Preparation
01 · Define the purpose
- Clarify the objective of the committees: evaluating proposals, prioritizing actions, or generating recommendations for a specific theme.
02 · Select the topics
- Identify key areas to be evaluated, such as education, environment, infrastructure, innovation, among others.
- Sort the proposals according to their relevance to these areas.
03 · Form the committees
- Group participants based on their expertise, interests, or knowledge in each topic.
- Ensure diversity of perspectives within each committee (e.g., technical experts, beneficiaries, local leaders).
04 · Prepare materials
- Clear descriptions of the proposals assigned to each committee.
- Evaluation templates with predefined criteria (e.g., impact, feasibility, cost-benefit analysis).
- Physical or virtual spaces for teamwork.
Step-by-step instructions
1
Introduce the purpose
- Explain the role of thematic committees and how their analysis contributes to the overall project or process goal.
- Present the topics and the proposals assigned to each committee.
2
Committee distribution
- Divide participants into groups according to the selected topics.
- Assign a facilitator to each committee to moderate discussions and ensure the group stays on task.
3
Initial proposal review
- Each committee reviews its assigned proposals, ensuring they understand the objectives, scope, and expected benefits.
- The facilitator encourages questions to clarify doubts or explore details.
4
Proposal analysis
- Committees evaluate the proposals using predefined criteria such as:
- Impact: How beneficial will the proposal be?
- Feasibility: Can it be implemented with the available resources?
- Sustainability: How will the results be maintained in the long term?
- Cost-benefit: Is the investment justified compared to the expected impact?
- They use tools such as matrices, rating scales, or checklists to structure their analysis.
5
Prioritization of proposals
- Each committee selects the most relevant proposals within its topic based on the analysis conducted.
- Optional: Classify proposals as high priority, medium priority, and low priority.
6
Presentation of results
- Each committee shares its conclusions and recommendations with the larger group.
- Participants can ask questions or provide additional suggestions.
7
Closing and reflection
- Summarize key learnings and decisions made during the activity.
- Document evaluations and prioritizations for future reference.
Materials
Clear descriptions of the assigned proposals.
Evaluation templates or matrices.
Whiteboards, markers, and sticky notes.
Optional digital tools for online analysis, such as Google Sheets, Miro, or Padlet.
Practical recommendations
Clear criteria
Define the evaluation criteria before starting the activity to avoid confusion.
Active facilitation
Assign facilitators to each committee to maintain focus and moderate discussions.
Documentation
Record evaluations and conclusions for future reference.
Balanced teams
Ensure that committees have a good mix of skills and experience.
