise and recognize individuals efforts.
• Support individuals to overcome challenges e.g. skill building, assisting with solving problems, identifying and removing/avoiding problem behaviour triggers.
• Consider mechanisms for supporting accountability to help maintain individuals motivation and commitment e.g. self-monitoring, public sharing of achievements/proud moments, give praise and recognition of efforts, facilitate peer-peer support networks.
Recommended Tools/Techniques:
Affirmations can be used to recognize individuals’ strengths and efforts in taking action to change.
Individuals are practicing the new behaviour and making necessary adjustments to sustain the change. The benefits or positives of change are clearly outweigh the costs/negatives. new behaviour is sustained for at least 6 months.
For example, despite efforts to require to learn how to train their animals using positive reinforcement rather than harmful punishments, a person continued guiding their horses without whipping for at least 6 months.
Ensure preconditions for sustainability of change.
Support individuals to develop processes and skills for maintaining change.
Support individuals to identify and use strategies to prevent return to prior behaviour.
Continue to promote individuals’ motivation and confidence in abilities to sustain change through:
• Regular discussions and reflection, and sharing of success stories by those who have made and sustained change, and recognize people’s efforts to change and encourage others to follow their example.
• Continue positive reinforcement and establish mechanisms of rewards and recognition for maintaining behaviours e.g. acknowledge individuals efforts, commitment, and achievements, encourage individuals to be role models for others, public sharing of their successes, continued self-monitoring and reflection on their positive efforts and achievements, as well as benefits of change.
• Encouraged utilization of support systems e.g. peer support networks, linkages with local organizations/extension agents etc.
Establish accountability mechanisms that encourage individuals to sustain change e.g. self-monitoring and sharing of results, peer-peer support and sharing of progress.
Recommended Tools/Techniques:
Affirmations can be used to recognize individuals’ strengths and efforts in maintaining change.
This PLA may be conducted to assess change in a variety of contexts, and this tool includes guidance for two different versions, including: a) changing trends analysis, and b) before and now change analysis.
T11a: Changing Trend Analysis
A changing trend analysis helps the community to identify changing trends over time, for example over generations. Here, a ‘generation’ refers to people born and living around the same time e.g. ‘grandparents generation’, ‘parents generation’, ‘present generation’ etc. Through discussion of present and past situations, this tool enables participants to identify the significant changes that have occurred over time, promoting a greater understanding of the current situation.
Tool purpose:
Time needed:
• To reflect on changes to the lives of animals and animal-owning households within a community over time: - animal populations - reliance and use of animals - animal husbandry and management practices - disease patterns - availability and use of health services and resources - climate or other environmental factors • To generate discussion about significant changes over time and reasons for any perceived negative changes that have occurred
2 - 3 hours
Materials needed:
Cards, pens, markers, coloured powder, chalk, sticks, tree leaves, coloured cards or other locally available materials.
Keyword Search Tags
Project Phase: Initiation Phase
Approaches for Working With Communities: Community Development Approach, Community Engagement Approach
Project Support: Participatory Learning and Action Tools
Specific Topics: Animal Husbandry and Management; Animal Welfare, Feelings and Needs; Animal Health and Services; Livelihoods; Vulnerability / Resilience
Changing trend analysis
Figure T11A-1 Changing trend analysis matrix (analysis criteria on vertical axis, generations on horizontal axis)
Figure T11A-2 Changing trend analysis of changes affecting potters and their working animals over four generations
The completed matrix above is the result of a changing trend analysis carried out with a group of animal-owning farmers. It was used as part of a community needs assessment and shared vision. It shows changes in work type and land ownership, quantity, type and cost of animal feed and fodder, grazing land accessibility and availability, average household income and expenditure, availability of and distance to travel for water, human and animal disease prevalence and treatment options, and changing political situation. As a result of this exercise, farmers were able to identify opportunities to mitigate the trends they identified as negatively impacting their lives and the related welfare of their animals.
Changing Trend Analysis
Step 1
Start by explaining that the purpose of the exercise is to understand how the situation in the community has changed over time, and that the group will start with the present and then look at the past. Then ask the group what changes they have experienced in their lives as compared to the past?
Examples:
• Income-generating activities for men and women (separately) • Household income • Household expenditure
Other human aspects, such as food consumption, health and illness, education, and social groups, such as religious groups, self-help & savings/loaning groups, women’s groups. Access & availability of natural resources, such as water, wood, soil, land, etc.
