November Coffee and Conversation: Proactive Problem Solving

DAA Collective’s Coffee and Conversation

November 20th, 2024

Proactive Problem Solving

Led and facilitated by Jami Powell

Bank of Knowledge: Share a success and what are YOU doing to make it happen?

• Creating engaging and entertaining space and teaching styles with youth. Ability to “sell” the activity. (Relationships!)

• Youth understand the “why” and have a strong incentive to complete the project/activity

• Put effort and care into the youth you work with--Relationships!

• Adult presence---how they show up into the space

• Authenticity of adults

• Structure and Scheduling (Planning!)

• Be the resource for the organization and create a structure to take care of people (e.g., plan breaks for staff, etc.)

• Don’t be afraid to fail and try new things

• Have a process to see/observe where things are “falling” and create structure to take care of people

• Utilize youth voice and input for success. Create an intentional, authentic process for youth to share what they want/need and are interested in. Embed it into the culture---space for youth to advocate for themselves

Everything is rooted in RELATIONSHIP, PLANNING and PRESENCE (foundation for DAA’s professional learning series for afterschool professionals)

• Ask Community what they need/want--create process that is collaborative, cohesive and wired into how you plan and deliver programs

• How can orgs solicit community feedback that is helpful, tangible and useful?

• Be proactive and consider how often you are asking for it

• Be specific in what you are asking

• Cultivate relationships along the way

• Create environments that naturally collects feedback regularly (surveys, in-the-moment questions, etc.)

• Lead with love…this is human to human work. Model that you take in and take action on feedback given; create a true community process

What is the structure to be PROACTIVE?

How do you ensure you are being proactive?

• Use consistent communication/planning apps 

• Structured self-reflection practices that are consistent and timely. Have a structure to capture notes and use them to reflect and improve

• Schedule specific meetings to engage in improvement process. Add program improvement consistently to appropriate agendas

• Transparent communication practices with wider staff

• Leaders have scheduled “office hours” with an open door policy

• Before and After class/group check ins 

• Personal and team reflection process and structure (with accountability structures built in)

• Community building with team (e.g, plan outside the office, do fun activities together, etc.)

• Accountability plan for growth and deliverables

• Reflection on what we are seeing (and not seeing)

• Have multiple achievable goals where incremental progress can be seen and celebrated (e.g., not just winning a soccer game, but small improvements, etc.)

• Inventory of skill development needed to achieve goals (and a plan to develop them)

• Intentional structures and process to celebrate each other!

CHALLENGES

STAFFING (retaining, empowering and setting goals for part-time staff, time for consistent training and development)

• Identify bottleneck: problem solve with the staff

• Empower staff by creating collaborative leadership and starting with their ideas (not the leader’s) first

• Staff newsletter to keep them engaged and informed

• Can’t get all staff together in the same room due to schedules

• Try Zoom or What’s App meetings/communication

• Work outside normal hours and provide PTO when possible and/or extra duty pay

• Create “accountability pairs”to share information with each other when one isn’t in a meeting, etc.

• Utilize “informal” meeting spaces

YOUTH ENGAGEMENT

• Show up and be present. Choose the kind of energy you bring into the space

• Provide voice and choice

• Create culture of feedback from youth

• Visually represent youth achievements when possible

CHANGE IN LEADERSHIP AND PARTNERS AND SUSTAINABLE FUNDING

• Diversify funding sources

• Cultivate champions of your organization in the community (they may write a check one day!)

• Storytelling--what are your powerful impact stories?

• Document processes for when new leadership arrive

• Staff surveys of satisfaction (what are the retention factors?)

• Network with other organizations and community to deepen connection

• Question is looming about what is coming for OST orgs with the new administrations

• DAA has it’s ear to the ground locally and nationally and will keep orgs apprised and advocate as needed