Module C: Plan & Invite

Purpose

In this module, you’ll plan how to create your strategy. You will make a timeline, choose participants to help build the strategy, and invite them to the workshops. Let’s get started!

What You’ll Achieve

By the end of Module C, you will:

1. Make a timeline for your DSB process.
2. Choose participants to help develop the strategy.
3. Send invitations to the selected participants.

What You Need

• Invitation Letter
• Timeline Template
• Participant List

Activity #1: Create Your Timeline

Work with your core team to plan your DSB process. This step is critical for the people in your core team responsible for coordination and advocacy.

ℹ️ Remember, these are the key phases of the DSB process:

Initial Insights: This is where you are now! The core team reviews data and plans the budget, timeline, and logistics.

Workshop 1: A two-day workshop with about 25 participants to define priority areas, identify vaccination barriers, and plan for Field Insights.

Field Insights: A one-to two-day visit where all participants gather information and understand challenges in communities.

Workshop 2: A three-day workshop to analyse data, create solutions, and plan implementation.

Finalisation: After Workshop 2, the core team completes and finalises the results using the demand strategy template.

Create a timeline

• Set the order of activities: Decide on the order and timing of each step in the DSB process.
• Use the timeline template: Open the Timeline Template or make your own. Think about how long each DSB step will take and set a deadline for completing the strategy.
• Decide on a schedule:
  • Separate schedule: Run Workshop 1, take time to plan Field Insights and collect data, then hold Workshop 2.
  • Continuous schedule: Combine Workshop 1, Field Insights, and Workshop 2 into one to two weeks. This can reduce logistical challenges and save time but requires quicker planning and continuous time (one to two weeks).
• Finalise your timeline: Use the template to set deadlines for introductions, workshops, and implementation.

Activity #2: Identify & Invite Workshop Participants

Now that you have completed your timeline, it’s time to identify and invite the people who will join the workshops. A diverse group with different experiences and skills will help create a strong strategy.

1. Identify workshop participants

• Choose people who can help design the strategy and who work within or represent the priority communities and locations identified in Module B. Invite participants who can:
  • Provide technical expertise and political support
  • Represent community voices and experiences
  • Help implement strategy solutions
  • Share insights from healthcare work
• Aim to invite 20 to 30 participants, including representatives from:
  • The local Ministry of Health (e.g., Health Promotion Unit) or Ministry of Communication
  • WHO, UNICEF, and local NGOs or Civil Society Organisations
  • Groups focused on health, women’s, or children’s issues
  • Community leaders and influencers from high-risk areas
• Consider inviting people with the following roles:
  • District Health Officer
  • EPI Supervisor
  • Vaccinators in the priority locations
  • Community leaders and influencers from priority communities
  • Health Coordinator
  • Community Health Volunteers
  • Data Officer

ℹ️ Remember: Ensure equal gender representation to include a balance of perspectives, especially including women’s voices.

Make a list of participants with names, roles, and organisations. Use the Participant List template if needed.

2. Send invitations

Use the Invitation Letter template in the online drive or create your own. Edit it to include specific details. E.g.:

• “Your knowledge and experience as a community leader will help ensure marginalised voices are included.”
• “As a healthcare provider, your knowledge of current health systems is vital for shaping solutions.”
• “Your role in government is crucial for keeping the strategy a priority for decision-makers.”

Send invitations at least one month before the workshops and follow up closer to the dates.

✅Wrapping Up

Well done! Before moving to Module D, make sure all steps in Module C are completed.