Then ask about changes they have experienced related to their animals.
Examples include:
• Types of animals • Animal work types • Feed practices • Health/illness • Treatment
Ask the community helper to write all identified changes on cards using words or drawings. Make sure that each criterion is specific, for example if participants say ‘water’ clarity if they mean ‘access and availability of water’. Once all changes have been identified, ask participants to select the cards representing the changes which are most important to them. It is the facilitator’s job to ensure that the ones most important to the project are included.
Step 2
Then ask participants to define a timescale for their analysis. It may be based on generations, such as ‘in our grandparents’ time’, ‘in our parents’ time’ and ‘in our time’, or other important activities, events, or years.
Ask the community helper to draw a matrix on the ground and show the chosen time scale on the horizontal axis along the top of the matrix and place the cards with the trend criteria identified in step 1 down the vertical axis (figure T11A-1).
Step 3
Next, explain to the group that they will complete the matrix and decide with the group how they wish to display the situation for each trend criteria. For example, by scoring criteria that can be measured using seeds or stones (0 to 10 for income/expenditure), and/or drawings, symbols, or words for lists of objects etc. As the group defines the scenario for each trend criteria, ask the helper to represent the situation on cards using the chosen means of display.
Step 4
Once the matrix is complete, record the trend analysis by adding a column labelled ‘analyses to the matrix.
Use the following guiding questions to facilitate a discussion about changes over time:
• What are the significant trends or changes that have occurred over time? • Are these trends/changes positive or negative? • What caused these trends/changes to occur?
In the ‘analysis’ column, write whether the change has been positive or negative and have participants expand on the negative changes. Explore the possibility and interest in taking action to address the identified negative changes.
Step 5
The matrix produced should be left with the community. Take a picture or copy and add it to your project action tracker for future reference and to assist with intervention planning.
Facilitator’s Notes: Changing trend analysis
Include a broad cross-section of animal-owning household members of all ages. Invite 10-20 people to participate in this exercise (e.g. youth, adults, elders).
If it is not possible or locally appropriate to do the exercise collectively with both sexes, conduct the exercise separately with men and women. Each may recall different events and changes due to the impacts that resulted in their lives.
Do not lead participants into identifying changes that are not important to them. While asking probing questions, emphasize identifying changes that they perceive to be important. Events or perceived changes should not be included simply because the facilitator inquiries about them.
Clarify any doubts to understand people’s perceptions about changes over time by reaching consensus amongst participants.
Next Steps
As part of a community needs assessment and shared vision, this activity might accompany one or more of the following tools to get a full picture of community dynamics and needs for project planning:
T1 Mapping to understand which resources and services are important to the community.
T2 Mobility Map to understand where people spend most of their time and how long it takes to get places.
T3 Venn Diagram(T3b Social Networking Venn diagram) to identify key individuals, groups and actors perceived to be most important to people and their animals.
T12 Dependency Analysisto understand animal-owning households’ level of dependency on external actors and their implications on resources and services important to ensuring animals’ welfare.
T11b: Before and Now Analysis Changing Trend
The before and now analysis helps the community to identify changes from the beginning to the end of an animal welfare improvement project. This tool may be used to analyse many different aspects of peoples’ lives and the lives of their animals, including changes in people’s reliance/use of animals, animal care practices, animal disease patterns and related impacts on people, availability and use of animal-related health services and resources, climate or other environmental factors affecting animals and people.
Tool purpose:
Time needed:
• To reflect on perceived changes in the lives of animals and animal owning households within the project period • As a learning and reflection tool to assess perceived changes in animal welfare and people’s behaviours as a result of community/project activities • To determine if there are remaining areas of improvement that can be addressed
2 hours
Materials needed:
Cards, pens, markers, coloured powder, chalk, sticks, tree leaves, coloured cards or other locally available materials.
Keyword Search Tags
Project Phase: Exit & Evaluation Phase
Approaches for Working With Communities: Community Development Approach, Community Engagement Approach, Societal Outreach and Campaigns Approach
Behavioural Drivers (COM-B): Motivation
Stages of Behaviour Change: Maintenance Stage
Project Support: Participatory Learning and Action Tools, Monitoring and Evaluation
Specific Topics: Animal Husbandry and Management; Livelihoods; Vulnerability/Resilience
Owners know what to look for when animals being treated by LSP
7
LSP access
Previously free services
Availability better – now have LSP phone numbers
7
Beating
Everyone used to beat their animals
No more beating
6
Figure T11B Before and now results from a group of animal owners in Faisalabad, Pakistan
The matrix in figure 11B was produced by a group of animal-owners at the end of a five year project as part of the community’s self-evaluation. They wanted to determine whether the human and animal welfare changes within their community could be sustained over time without the intervention team. The group compared the situation before the intervention to the present state, analysed what the differences meant and whether they thought that they had the skills, knowledge and tools needed to continue to improve on their own.
