- Lessons Learnt & Actions
An evaluation that
- Leaves out the successes, to look into the failures.
- Shows the Lessons learnt.
- Adapts actions based on the lessons in order to improve the project.
- The points and actions listed here, are based on the internal 6th Word Youth Congress evaluation, which contained views from the delegates and thoughts from the staff and volunteers.
This document will not list successes or go into all the points, but will rather highlight the issues which delegates, staff and volunteers were collectively most vocal about.
- Survey Results
The WYC met their expectations
The WYC exceeded their expectation
6th WYC = 15% 6th WYC = 31%
5th WYC = 20% 5th WYC = 46%
The WYC fell short of their expectations Would consider getting involved in another WYC
6th WYC = 55% 6th WYC = 71%
5th WYC = 34% 5th WYC = 85%
Would recommend the WYC
6th WYC = 68%
5th WYC = 88%
However it was still a learning experience for most of the delegates answering the 6th WYC survey:
87% agree that the congress has increased the respect and tolerance of other people.
87% that it has allowed them to expand their network with different youth organisations from around the world
77% said that it has encouraged them to become a more effective youth leader in their community.
The congress had also contributed to improve their skills and knowledge on different issues:
Top skills developed:
84% have improved their skills in networking.
75% have improved their skills in team building.
65% in teaching & facilitation.
Top knowledge learned:
81% have improved their knowledge about the Earth Summit Rio+20.
78% have improved their knowledge on social entrepreneurship and 73% on green entrepreneurship.
74% have learned more on youth rights & participation and on environment conservation.
- The Location
Though delegates recognised that Sitio das Pedras was a beautiful place, 53% were unsatisfied with it being the location of the WYC, with the accommodation and facilities being the main issues (respectively 36% & 34% unsatisfied)
Additionally bad hygiene and the lack of internet access was mentioned by several delegates as further reasons for dissatisfaction.
Sitio das Pedras gave us all the following difficulties.
- The large area we covered meant that it wasn't easy to find workshops, or certain people, but also the small office seemed to have everything that was important. (internet access, medics, staff, lockers)
- The wind & rain which not only dampened our spirits but also lead to collapsing tents, muddy footpaths and the exodus of delegates trying to find a nice place to sleep.
- The internet access was very very poor.
- Many things seemed to be disorganised or not ready on time - tents, transport, food, programme activities.
- The presence of random people and the number of thefts that took place during the WYC, are a grave area of concern, especially as the security was deemed acceptable at the beginning.
- A stronger criteria checklist (including health and safety, logistics, facilities, internet access etc) and risk assessment will be created to make sure the purposed WYC location is suited. It will also be checked by more then one staff member, who will visit the location before we even start the WYC application process.
- In case of the unexpected (though the above criteria should think of all possibilities) a plan B for accommodation & location will be made.
- 24 hour security will be in place around the site, with staff members looking after the locker room area 24/7. Plus our communications to make sure everyone is always wearing their WYC badge will be pronounced.
- There will be staff member's who's duties will be Office Manager and On-site Manager, with there also being an increase in the number of local trained volunteers to aid on-site logistics.
77% of delegates were satisfied with the communications we had with them before the WYC; however 32% of delegates were strongly dissatisfied with the communication aspects at the congress.
To explore why this was, firstly our own internal communications has to be looked at, as the source of the problems.
- The internal communications before the WYC was predominantly online and was between a small number of Peace Child International staff in the UK and only 2 members of staff based within Brazil.
- The division of responsibilities was never clear and some staff members were doing the same job or were not clear on what their job entailed.
- The time for each team of staff to get to know each other was too short, and no one really knew who was taking responsibility or who was in charge. As it felt like we had these 2 different teams.
- Hardly any staff meetings took place at the WYC and if there did, not all the principal staff attended.
- Peace Child International and the local partner will agree and understand the organisation of the WYC and whilst it will develop as we head towards the congress, it will be clear to all (staff & volunteers) , what their job is and who is responsible for what.
- A staff member will organise the internal communications procedure before and during the WYC.
- All the Peace Child International team will head to the WYC location at an earlier date and will take part in a programme that helps to gel both teams together.
- Local staff and volunteers will be involved in the set up of the WYC at an earlier time to receive training, understand the set up and get to know each other and the PCI team.
- Daily staff meetings will take place and information from that will be present and updated within the office.
External communications with delegates and others also caused some bother.
- Before the WYC started delegates felt we were passing different information to them and at different times.
- Additionally, due to the use of different languages and the many Facebook groups, miscommunication of information increased.
- The lack of internet access on-site meant we did not hit our targets for external worldwide communications during the congress.
- The process of passing information to the delegates at the WYC was haphazard due to last minute changes, logistics, and no one being in charge of the information process.
- A private space (wiki, or log-in area of the website) will contain all the correct up-to-date information for selected delegates.
- Information will be sent by email to all selected delegates at the same time. Some very important logistical information will be sent more then once.
- The staff member who leads communications will answer questions on social media platforms and will keep an eye on what is being discussed.
- The staff member in charge of internal communications will also make sure that the information needed to be known by delegates is passed to them via the clan leaders and information boards.
- A board with all staff and volunteers photos, and duties will be present in the office so delegates know who to ask.
- If you are interested on the actions needed to improve the WYC's online worldwide communications - Read This
The way the team worked to assist the delegates and each other, is also an area which needs to be looked into. As some of it's failures can turn into sensible actions for the next WYC.
