Thematic Committees

Thematic Committees are specialized working groups that analyze specific proposals related to a particular area or topic. This activity leverages participants' knowledge and experience, ensuring a detailed, diverse, and well-founded evaluation of proposals. Additionally, it promotes strategic focus and collaboration among experts and stakeholders.

Preparation

1. Define the purpose:
   • Clarify the objective of the committees: evaluating proposals, prioritizing actions, or generating recommendations for a specific theme.
2. 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.
3. 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).
4. 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.

Purpose

The purpose of Thematic Committees is to ensure a detailed and specialized evaluation of proposals, involving experts and stakeholders in the analysis and prioritization process to achieve informed decisions aligned with the project's objectives.

Required 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.

Platforms

• Questiory
• Padlet
• Canva
• Miro
• Mural

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.