The set of instructions below is for three tools associated with early versions of the planning and projects game.

Overall instructions are below, and associated with each of the tools - or you can download these pages as a Word file.

You can find the most recent game instructions, linked to a routemap, here >

These pages cover:

• A set of cards (above left) to help those planning an online community or centre develop a clearer vision of what courses, activities and projects they will undertake. There are appropriate sets for each of the topic areas. Go to the game home page for topic areas (centres, housing etc) or just download the cards here.
• A priorities sheet (above right) to decide which of those activities and projects are most important, and in which order they should take place. Details here, with download.
• A planning sheet (above centre) which helps chart what issues may arise during the development process. Details here, with download.

The downloads can either be enlarged on a copier, or redrawn on larger paper.

The cards

The cards provide a set of possible projects and activities an online initiative or centre might undertake. More cards can be developed, and ideas added during the discussion - see below. Each card has:

• a simple graphic to distinguish it
• a brief description of the activity or project
• a number of points roughly representing resource costs
• in some instance, an indication of what staff or other facilities will be needed to implement

To use the cards:

Participants first brainstorm:

• what is good or not so good about the area and/or the centre
• what users does the initiative or centre aim to serve
• what other issues may influence development

After doing that they should fill in one of the diagrams on the priorities sheet showing the strengths or weaknesses of the situation.

The diagram shows different 'stocks'; the example sheet shows environment, community, economy for a community. The question for the group is how far each of these is fragile, stable or robust. Other stocks could be substituted: for example, degree of active citizenship, lifelong learning or social inclusion in an area.

Participants then work together in groups of up to seven to

• choose which cards would meet the needs identified above
• add other ideas by writing these on Post it notes

So that not all cards are chosen, the groups should work within a budget of, say, 10 points. Each card has a number of points attached. Groups should consider the 'costs' of adding further ideas.

As cards are chosen, or ideas developed, they should be placed on the priorities sheet.

Priorities sheet

The priorities sheet helps a planning group decide what activities are most important, and when they should be undertaken, in the context of their current situation. There are three elements to the sheet (see example at the top of this page)

• a current situation matrix in the top left corner.
• a main matrix of timescale - short medium, long - against importance - high, medium low
• a future situation matrix in the top right corner

After brainstorming the strengths and weaknesses of the current situation (see above) - or what's good and what's not - the group should fill in the current situation matrix. This shows different 'stocks'; the example sheet shows environment, community, economy for a community as a whole. The question for the group is how far is each of these fragile, stable or robust.

After discussion, the group fills in the matrix to show how high the stock is in each instance. (other stocks could be substituted: for example, degree of active citizenship, lifelong learning or social inclusion in an area)

After discussing which cards are most relevant to the current situation the group should place these on the main matrix in relation to timescale and priority.

The groups should then fill in the top right matrix showing how far the situation would be improved if centre users - and perhaps the wider community - engaged in the activities and projects chosen.

Finally the group should review the implications of choosing the cards. Each card has a resource implication: for example staff, volunteers or resources needed. What do these add up to?

The session ends with feedback from all groups taking part. The results can be analysed to show:

• the degree of agreement across all groups on both timescale and priority
• the spread of suggested supporting projects that might be needed to make the programme happen

After the priorities exercise the group could turn to more detailed planning, using the planning sheet.

Planning sheet

The planning sheet is designed to help those developing and running centres think through the range of issues that they will face during the process. The sheet has two dimensions:

Time

Initiation. How and when the centre got started. Initial planning.

Start up. Getting funds, getting going.

Operation. Running the centre.

Sustainability. Keeping going.

Issues

Planning/resources. What are the key tasks. Who makes decisions. What funds, volunteers, help in kind, will be needed at different stages.

Community/user involvement. How will centre users and the wider community be involved at different stages. Market research, marketing, feedback, consultation, involvement in major projects.

Partnerships. With whom? How will they be developed?

Management. What staff and volunteers will be needed? What operating procedures? Where will responsibilities lie? What governance?

Technology. Connectivity, equipment, maintenance etc. How will this be planned and managed?

Project development. What will the centre do? What will the balance be between courses and informal activities?

The purpose of having discussion slots on the sheet for longer-term issues is that they should prompt thinking about initial planning - particularly where funding will come from.

The purpose of the issues dimension is to remind planners that, for example, tech planning must be undertaken in association with organisational development and community participation.

Using the sheet.

The sheet can be used at any stage: when the vision of what the centre is doing is fuzzy, or when decision have been made but it is time to review how things are going. Either way, the group using the sheet should have a shared view of what is/may be in prospect.

• If just starting, use the planning sheet after using the cards and priorities sheet to generate a vision for the centre.
• If used part way through the centre dcevelopment process, it may still be useful to use the priorities sheet in conjunction with 'real' projects written on Post it notes.

In either instance:

• first agree what the centre is planning to do
• then work through the timescale and issues 'tracks', writing in tasks, challenges, issues. This could be done on Post its, or directly in to the sheet.

There is an example here of the issues arising. It will be necessary either to enlarge the sheet substantially, or to redraw it on larger sheets of paper.

The game and planning tools may be used for nonprofit purposes with attribution to Making the Net Work http://www.makingthenetwork.org/pgame.

If you do use these tools, please give us feedback. David Wilcox david@makingthenetwork.org. More about us here.