The group identified six key areas where change has been observed since the beginning of the animal welfare improvement project: food provision (dietary diversity), water provision (daily increase), local service providers’ skills (improvement), owners’ knowledge of good animal welfare, access to local service providers (LSPs) and beating of animals. After scoring the extent to which the majority of the community had made positive change, the group determined that more work was needed to improve LSP skills, owners’ knowledge of animal welfare, access to LSPs and beating of animals. They added the actions that they would take to the community action plan and set a date for the next meeting to focus on beating, which scored the lowest amongst the positive changes.
Before and Now Analysis
Step 1
Start by explaining to the group that they will be reflecting on changes in the lives of animals and their own community members within the project period, comparing how things were before the project to now.
Step 2
Ask the group about the present situation relating to animals’ care, use and their own livelihood status. Have the group compare the present situation to the past.
Ask:
• What are some of the changes that have resulted since project/community action plan activities were implemented? • How have things changed since the beginning of the project?
As the community comes up with the present situation, have the community helper write the changes with words or symbols on cards.
Examples of change categories might include:
• Men’s/women’s work types • Animals’ usage • Household income, expenditure, credit (group formation) • Land access & usage • Animal and human diseases and treatments • Community dynamics (more cohesion amongst group) • Climate change situation (water/feed storage) • Political situation (changes to laws, by-laws) • Environmental change (infrastructure improvements, increased availability of resources)
Please note: If the community comes up with more than 10 changes, ask participants to select the cards representing the 8-10 changes which are most important to them.
Step 3
Ask the community helper to draw a matrix on the ground or large sheet of chart paper. Label three columns ‘change in project’, ‘before’ and ‘now’. Have the helper place the cards representing the most important changes down the first column under ‘change in project’.
Then, facilitate a discussion on how the present situation has changed since the project started. The past and present situations will be defined by the community through this discussion. As each situation is defined for each of the changes, have the community helper write the results on cards and place the past scenario in the ‘before’ column and the present situation in the ‘now’ column.
Step 4
Have the community helper add a fourth column and label it ‘score’. Ask the community to score out of 10 the proportion of the community who meets the ‘now’ criteria. For example, a score of 10 = everyone has changed; 0 = no change.
Step 5
Once the matrix is complete, discuss the results of the activity with the group.
Follow the discussion by asking:
• Does everyone agree with the results? If yes, why? If no, why not? • What needs to change for everyone to achieve the desired result? - Can you achieve the desired results without our intervention? - If yes, do you feel that you have skills, knowledge, and resources to continue without the intervention team?
If the group determines that not all the project objectives have been met and wish to continue with the project, have the community helper add any identified priorities to the community action plan for later discussion and further planning.
Step 6
The matrix should be documented through photos or recreated on paper. Copies should be made and distributed to the group for their records, future reference and/or action planning. Add a copy to your project action tracker.
Facilitator’s Notes: Before and now analysis
If possible, invite 10-15 people to participate in this exercise.
If it is not possible or locally appropriate to do the exercise collectively with both sexes, consider conducting the exercise separately with men and women. Each may recall different change criteria due to the impacts that resulted in their lives.
Do not lead participants into identifying changes that are not important to them. While asking probing questions, emphasize identifying changes that they perceive to be important. Perceived changes should not be included simply because the facilitator inquiries about them.
Have the community’s original shared vision available for reference during the final discussion.
Next Steps
If the community determines it is satisfied with the changes it has achieved:
Consider using T28 Group Sustainability Mapping tool to help participants in planning to sustain their welfare improvements independently once support from the facilitating organization has ceased.
The facilitating organization may use the qualitative before and now findings of project successes to support project reporting or future funding proposals.
