1. What is this toolkit?
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This toolkit supports NGOs/CBOs in developing countries to effectively document and communicate their work on HIV/AIDS.

This toolkit is about documentation and communication work. For NGOs/CBOs involved in HIV/AIDS, this means practical ways to record, learn from and share their experiences, results and lessons learned – for the benefit of their own organisation and others. The types of products involved include case studies, reports, photo-story books and newsletters.

This toolkit is not about Information, Education and Communication (IEC) work – which is a programme strategy used by NGOs/CBOs to raise awareness about HIV/AIDS among communities. The type of products used for IEC include information leaflets about HIV/AIDS and flipcharts for training sessions.

“Documenting and Communicating HIV/AIDS Work” is one in a series of toolkits that are based on the practical experiences of the International HIV/AIDS Alliance. The International HIV/AIDS Alliance is an international non-governmental organisation that supports communities in developing countries to prevent the spread of HIV, support and care for those infected and ease the impact of HIV on families and communities. Since its establishment in 1993, the Alliance has provided both financial and technical support to more than 1,500 HIV/AIDS projects and has worked with NGOs and CBOs from over 40 countries.

By distributing this toolkit widely, the Alliance aims to:

• Build practical skills among NGOs/CBOs by using participatory activities and sharing experiences.

• Provide a training resource for NGO support programmes, training organisations and individual trainers.
• Continue learning about how NGOs/CBOs can successfully document and communicate their work.

2. Why and how was this toolkit developed?

The Alliance and its partners in developing countries have come to realise that, although NGOs/CBOs are carrying out creative and effective action on HIV/AIDS, they often do not document their work. This has prevented them from making full use of their lessons and results – in terms of both promoting their organisations and improving the quality of their own work and that of others. In response, the Alliance developed a training programme in this area – the lessons and activities from which form the basis of this toolkit.

The development of this toolkit has been inspired by the experiences and ideas of many organisations in many countries. In particular, this includes the groups that collaborated with the Alliance during three comprehensive field tests of the draft text. These were carried out in Zambia with the Central Board of Health (CBoH) and the Zambia Integrated Health Programme (ZIHP); the Philippines with Philippines HIV/AIDS NGO Support Program (PHANSuP); and Uganda with Uganda Network of AIDS Service Organisations (UNASO). Special thanks are given to Sarah Lee, as the lead author, and also to Supanya Lamsam.

During the development of the training programme and toolkit, the Alliance’s work in documentation and communication has been supported by a range of international donors. These include the UK Government’s Department for International Development (DFID), Merck & Co. Inc. and the United States Agency for International Development (USAID).

3. Who is this toolkit for?

“Documenting and Communicating HIV/AIDS Work” is for people and organisations that support NGOs/CBOs responding to HIV/AIDS in developing countries. These include NGO support programmes, training institutions and individual trainers.

It is important that people using this toolkit already have some basic facilitation skills, for example in guiding large group discussions and small group activities. It is also helpful if they have some previous experience in documentation and communication work, although this is not essential.

“A Facilitators’ Guide to Participatory Workshops” (available alongside this toolkit) – provides some ideas that will be useful for facilitating this type of workshop. These ideas include how to prepare for a participatory workshop and how to prepare and facilitate participatory activities.

4. How can this toolkit be used?
This toolkit is designed to be flexible so that facilitators can tailor the work schedule to meet the needs of different NGOs/CBOs. For example, some groups may want to have a training workshop in which they do most of the activities in one go, while others may want to use a selection of activities over a period of time, or to focus on one or two activities to meet a specific, urgent need. To provide this choice, Sections 1, 4 and 5 of the kit are designed for “pick and mix” – meaning that the activities can be used in any order or combination. However, it should be noted that Sections 2 and 3 – which take participants through the planning of documentation and communication work – are a series of linked activities that need to be followed in order and as a whole.

For most of the toolkit, facilitators can use the activities with either an individual NGO/CBO or a group of NGOs/CBOs. However, for Sections 2 and 3, participants need to work with colleagues from their own organisation. This is because planning documentation and communication work needs to be specific to each individual NGO/CBO.

This toolkit can be used with NGOs/CBOs of different levels of experience in documentation and communication. However, it is particularly suitable for those that are new to this area of work.

