SUGGESTED GUIDELINES FOR THE NGO TRAINING

DOCUMENTATION
The guidelines / suggestions mentioned here are intended as a guide for students to
follow when preparing their NGO Training reports. The format mentioned below
should be used as a reference while researching / documenting / compiling the NGO
training document. Adhering to the parameters provided below will ensure
exhaustive and in-depth documentation. However, the students are allowed to add
any additional information / material if they find it appropriate.

SECTION I

The study of the craft practice / artisans / beneficiaries should entail the following:

1) Literature Search & Secondary Data Search

Area specific Literature/Data search through Libraries, Museums and Books &
Periodicals and through research, documentation and analysis of the data
collected over years.

a) Historical Background of the economic activity / craft practice.

b) Study of products, raw materials, processes, forms etc.
c) Searching traditional practices / wisdom and skills unique to the
region / community.
d) Changes in the crafts over time and reasons for the same.
e) Demographic Data of the focus area: people, place, location,
connectivity, population, Literacy, economic status etc.

2) Field Study and Research / Data Collection

The discipline specific research / data collection is as follows:

2.1) Design Parameters:

a) Observing the complete production cycle of varied products to record

i) Skill levels of the artisans
ii) Unique techniques used
iii) Role of individuals / family members (in case it’s a group activity).
b) Documentation of the products made along with price and market /
consumer group.
c) Scope of skill up gradation.
d) Scope of design inputs (if at all).

2.2) Technological & Production Parameters:

a) Observing the complete production cycle of varied products to record

the following:
i) Production efficiencies (number of product produced / day, number of
people involved etc.)
 ii) Tools & process used (effectiveness of the tools and processes, quality
of tools, efficiency of processes used etc.
iii) Machinery used along with description / make (company).
iv) Production Facility / Infrastructure (CFC etc.)
v) Quality issues related to the craft practiced / economic activity.

The above study should eventually indicate possible work space efficiency,
improvement of tools / machinery and shared resources which could be
generated.

2.3) Entrepreneurial & Management Parameters:

a) Understanding the financial aspect related to the economic activity /

craft practiced:
i) Availability of funds for production of goods.
ii) Loans / finance available to undertake production.
iii) Wages given to the artisans / crafts persons.

b) Observing the complete existing product range, including:

i) Market perception of the products acceptability.
ii) Price acceptability of the products.
iii) Existing markets of the product.
iv) New proposed markets for the produce.

The above study should eventually indicate possible modification in the

existing range and possible product direction for future along with better
availability of finance / infrastructure.

2.4 ) Communication and Marketing Parameters:

a) Observing existing communication systems of product communication

and promotions.
b) Record (visual documentation) the methods and message.
c) Media used for communication and marketing.

The above understanding should eventually indicate possible product

communication systems, the regional essence & unique feel of the craft to
build & promote the identity.
 SECTION II

The above mentioned information / research / documentation can be presented in

the understated format entailing the following field of information and structure:

1) Title Page

2) Table of Contents

3) Introduction

4) About the Organization

• Geographical Reach / Location

• Stakeholders such as artisans/ focus groups along with their socio - economic
status.
• Vision, Mission and Philosophy
• Inception / Genesis
• Perspective Plans
• Organizational Structure
• Staff and their roles & responsibilities
• Physical Infrastructure
• Governance; Participation of the stakeholders in the planning / decision
making
• Donors
• Roles performed by the NGO
• Projects undertaken by the NGO
• Impact on the beneficiaries / stakeholders

5) Responsibilities

• This should be a generalized description of responsibilities undertaken (a

couple of paragraphs at most).

6) Major Projects

• Objective(about a paragraph summarizing each)

• Defining the beneficiaries of the project.
• Economic and social conditions of the Artisans / Beneficiaries.
• Deliverables
• Inter-relationship of the stakeholders.
• Existing institutional/individual support/interventions in:
a) Design/Market/Technology/Social/Welfare.
b) Development Potentials of the Craft Practice.
• Process Description of the Craft Practice: understanding of traditional wisdom,
practice and skills.
• Operational Description of the manufacturing / production implemented by
the NGO presently.
 • Costing of prototypes developed ( in case it was a product development
exercise)

The parameters mentioned in the section I (design, technological, production,

management, marketing, Entrepreneurial, marketing and promotional) should be
used to show in depth understanding and research.

7) NGO Training Summary

• Include pros and cons of your experience

8) Acknowledgement

9) Annexure

Drafted by Swarup Dutta with inputs from Prof. Sangita Shroff on 14th December,
2010.