If participants indicate the project activities have not achieved the desired changes, update the community action plan and project action tracker with any new agreed actions. Re-evaluate persistent issues using any or all of the following tools:
T21 Animal Welfare Practice Gap Analysis to identify actions people can take, either individually or collectively, to address gaps in animal husbandry and management to improve animal welfare
This tool analyses the household’s dependency on internal actors e.g., household or community, and external actors for resources and services, such as water, feed and/or grazing land, shelter, financial resources, equipment for working animals (e.g., harnesses, carts), grooming supplies, and services, such as animal health service providers. This exercise may also be adapted to assess dependency in contexts where key stakeholders are comprised of only a single group (e.g., women only).
Tool purpose:
Time needed:
• To increase community awareness of their dependencies on external resources and service provision actors and potential implications for promoting animal welfare. • To motivate participants to take action to reduce unnecessary dependency on external actors and improve their self-sufficiency. Activity discussions can motivate collective action and group formation. • To identify project support required to support animal-owning communities in reducing their dependency on external actors. • To monitor changes in reduced dependency on external actors and improvements in self-reliance, which can serve as a proxy indicator of improved resilience/reducing community vulnerability to vulnerable
2-3 hours
Materials needed:
Chalk, coloured dust, stick, stones, pebbles, cards or paper, pens and any other locally available resources to represent service or resources.
Approaches for Working With Communities: Community Development Approach
Behavioural Drivers (COM-B): Behaviour Change Diagnosis and Planning, Opportunity, Motivation
Project Support: Participatory Learning and Action Tools, Needs Assessment, Monitoring and Evaluation
Specific Topics: Animal Health and Services, Vulnerability / Resilience, Group Formation / Strengthening
Dependency Analysis
An animal-owning community used this activity to explore their dependency on external actors.
Figure T12a Dependency analysis – blank template
Figure T12b Dependency analysis produced by an animal-owning community
The group identified twelve resource and service providers on whom they felt they had an external dependency. After scoring their level of dependency, they discussed the reasons for the dependencies:
Figure T12c Dependency analysis – reasons for external dependencies and challenges
The group identified opportunities for action to improve animal welfare:
The community requested support to learn how to make first aid kits for their animals, so they could stock basic medicines for treatment in their own village.
Women decided to use their collective savings from their self-help group to purchase a grinder to begin making their own grain and thereby decreasing their cost of animal feed.
Through these actions, the group was able to reduce their vulnerability and improve their self-sufficiency.
Dependency Analysis
Planning phase – Community action planning
Step 1
Start by asking the group to think of all the resources and services they use to care for their animals and have the helper write them down.
Step 2
Ask the community helper to draw a large table, either on the ground or on chart paper. There should be three main columns: ‘Resources & services’, ‘external dependency’ and ‘household/internal’ (See figure T12a).
Step 3
Start analysing external dependency versus household/internal control, by asking the question: do you depend on an outside source to be able to provide this resource or service to your animal? Provide examples as necessary, such as shopkeepers to buy equipment and materials, feed/fodder sellers to buy feed/fodder, farriers to trim hooves. Have the group score the listed resources and services using seeds or pebbles out of a total score of 10.
Please note: If a household needed veterinary treatment for an injured animal, the external control might be scored as 6/10, as they are dependent on the veterinarian to provide treatment. If they do not rely on anyone externally (e.g. they produce all the feed & fodder themselves), the external score is 0 and the household/internal score is 10.
Step 4
Ask participants to analyse their dependency on external actors based on the chart they have produced. Ask the community helper to record the responses or note them yourself. The following questions may be used to guide the discussion:
• Why do you depend on external actors for certain resources or services? (If not already identified through the exercise) - If externally dependent actors have not already been identified through discussions, ask participants to identify them. • How can you improve animal welfare by reducing your dependency on external actors? • Are there collective actions that the community could take to reduce external dependency?
Step 5
After this discussion, ask participants what actions they can take towards making these changes. Help the group to qualify short-term (~3 months) versus long-term actions (more than a year). If there is a long list of issues and associated actions, have the group prioritise just one or two to focus on before the next meeting.
Have the helper record the actions and linked activities in the community action plan. Make sure to include who will monitor it and a realistic timeline. Support the community by linking them to any necessary stakeholders.
Implementation phase - Participatory monitoring
Step 6
Repeat steps 1-3 (above) to assess the changes agreed by the community in step 4 within the community action plan, by comparing with the previous activity outputs (step 5).
Initiate a final discussion using the following questions as guidance:
• Why have changes occurred or not? What are the reasons for changes? • How have changes impacted on animal welfare and their own lives?
Comparing the past results to present situation can generate useful discussion about perceived improvements in animal welfare and related benefits to people’s livelihoods and well-being that have resulted from changes.
