Step 5. How? Coordinating the Program

Developing an Action Plan and Timeline

Initial planning should include goal setting, budgeting and developing an action plan. An action plan and timeline lists tasks, and identifies who is responsible to do what by when. It is a good way to keep track of the multiple steps carried out by many people for a successful program. Use the action plan and timeline at program meetings with your organization, volunteers and partners to help run your meetings efficiently. Establishing expectation helps to avoid misunderstandings. Meet with partners and advisory groups regularly. If you can't meet face to face, conference calls to report on program planning can also be effective.

Follow the checklist, in the Blueprint module, of general tasks for coordinating a successful program, and adapt it to your needs:

• Determine the location
• Confirm speaker(s)
• Determine speaker needs for audiovisual equipment and handouts
• Secure audiovisual equipment
• Obtain additional educational materials for distribution
• Make arrangements for refreshments (a critical element in minority communities)
• Locate wheelchair-accessible areas
• Plan room setups
• Check the heating and cooling and lighting systems

Designing Handouts

Your program should include handouts with referral and resource information. Work with your speakers to determine what handouts and resource material they may already have and wish to distribute. Additionally, if you have contacted potential speakers who are unable to participate, it may be worthwhile to ask them for ideas for resource materials.

See the list of resources at the end of this section for possible sources for handouts.

Determining What Local Resources Are Available

Make a local resource list for participants. With transportation consistently listed as the number-one need for older adults, program participants may appreciate having a list of all transportation options in the local area. Contact the agencies and individuals you plan to list in advance to confirm their availability.

Include the following basic information on the list:

• Name of facility/organization
• Contact person(s)
• Addresses and phone numbers
• Office hours or hours of operation
• Payment coverage or cost

You might also want to include the following:

• Exercise programs (local older-adult fitness programs in health clubs, YMCAs, or community centers)
• Dietitians (to evaluate nutritional levels and identify problems associated with memory or vision that might be related to food)
• Physical therapists (to provide advice and treatment for health issues related to physical mobility and strength)
• Occupational therapists (for functional evaluation and recommendations for adaptive equipment for the car and to help with mobility planning if one needs to cut back on or stop driving)
• Optometrists (for vision services)
• Local community-health clinics serving culturally diverse populations or people living on low incomes