- Not enough staff or volunteers were present at Sitio or at the action projects to assist delegates and the WYC logistics.
- The way staff treated delegates was also raised as an issue, as to many we treated them like a school delegation and not fully grown adults.
- Notably language barriers lead to logistic issues.
- Not many staff or volunteers read the Congress Manual based on previous congress's. This contained a lot of information on how to make sure the WYC succeeded in it's goals and succeed in meeting the delegates expectations.
- Transportation was often delayed due to last minute planning, and in one case people were left behind in Rio.
- Though medics were on site during the day, none of them spoke English. Plus no staff or volunteers were knowingly first aid trained.
- Our collective carbon footprint was always set to be high, due to the long-haul flights. However our measures to reduce and offset the carbon we emitted, whilst honourable, did not reach there full potential.
- Staff from the previous WYC, will discuss the issues that they faced and the actions to take, to the next lot of WYC staff.
- In the planning of the WYC location, the number of volunteers and staff needed will also be considered, by also looking at the numbers needed at previous congress's.
- We will give more freedom to the delegates, making sure we always treat them as adults and as equals.
- All staff and volunteers will be English speakers.
- The Congress Manual will be passed onto all staff and volunteers, plus hard copies will be taken to the WYC.
- Transport will be planned in advance with the times and the meeting places set in stone.
- All staff, volunteers and delegates will receive information on these times and meeting places, and maps will be provided. This information will also contain emergency contact details and trusted taxi numbers.
- English speaking medics will be on-site 24/7 and staff and volunteers will receive basic first aid training. Those with more experience will be noted. Delegates will also receive basic first aid information in their packs.
- Reducing our carbon emissions at the congress will form part of the location's criteria and WYC plan. Whilst the offset of our carbon emissions should either form an Action Project activity or be set around the other days schedules.
Clan & Regional meetings
Only 50% of delegates were satisfied with the Clan Meetings, however when looking in detail, 76% found them useful and 67% agreed with it being great network opportunity.
Though the percentages are different the same can be said for the Regional Meetings.
- Spaces and times for Clan Meetings changed daily.
- Plus last minute changes were never communicated to all Clan Leaders clearly due to logistic and internal issues.
- No one directly took charge of the Regional Meetings and there purpose.
- Plus the only one we were able to arrange was done at the last minute and was not very engaging for delegates.
- Clan Meetings will have a set time and locations; This might be during or after Breakfast, or the night before.
- All information clan leaders are meant to pass on, will also be found on information boards around the site.
- A staff member will coordinate Regional meeting content, planing them in advance. However we feel that having delegates lead the meetings and choose what regional topics they should discuss, could be a better option.
Workshops & Roundtables
Delegates were highly satisfied with these parts of the programme. 77% & 66% liking it''s content and variety, whilst 74% and 77% saw them as opportunities for learning new skills and networking.
- To many the roundtable content looked poor and had repeated panelists.
- We were also meant to report and record each of these, to then build a post-WYC information folder on what was discussed for delegates and ourselves. However broking printers and miscommunication lead to this not happening.
- More delegates will be given the opportunity to speak at the roundtables. whilst the other panelists and the roundtable content will be decided by a group of young people. who are wise to what should be discussed.
- We will ensure that everyone knows why we need to report and record each workshop and roundtable. Plus, those who work on the online aspects of the WYC to help create the information.
20 Solutions for a Sustainable Future
Due to not knowing its objectives and due to the timings it's development took place, only 53% were satisfied with the process of making these 20 solutions
This is not to say however that they were not satisfied with it's content. 61% were satisfied and 69% of delegates learned more about sustainable development due to it's development.
- The major concern was the involvement of managerial staff in its content development. This made the delegation feel disempowered and in parts it was undemocratic, as the managerial staff tried to influence its content.
- The next WYC 'outcome document' will have its own time and not be put together with Workshop and Roundtable programme times.
- At the beginning of the WYC the 'outcome document' will be talked about and it will also feature within the Congress Programme Booklet.
- Non-youth and managerial staff will not be involved in the discussions of its content.
Only half of the delegates were satisfied with the action projects. Plus, though nearly everyone attended the first two days, the same can not be said for the last day.
Though it must be said 87% learned new knowledge of the local communities and 70% appreciated the experience.
- The original idea for the Action Projects, was exciting - hitting the mark for building awareness, doing concrete supportive action within communities and reducing our carbon footprint. However many felt general frustration and that the overall goals of the three days were not meet.
- Logistic and transport issues were a prominent feature of the Action Projects.
- No long-term outcomes were noticeably within these Action Project days, though we did start to build a lasting nursery.
- All partners and staff need to agree on the overall goals and purpose of the Action Projects months in advance. It needs to be a learning experience and an opportunity for delegates to work with local communities, to create a lasting legacy.
- This then has to be worked on and arranged by a local team, months in advance. Who are perfectly ready for the days themselves, and are able to make it a fun, interested experience for delegates, so they join in everyday.
Plus updates on its progress will be shared, with all partners and staff.
- In advance, the best way to demonstrate the action projects direct changes in the community will be implemented and the long-term outcomes after the WYC, will be looked at by a local partner.
- The delegates themselves need to know about the Action Projects agenda, goals and logistics. This will at least be found within the Congress Programme Booklet.
- Thanks for reading.
Send any comments or questions to
the Peace Child International team -