Facilitation Notes
Decide the group dynamics ahead of time and whether it would be best carried out with men and women (or other subgroups) separately or in a mixed group. This will depend on your rapport with the community, culture and local gender dynamics.
If conducted separately between men and women, consider bringing the two groups back together at the end of the activity to review the results of each chart and resolve any discrepancies if time allows.
An in-depth analysis of dependency on external actors (step 4) can take considerable time, so discuss this in advance with the group in preparation.
Next Steps
Record the community’s short and long-term actions and related activities to your project action tracker. Revisit the activities in the next meeting to monitor their progress and what further support is required.
T10 Gender Control Analysisis a useful tool for exploring the differences in internal control (within the household) between men and women.
T13 Income, Expenditure and Credit Analysis is a useful follow-up tool for analyzing dependency on external actors for financial resources and motivating participants to take collective action to reduce expenditures or increase access to savings and credit through the formation of self-help groups.
This checklist reflects the key skills and observable behaviours for effectively facilitating community participation and empowerment. While these skills may not all be observed or needed for all activities or contexts in which communities’ are engaged, they represent the core competencies desirable in community facilitators. By harnessing these skills, community facilitators can enable community participants to freely express their opinions, ideas, and concerns, feel valued and respected, and help foster their sense of self-efficacy and ownership over change. This resource can be used as a self or peer assessment tool to help identify capacity strengthening needs and areas of improvement, inform training delivery, and support effective delivery of community development or engagement projects.
Approaches for Working With Communities: Community Development Approach, Community Engagement Approach
Project Support: Facilitator Resources, Training
Community Facilitation Skills Checklist
Did the facilitator come prepared to ensure activity/discussion ran smoothly and didn’t waste unnecessary time of participants? e.g. appropriate materials, understanding of the activity
Did the facilitator sit/position themselves same level with participants?
Did the facilitator explain the purpose of the discussion/activity before it started, and give an indication of how long it would last?
Did the facilitator ask if participants had any questions before the session/exercise began?
Did the facilitator their unsolicited opinions/information/answers rather than facilitate participants to discuss, reflect, learn, and identify their own ideas?
Did the facilitator use open ended questions to help participants reflect and identify key learnings for themselves?
Did the facilitator prevent domination of the activity/discussion by one or a few people, and encourage participation/input from others?
Did the facilitator encourage equal participation from men and women and/or people who are marginalized or vulnerable?
Did the facilitator encourage even shy/timid participants to speak/participate?
Did the facilitator summarize the discussion and key learnings at the end?
Did the facilitator ask participants for feedback on their experience of the discussion/activity at the end? This is important to understand the perspective of participants and whether they felt time spent was valuable to them, to enable them to make any improvements in the future.
Did the facilitator make plans for follow up with the participants and/or ensure clear understanding of next steps?
Did the facilitator record the outcome/result of the activity to ensure the community has a copy, and relevant information could be used to inform project planning?
Was the facilitator engaging and respectful from the beginning to end of the visit?
For effective facilitation, the community facilitator must process the following skills: -
Actively listen: Listening is the bedrock of good facilitation skills. Effective listening before and during a session/meeting is necessary to create a tailored and relevant learning process.
Ask questions: Ask questions often during the session/meeting. This is a critical facilitation skill to move individual and group sharing and learning forward. Questions can be framed to accomplish different types of responses, such as to gain or focus attention, solicit information, give information, direct the thoughts of others, and close discussions.
Be comfortable with silence: Often, questions are met with silence. Participants may need time to process the question, formulate a response, or think of other questions. However, silence can also mean that participants are confused or frustrated. With more experience, you can read nonverbal cues and know how best to address silence.
Be flexible: You never know exactly how a session/meeting will go, who will be there, and what unexpected events will arise. Be flexible and willing to shorten an activity, add important language to a definition, or adapt an exercise.
Stay focused on objectives: Select just one or two practices to focus on during a session/meeting, so that you can discuss them in more detail. If participant discussions get off-topic, refocus the group by using phrases such as “this is interesting to explore further at another time, but let’s return to the topic.” It is your responsibility to find the appropriate time to intervene, thank participants, and bring the conversation back to the objective.
Use verbal and nonverbal encouragement: By using verbal and nonverbal cues, you can make participants feel more comfortable with sharing their thoughts and ideas. By nodding your head or agreeing with the participants as they are speaking, they will feel encouraged to continue sharing. It is also helpful to foster participation of shy or modest participants.