5. What is in the sections of this toolkit?

Following this Introduction, the toolkit is divided into five sections:

Section 1: Introducing documentation and communication

Section 2: Making a plan for a documentation and communication product

Section 3: Making an overall documentation and communication plan

Section 4: Building documentation and communication skills

Section 5: Information cards

Section 1 provides an introduction to documentation and communication. It covers the key concepts – such as what documentation and communication is, why it is done, and whom it is for. It also helps NGOs/CBOs to think about what makes good documentation and communication, to learn from their past experiences in this area, and to think about what skills they will need. Finally, it helps NGOs/CBOs to think about issues that are specific to documenting and communicating HIV/AIDS work.

This section helps NGOs/CBOs to “lay the foundations” for their documentation and communication work by developing a strong understanding of what this area is and is not about, and what it can and cannot achieve.

Section 2 outlines the step-by-step process of making a detailed plan for a documentation and communication product. It starts by supporting NGOs/CBOs to develop a planning framework and then guiding them through each step, including selecting an aim and objectives, audiences, key messages and product. It then provides in-depth support in developing a specific product, including deciding its structure, content and style, and how it will be prepared and produced – including who will do the work and when it will be done. It then covers dissemination and monitoring, before ending with support in how to review and finalise a plan.

This section helps NGOs/CBOs to think through all of the steps involved in developing a documentation and communication product. It encourages groups to be creative, as well as strategic and realistic. This helps to ensure that their efforts will bring concrete benefits to their organisation and its HIV/AIDS work.

Section 3 complements Section 2 by focusing on how to make an overall documentation and communication plan and how to integrate documentation and communication work into an organisational plan.

This section helps NGOs/CBOs to see the “bigger picture” of their documentation and communication work. It includes looking at their long-term “vision” for this area and how it fits with their group’s overall work. This helps to make sure that their efforts are not carried out in isolation.

Section 4 focuses on building practical skills for carrying out and improving documentation and communication work. It includes activities to help NGOs/CBOs to improve the quality of the information that they gather, such as identifying the strengths, weaknesses, gaps and lessons learned of their chosen subject, carrying out effective interviews and taking good notes. The section pays particular attention to improving the quality of text and visual materials, and the links between the two. For example, how to present information, keep text short, use language that is simple, appropriate and accurate, and take and use good photographs. It also includes activities to help with developing effective visual aids and delivering presentations.

This section helps NGOs/CBOs to ensure that their documentation and communication work is as creative and effective as possible. The activities can be used to support participants who are planning a specific product or those who want to improve specific aspects of their work.

The contents of each part of Sections 1 – 4 follow the format below:

Aim – stating what the activity is designed to achieve.

Introduction – explaining the subject area and the key issues involved.

Instructions – outlining the steps to take to complete the activity, and the key questions to consider.

Facilitators’ notes – sharing “useful ideas” about how to successfully guide participants through the activity.

Example – showing how an NGO/CBO has put the activity into practice.

Activity shortcut (in Sections 1 and 2 only) – providing a quick way to address the subject if participants lack time or are very experienced.

Facilitators can read through the Aim and Introduction for each point and use them as the basis for an initial group discussion. They can then work through the Instructions for the activity, using the Facilitators’ Notes to avoid possible pitfalls. Finally, they can use the Example to clarify any points that are unclear. It is important to note that, although the ideas and activities in this toolkit have been tried and tested by the International HIV/AIDS Alliance and its partners, they do not try to provide “perfect” examples of how things should be done. Therefore, the Instructions should not be followed “word for word” and should, instead, be adapted to participants’ specific needs, skills and interests. Also, the Examples should be seen as just one way that the Activity can be put into action – as opposed to the “perfect way”.

6. What is in the Handouts of this toolkit?

Handout sheets can be found at the back of Sections 2, 3 and 4. These aim to provide additional technical information and handy hints for some of the activities. Facilitators can use them in a number of different ways. For example, they can read them beforehand to prepare for the activities or use them during group feedback sessions. They can also share them with participants, for example by copying them on to overhead transparencies or by making photocopies for people to take away with them.

