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Service: Preparation

STAGE TWO: Preparation

In the Preparation stage of Action you will consider the elements that make you able to complete your project. At this point, work on the structure, plan and management of your project.  

In this section you need to provide evidence and reflection on:

  • Assigning of roles and responsibilities for yourself and others
  • Identification of specified resources
  • Construction of a timeline and planning for deadlines
  • What 'success' of the project looks like. How will you know you have completed it?

Example Preparation Documentation 

Activity Focus: Science / Environmental Education

Description:
For our science lesson at Mingde School, our group is planning an interactive activity where students will learn about plant growth by planting flowers together. The goal is to teach basic science concepts in a fun, hands-on way, while encouraging care for the environment and a sense of shared responsibility.

Roles and Responsibilities:
We clarified our team roles to make sure the lesson runs smoothly:

  • Lead Instructor (me): Introduce the lesson, explain the science concept of plant life cycles, and guide the activity.
  • Materials Manager: Prepare and distribute planting materials (soil, seeds, pots, watering cans, gloves) and help with setup.
  • Translator / Support: Translate key vocabulary into Chinese and assist students who need extra support.
  • Classroom Facilitator: Monitor small groups, encourage participation, and help with cleanup afterward.

Plan of Action:

  1. Introduction (5 minutes): Explain what plants need to grow using visuals and simple language.
  2. Demonstration (5 minutes): Show students step by step how to plant seeds.
  3. Group Activity (15 minutes): Students plant their own flowers in small groups with our support.
  4. Wrap-Up (5 minutes): Review vocabulary, ask students what they learned, and assign groups to care for their plants.

Resources:

  • Flower seeds, small pots, gardening gloves, soil, watering cans, visual aids (plant life cycle chart, vocabulary cards), translation cards.

Weekly Timeline:

  • Monday: Finalize lesson structure and assign group roles.
  • Tuesday: Collect and organize all planting materials; check for quantities and pack spares.
  • Wednesday: Practice the full lesson with the team, focusing on transitions and timing.
  • Thursday: Translate key vocabulary and finalize visual aids.
  • Friday: Review logistics for travel, check materials are packed, and make any final adjustments.
  • Trip Day: Deliver the 30-minute lesson at Mingde School during the scheduled science block.

Skills to Acquire:
To prepare, we practiced explaining scientific concepts clearly, using gestures and visuals to support understanding. We also worked on classroom management techniques and coordinating smoothly as a team to make the lesson engaging and well-organized.

The Design Process

Might you be able to apply the Design Cycle to your project?

MYP Design Cycle 
 

Project Management: Gantt Chart

A Gantt chart, commonly used in project management, is one of the most popular and useful ways of showing activities (tasks or events) displayed against time. On the left of the chart is a list of the activities and along the top is a suitable time scale. Each activity is represented by a bar; the position and length of the bar reflects the start date, duration and end date of the activity.

This allows you to see at a glance:

  • What the various activities are
  • When each activity begins and ends
  • How long each activity is scheduled to last
  • Where activities overlap with other activities, and by how much
  • The start and end date of the whole project

YOU CAN MAKE A GANTT CHART IN EXCEL, WORD or specific Project Management programs

USE EXCEL TO MAKE A GANTT CHART

USE Word TO MAKE A GANTT CHART