What is ProAct's Service Project Planning Formula?

ProAct’s Project Formula promotes collaboration, teamwork, communication, project management, empathy, compassion, research, group facilitation, planning and budgeting, and 21st-century skills.

After applying our Four-Way Test to a project concept and once we know what project we are going to do with one of our nonprofit partners, we use the ProAct Project Formula to plan out what happens during our projects on the day of.

ProAct’s Project Formula promotes collaboration, teamwork, communication, project management, empathy, compassion, research, group facilitation, planning and budgeting, and 21st-century skills.

It also allows ProAct’s adult staff and volunteers to effectively prepare for each community partner we engage with during the project.

For each facilitated activity in our formula (icebreaker, team building, reflection), find activities that are appropriate for your group’s size and personality at ProAct University

When working with groups of any size, especially our youth, our best practice is to break groups up into project teams.

A key tenet to ProAct’s mission and programs is that our youth are not recipients of service, they are the givers and creators of service seeking to create and implement projects that focus not on the act of service, but on the intentionality of building relationships. To this end, when we work with youth to train them on how to implement a project, we divide our groups into five teams.

  1. Team Building and Introduction Team
  2. Project Team
  3. Reflection Team
  4. Closing Team
  5. Hype Team (Marketing)

These teams will use ProAct’s Planning Sheet and Project Formula (found in ProAct University) to plan, implement, and manage service projects during our program activities. Project teams’ roles and responsibilities are detailed below.

Team Building Team

This team sets the tone for our projects. They are knowledgeable in whom we are serving, why we are serving them, and where we are serving. This team begins each project with an icebreaker and team-building activity to get people talking and speaking to each other.

 This team will begin the project with:  

  • Icebreaker
  • Team building
  • Housekeeping details
  • Introduction to community and corporate partners
  • Communicating with the Project team on the flow of introductions and project transition

The Project Team

This team ensures that all project supplies are ready and acquired. They know exactly how the actual project is supposed to run and they are the team everyone will report to in case of project changes or backup plans. This team MUST have a backup plan in case of rain, snow, scheduling conflicts, or cancellations.  

This team will be responsible for:  

  • Project details, supply distribution
  • Site leader introductions
  • Project Instructions
  • Supply/project clean up – communicate with the closing team on clean up instructions

Reflection and Closing Team

This team wraps up the service project with a reflection activity. They make sure all parties who were involved are thanked and they make sure people leave with a smile on their faces.

This team will be responsible for:  

  • Asking how did the project go?
  • Shout Outs
  • Group picture
  • Thank yous
  • Giving instructions on project clean up or allotting time for a project team member or community partner to speak and give instructions
  • Donation information, if available.

The Hype Team

This team keeps the morale of the service project up. They make sure people are not standing around doing anything. For those volunteers and/or community members participating, the Hype Team will strike up conversations, share stories, conduct interviews, etc. They make sure people have fun. Their primary responsibility is to keep a light-hearted, fun mood for the project at all times.

This team will be responsible for:  

  • Sign-ins/Check-in table – communicate with the team building and intro team on how flow from check in to project works
  • Music, if available
  • Social Media Posting Throughout the Project
  • Taking pictures to capture the essence of the service project
  • Having Fun!