Foster respect among participants: Mutual respect and trust between you and the participants and among the participants nurtures the learning process. Effective learning is supported through the constructive and supportive feedback of respected peers.
Use participatory activities: When participants actively engage with others, they build capacities that are more effective, memorable, and easy to apply. Mix activity types so that there are opportunities to work alone, in small groups, and in one large group. Everyone in the room is a student and a facilitator.
Build in time for reflection: The most effective learning takes place through “real world” experiences, including the opportunity to reflect, identify patterns, draw conclusions, and derive principles that will apply to similar experiences in the future. Allow time for participants to share their experiences and/or to respectfully share others’ experiences.
Build in time for forward planning: Participants need time to practice their new skills, but also to consider ways in which to change their practices going forward. When talking about behaviour change, always include time to discuss barriers and enablers.
Seek feedback: This will ensure that participants can freely express how they found the process, and what needs to be improved. A sample feedback form that can be adapted is presented below.
This activity provides a visual representation of a savings and loaning groups’ overall status, including the reasons for lending or borrowing money between members of a savings and loaning group. The group’s savings fund or common contributions are lent (inter-loaned) for various purposes, such as buying animal feed, paying for service provision, equipment repair and maintenance, purchase of additional animals and other household needs. Reasons for taking loans may have been identified previously through tools such as T13 income, expenditure and credit analysis and may be reviewed in their community action plan if necessary.
Tool purpose:
Time needed:
• To support a community savings group to understand their financial strength, status and potential for long-term sustainability of group savings and loaning activities. • To assess and/or monitor how group savings and loans are being used to improve animal welfare and the lives of animal-owning households. • To give an indication of loan repayments and promote accountability amongst members. • To identify opportunities for additional and/or collective income-generating activities. • To compare changes in how loans are being used (base line to end line).
2 hours
Materials needed:
Materials needed: Chart paper and markers, post-its, cards or any other local materials
Project Support: Participatory Learning and Action Tools, Monitoring and Evaluation
Specific Topics: Vulnerability / Resilience, Livelihoods, Group Formation / Strengthening
Group inter-loaning analysis
This exercise is used to assess the present status of group members’ loan repayments, thereby providing a social accountability mechanism which encourages group members to repay their loans to the group fund as originally agreed between group members.
Information gained from this activity can help participants decide where collective spending might save them money and therefore reduce their need to borrow from the fund. For example, if many group members are borrowing money to buy animal feed, a common fund could be used to buy animal feed in bulk. The group may wish to arrange vaccinations for all community animals at the same time for a reduced fee or buy resources together in bulk.
Figure T14a Group inter-loaning analysis (template)
Figure T14b Group inter-loaning analysis (sectioned)
Figure T14c Group inter-loaning analysis completed by a community
A savings group analysed the use of money lent from their common savings fund. All members of the group had taken a loan at some point. The circle rings represents:
Name of group members: Individual names of people who have an outstanding loan
Purpose of loan: The reason for taking the loan
Loan amount: Original loan amount and the repayment terms (months to repay)
Status: the amount still owing and number of months left to repay
In this savings group, most loans were taken by group members to buy animal feed. This exercise helped the group discuss where they could take action collectively for their animals, such as buying feed in bulk at a discounted price.
Group Inter-Loaning Analysis
Step 1
Take time at the beginning of the exercise to have an in-depth discussion on the group’s general activities and different projects that they work on together. This will act like an icebreaker and help participants feel more comfortable and willing to share freely before beginning any type of discussion on money or finances.
Slowly transition the discussion to focus on financial activities and on inter-loaning.
Step 2
Ask the community helper to draw a small centre in the middle of a piece of chart paper that will represent the group and label it with the group name. Then, have the helper draw four big circles around the centre circle (see figure T14a).
Ask the group generally for what purpose they take loans from the savings group.
Please note: From here, the conversation will move to the individual level, so ask the group if they feel comfortable with this and give consent to sharing individually. Assure them that the discussion will be kept confidential and that it is for the purpose group learning. Also, advise them that they are not obligated to participate if they do not feel comfortable. You can also mention that this tool has potential to be used to monitor individual progress over time, or to improve or strengthen group loaning activities.
Ask members with active loans who would like to volunteer to participate in the activity. Try to have between 6-10 participants. Remind them that this is not an individual analysis, but a group analysis. The facilitator should try to ensure that there is diversity amongst the loan purposes.
