public diplomacy in practice

PD in Practice: Appendix I -   Debrief templates

Paul Kruchoski

— 3 min read

Appendix I:  Debrief templates

Closing out a project is a critical step in the process.  Project debriefs can take place in a facilitated meeting or in writing.  If it’s done in a meeting, ensure you have a facilitator and notetaker (ideally, people who are not themselves involved in debriefing the project) and an agenda for the meeting.  

In addition to reporting some basic monitoring data and initial assessment results, if you have it, project debriefs (at the initiative or activity level) can help PD practitioners at post develop continuity files and set the stage for organizational learning if the files are archived and disseminated.  The debriefs can also be a starting place for communicating about your work with others. 

Template 1:  After-action review

Answer these four basic questions:

  1. What did we expect to happen?
  2. What actually happened?
  3. What caused the difference between 1 and 2?
  4. What will we do the same or differently the next time?

 

Example  

  1. We expected participants to talk with their parents/guardians after the workshop.
  2. In the follow-up meeting, we learned that only one participant had done so.  In the next meeting, we asked participants why this was the case.
  3. Possible reasons
    1. Follow-up from the PD section was insufficient:  one email was sent.
    2. Participants needed an example/script.
    3. Participants didn’t have enough time.
    4. Participants didn’t have concrete materials.
    5. Participants were nervous about introducing the idea.
  4. Changes for next time
    1. Have participants practice with each other/role-play.
    2. Create concrete materials intended for their parents/guardians.
    3. Follow up by email and WhatsApp message.

Template 2:  Three S’s 

Start:  What should we start doing to achieve a different result next time? 

Stop:  What should we stop doing to achieve a different result next time? 

Sustain:  What should we keep doing to maintain results we are happy with? 

 

Example 

  • Start:  Create supplemental materials designed for students to use when they have conversations about study abroad with their parents/guardians. 
  • Stop:  According to a survey of participants, none of them heard about the program via social media; do not rely on Facebook ads for this purpose. 
  • Sustain:  Reach out to public and private high schools to find participants for this program.  In the future, to coordinate effectively, remember that public high schools require greater lead time for effective coordination. 

Template 3:  Specific issue identification 

Issue:  What is the aspect of the program for examination? 

Discussion:  What aspects of the issue should be analyzed?  What evidence and observations are relevant to the issue?  

Recommendation:  What should stay the same or be changed in the future? 

 

Example 

  • Issue:  Lack of materials available for follow-up with parents and guardians. 
  • Discussion:  Several student participants reported that they had productive conversations with their parents/guardians about the possibility of study abroad in the United States but that they did not have enough concrete information to support their arguments.  The student participants were highly motivated but were not well prepared for the next step of talking to and convincing their parents/guardians. 
  • Recommendation:  Consider creating materials meant for students to use in talking with their parents/guardians.  Recognize that there are two audiences with different needs and that different messages will resonate.  Conduct focus groups with students and parents to determine which key messages will resonate with parents and to ensure students can communicate those messages effectively.  

Template 4:  Close-out report 

Project overview:  What were the project goals and objectives?  What did the project actually achieve? 

Project highlights:  What were the project’s major successes?  What aspects of the project went well and why? 

Project challenges:  What aspects of the project did not go as planned and why?  What processes can be improved in the future? 

Example 

  • Project overview:  “100 days of education” aimed to raise awareness about educational opportunities in the United States and to support the preparation required for such study.  Baseline survey data and post-participation data suggest that the initiative was moderately successful, resulting in a 10 percent increase in the number of high school age students who are interested in study abroad in the United States. 
  • Project highlights:  1) High level of satisfaction with the quality of English language classes that are part of the program.  2) Established working relationships with several private high schools in the area.  3) Learned that a significant number of participants reported having conversations with their parents/guardians about study abroad. 
  • Project challenges:  1) Insufficient coordination with local high schools limited the number of participants; in the future, plan for more time to coordinate, especially with public schools.  2) Students reported having difficulty with finding transportation to events held in the evenings.  3) No follow-up materials were available for students to provide parents/guardians with additional information. 

 

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