The 2nd Proposal Writing Workshop

Date and time: July 11^th (Wed), 2024, 13:00-14:30

Participants: 3 persons (Modon, Shoma from DASCOH, Bangladesh, Inday from ANAK-NC, Philippines)

Today’s goal:

1. To confirm the basic steps for writing a project proposal

2. To learn tools and methods useful for each step

Key Points Discussed:

1^st segment: Sharing my basic steps for writing a project proposal ==========================

The workshop began with participants sharing the first five steps they took when filling out the project proposal format last time. The content was mostly consistent among the three participants, though the order varied. The steps were:

1. Understanding community issues (within the scope of the thematic area or main subject set by the donors)
2. Setting objectives, outcomes, and activities
3. Specifying the rationale for their NGO’s work in addressing the identified issues
4. Developing the Project Results Matrix
5. Drafting the budget

Another common point among the participants was that they proceeded with these steps through team discussions with their colleagues. No one involved community members or expected stakeholders in the discussions.

Shoma said that even though she and her colleagues discuss extensively the objectives, outcomes, and activities, they have received feedback from donors stating that “the objectives, outcomes, and activities are not aligned.” Sometimes, they receive no feedback from the donor at all, just a failure notification, leaving them uncertain about which areas need improvement in their proposal. This uncertainty undermines their confidence in their proposal writing skills.

2^nd segment: Confirmation of the basic steps for writing a project proposal ====================

Yayoi from AHI introduced the basic steps for writing a project proposal according to a textbook [PCM Tokyo Group, “PCM Project Cycle Management Methos Handbook”, June 2016].

First, Yayoi explained that there are two stages: Analysis stage and Planning stage before starting to fill out the project proposal format. She emphasized that involving stakeholders in the analysis stage is essential, as it ensures diverse perspectives are considered, leading to more comprehensive and effective project planning.

Second, Yayoi described four types of analysis that need to be conducted during the analysis stage: Stakeholder analysis, Problem analysis, Objective analysis, and Alternative analysis. The participants agreed to learn how to conduct each analysis one by one.

3^rd segment: Stakeholder Analysis ==================================================

Purpose: To provide a comprehensive picture of all interest groups, individuals, institutions, and organizations involved in the project.

How to Do It:

1. Write down all individuals, groups, institutions, and organizations involved in and affected by the project on sticky notes.
2. Categorize them into seven groups: Beneficiaries, Implementing Agencies, Decision Makers, Supporting Groups, Funding Agencies, Negatively Affected Groups, and Potential Opponents.

3. Select important stakeholders and analyze the characteristics of each one. Conduct a detailed analysis on at least the beneficiaries. For other stakeholders, it depends on the capacity and time constraints of the analysis workshop.

Yayoi mentioned that after analyzing the beneficiaries in detail, the target group can be selected, and the main problem can be identified based on the analysis of the issues the target group is facing.

Shoma asked the following question: “Sometimes, the problem is revealed automatically in the community. In this case, do we still need to analyze the problem after the stakeholder analysis?”

Yayoi answered that it is important to reassess the identification of the main problem in the community with various stakeholders, as there might be preconceptions about the community issues.