Step 3
Ask participants to write their names on separate cards or to identify themselves using different symbols. Put a card on the outside circle labelled ‘name’. Arrange the cards representing each person who has taken a loan around the outside edge of the circle. Then, have the community helper divide the circle into segments according to how many participant names are along the outer circle (e.g. 11 segments for 11 participants) (see figure T14b).
Ask participants about the purpose of their loan and have the helper write the purpose on a card. Put a card on the second outer ring labelled ‘purpose’. Add the card representing the purpose in line with the person’s name.
Ask participants about the loan amounts taken and repayment periods. Have participants write the amount and period (e.g. 2,000 / 24 months) on a card. Have the community helper put a post-it on the third outer circle labelled ‘amount & period’. Add the cards representing the amount & period in line with each participant’s segment.
Finally, ask participants about the loan balances and remaining repayment periods. Have participants write the loan balance and remaining repayment period (e.g. 500 / 2 months) on a card. Have the community helper place the card on the remaining circle labelled ‘loan statuses. Add the cards representing the loan status in line with each participant’s segment.
Step 4
Once the chart is complete, ask the group about their general observations of the final chart.
Depending on their responses, you might probe further into the terms and conditions or rules and regulations of the savings group.
Guiding questions might include:
• What are the criteria for a group member qualifying for loans? (rules & regulations governing group loans) • If defaulting has been identified, ask: what are the reasons for defaulting on loan payments? Ask for a few personal examples. • If defaulting has not been identified, ask participants whether any members have ever defaulted and why? • Are they comfortable with the rules and the terms? If no, what changes are possible? • Has there been a time when a group member needed a loan, and the group was unable to provide it? If yes, why? - What did they do about it individually or as a group? • What strategies are the group currently undertaking to increase their savings and loaning capacity? - What could they do to increase the amounts available for loaning as a group?
Step 5
At the end of the exercise, ask the group to summarise their findings:
• Highlight how animals have benefited from the group’s inter-loaning activities. For example, loans taken for: - Animal treatments and health care - Purchasing feed and fodder - Seeking health or welfare service - Materials to build a shelter
• How animals could benefit from inter-loaning activities. • How members have benefited from initiating income-generating activities individually or as a group.
After this discussion, ask participants what actions they can take from the analysis. Have the community helper record the actions and any specific activities in the community action plan. Make sure to include who will monitor it and a realistic timeline. Support the community by linking them to any necessary stakeholders. Add the outputs of this activity to your project action tracker and any action points to follow up on.
Facilitation Notes
This exercise is ideal for a community-based group of animal owners that has been operating for at least one year, with members making regular contributions to a common savings fund and accessing group loans.
Consider removing the individual names from the outside of the circle and replacing them with symbols or numbers to make those who volunteered feel more comfortable and willing to share during the analysis.
It is best to do this exercise without referring to the group’s register or ledger of savings and loans. If any queries arise, look at the register together at the end of the exercise and make changes to the chart then if needed.
Encourage each group member to tell you about their loan amounts themselves. Discourage one particular member or group leader from leading the exercise and talking about or for the other members.
Next Steps
Revisit the actions and activities in your project action tracker in the next meeting to monitor their progress and what further support is required.
Repeat the inter-loaning analysis annually to assess changes and promote accountability amongst members.
If conducted in the exit and evaluation phase and results of the activity have shown that the savings and loaning group is well-functioning, consider carrying out a sustainability mapping exercise to help the group determine whether they can continue without help from the facilitating organization.
This facilitator resource provides example templates that community-based organisations can adapt to support their governance and promotion of minimum standards required for operating as community organisations.
Approaches for Working With Communities: Community Development Approach
Project Support: Facilitator Resources, Documentation and Reporting
Specific Topics: Group Formation / Strengthening
15a: Components of Community-based Organization Constitution
The components of a community-based organisation (CBO) constitution you may wish to consider including are listed below. If seeking formal recognition of CBO designation my local authorities/governments, it is important to understand the legal requirements for CBO constitutions ensure any constitution developed meets these legal requirements.
Name of Community Based Organisation (CBO)
Purpose of the CBO Constitution
Objectives of the CBO
Area of Operation
Applicable Legislation to the CBO Constitution
Members of the CBO
Composition of the CBO
Annual General Meetings
General Meetings
Resolutions, Voting and Powers at Annual and General Meetings
Procedure to be followed at CBO Meetings
Finances of the CBO
Powers and Authorities of the CBO including the power to
Call General Meetings
Acquire property and Assets
Manage finances and Fundraising
Engage in contracts and Partnerships
Employ Staff
Duties and Obligations of the CBO
Indemnity - security or protection against a loss or other financial burden
CBO Discretion- Having the freedom to decide how things should be done
Signatures- the action of signing a document as a sign of agreement or being bound by what is in the document.