7. What is in the Information cards in this toolkit?

Section 5 provides Information cards to help participants to develop specific documentation and communication products. These are:

• Case studies • Newsletters • Leaflets • Workshop reports • Abstracts • Annual reports • Policy reports • Presentations • Photo-story books • Videos • Radio programmes • Websites

Each Information card is four pages long:

• The front page introduces the product and three key questions to ask before starting to develop it.

• The two centre pages use an example outline of the structure and content of the product to highlight some practical “dos and don’ts”.

• The back page focuses on “useful ideas” about the style of the product.

This section helps participants to focus on the specific documentation and communication products that they want to produce. It helps them to think through the strengths and weaknesses of these products, and the specific technical issues involved. This helps them to plan and produce products that will be as useful and effective as possible.

The Information cards can be used by facilitators at different stages of training. This might include when participants are selecting their documentation and communication product, or when they are planning how to develop it. The Information cards are particularly useful if used alongside Section 2 – as they help to ensure that the products are thoroughly planned.

8. How long does this toolkit take to use?

Each activity in this toolkit includes an estimated time of how long it will take to complete. These are based on the Alliance’s practical experiences of using the toolkit in workshops with 15 – 20 participants. However, in practice, facilitators can make the activities shorter or longer, depending on the time available and the level of skills and interest of the participants.

The activity shortcuts in Sections 1 and 2 take approximately 20 – 30 minutes.

Most of the main sections of this toolkit can be covered in a five-day workshop. This provides enough time to introduce documentation and communication work, develop a plan for a specific product, and strengthen some selected skills. Some examples of schedules for workshops are shared at the end of this Introduction.

9. What materials are needed to use this toolkit?

All of the activities in this toolkit can be used with a small number of simple resources. These are:

• Large sheets of blank paper • Small pieces of blank paper • Marker pens • Sticky tape, Blu-Tack or Sticky Stuff.

Most of all, both facilitators and participants will need enthusiasm, energy and creativity!

Workshop schedule: Example 1

This schedule is based upon workshops carried out by the International HIV/AIDS Alliance. The first day introduces participants to documentation and communication. The second, third and fourth days include planning for a specific product during the mornings and building practical skills in the afternoons. The fifth day focuses on making an overall documentation and communication plan, and preparing and presenting participants’ final plans for specific products. For all of the sessions, the relevant sections of the toolkit are written in brackets. The timings are approximately the same as those suggested in this toolkit, but some have been shortened to fit the available time.

Workshop schedule: Example 2

This example schedule is based upon workshops carried out by the International HIV/AIDS Alliance. During the first day, it introduces documentation and communication to participants. During the second and third days, it takes them through the planning steps for a specific product and provides time to review the relevant Information cards. On the fourth and fifth days, it focuses on building selected practical skills. For all of the sessions, the relevant sections of the toolkit are written in brackets. The timings of the sessions are approximately the same as those suggested in this toolkit, but some have been shortened to fit the available time.

Source: Documenting and communicating HIV/AIDS work
This is an extract from Documenting and communicating HIV/AIDS work: a toolkit to support NGOs/CBOs, published by the International HIV/AIDS
Alliance in October 2001.

To view the whole toolkit follow this link.

To download this section, complete with graphics, in pdf format (which requires Adobe Acrobat software to read it) follow this link (file size 190kb).

 

Resources for working with groups

Documentation toolkit

• Documentation toolkit flyer
• Documentation toolkit contents
• Documentation toolkit introduction
• Documentation toolkit section 1: Laying the foundations
• Documentation toolkit section 2: Making a plan for a documentation and communication product
• Documentation toolkit section 2 (continued)
• Documentation toolkit section 3: Making an overall documentation and communication plan
• Documentation toolkit section 4: Building practical skills
• Documentation toolkit section 4 (continued)
• Documentation toolkit info card: abstracts
• Documentation toolkit info card: annual reports
• Documentation toolkit info card: case studies
• Documentation toolkit info card: leaflets
• Documentation toolkit info card: newsletters
• Documentation toolkit info card: photo-story books
• Documentation toolkit info card: policy reports
• Documentation toolkit info card: presentations
• Documentation toolkit info card: radio programmes
• Documentation toolkit info card: videos
• Documentation toolkit info card: websites
• Documentation toolkit info card: workshop reports