Legal Personality- In law, a legal person or 'thing' (less ambiguously, any legal entity) that can do the things a human person is usually able to do in law – such as enter contracts, sue, and be sued, own property, and so on.
Amendment of the Constitution and Dissolution of the CBO
Dispute Resolution
Termination
Annex 1: List of Members of the CBO
Annex 2: Mandate from the Community (formal agreement from community authorities/members that CBO represents their community interests in the agreed upon area(s) of interest)
15b: Community-based Organization Group Maturation Checklist
The checklist below is an example checklist of common indicators a community-based group has reached maturation and is well-functioning. Community facilitators are encouraged to use or adapt this checklist to their local context and needs.
Group Maturation Indicator
Rating out of ten
1
Does the group hold regular meetings according to its constitution
2
Attendance of the group meetings (is it 70% and above)
3
Active participation of members in group activities (such as savings)
4
Does the group have a constitution (and is it fully, or partially implemented) Having a constitution (5 points), Full implementation (5 points)
5
Group governance structures are functional
6
The group keeps its records well, (both program-activity and financial records)
7
All decisions made by most group members in accordance with the constitution
8
All members share in the goals and objectives of the group
9
Group members undertake regular development (or skill upgrading programs)
10
Group members composition is sensitive to gender, and other marginalized groups
Total
100
15c: Community-based Organization Group Record Keeping Templates
Group Membership Register
The below is a sample of group memberships register (that can be adapted to accommodate different group’s needs). The template below is for purposes of providing an example only and should not be wholly adopted.
Date of registration
Full Name
Identification document number
Address
Remarks- Paid up membership
Community/Group Meeting Minute Template/Content
Meeting Minutes “Minutes are the notes taken whenever a group meets. The Secretary of the group is usually responsible for writing these minutes. The minutes should include:
The date of the meeting
The place for the meeting (for example, a health centre or school)
The title or purpose of the meeting or activities
The agenda of the meeting
The names of members present, as well as those absent
What was talked about
What decisions were taken, who will be responsible for carrying out the decision, and by what date
What will be done in the future as follow-up
Meeting Attendance Record Template
Date of the meeting.
Agenda of the meeting
List of attendances – as provided in the table below.
No
Name
Identification document number
Signature or thumb print
Meeting discussions.
Agenda
Deliberations
Action points (who, what when)
Group Financial Record Keeping Template Content
A sample financial record template is provided below; it is not exhaustive as several templates maybe required for group financial record keeping.
This is a simple community visit record template for change agents (or staff), to support them with documenting their work. The template captures key insights and observations, progress, challenges, and follow-up actions. The intention is to enable community change agents to easily record and track the projects. These templates are samples and they can be adapted to fit your context.
Approaches for Working With Communities: Community Development Approach, Community Engagement Approach, Societal Outreach and Campaigns Approach
Project Support: Facilitator Resources, Documentation and Reporting
Specific Topics: Community Change Agents
Community meeting discussion notes should include the following suggested report structure. This can be further adapted depending on the need. Depending on the literacy level of community change agents, these contents can also be captured in audio or audio visual mechanisms.
Introduction
Background
Objective of the meeting/visit
Name, number and Composition of participants (gender – males/females participants)
Name of Community change agent(s) or Staff member who visited
Date and venue of the visit
Was it a home to home visit or a group visit or event (The place of visit/engagement (for example, a health centre or school, etc.)?)
Process and Approach
Methods used to actively engage participants (ensuring men’s and women’s active participation)
Participatory/C4A Tools used (if any)
Key Discussion Points and Actions
Emerging themes from the conversations
What decisions were taken, who will be responsible for carrying out the decision, and by what date?
Future as follow-up actions
Summary Action points documented by visiting Community Change Agent or Staff member
Key discussion Points
Action points by community members
Action points by the change agent/Brooke (follow up)
Observations and key reflections by visiting Community change agent or staff member(s)
Did the place and time work well for the conversations? Why/why not?
What went well? What did not go so well? Why? How can this be improved?
Any notable story of change that require follow up or documentation by Brooke/Partner
