Kutayib

3.2. Internal communication and decisions

Session Objectives

By the end of the session, participants will be able to:

  • Recognize the value of clear and accurate communication.

  • Analyse current communication flows in their clubs and identify gaps.

  • Strengthen empathy, adaptability, teamwork, and negotiation through role-play.

  • Co-create a Club Communication & Decision Charter.

Duration

02h 20min

Group size

Set by facilitator

Materials needed

Flipchart, markers, papers, pens

Session Description 

This session helps participants improve internal communication and decision-making within their clubs. Through interactive activities, they map existing communication flows, identify gaps, and practice collaborative decision-making. Each club then creates a Communication and Decision Charter to ensure clarity, inclusion, and shared responsibility.

Duration: 20min

Group size: Groups

Materials needed: Papers and pens

  • In groups, the facilitator/ trainer gives team members a simple phrase (e.g., “Organise a club event”) except one member who will be guessing.

  • Each participant draws something that represents the phrase in 3 seconds and passes it to the next.

  • The guessing member will try to figure out the phrase from the drawing.

  • The winning team is the team that guesses correctly.

Objectives: Highlight the importance of accurate communication, while warming up participants and capturing their attention.

Duration: 25min

Group size: Groups (by clubs)

Materials needed: Flipchart, markers

Duration: 15min

  • Each group draws a map of how communication currently happens in their club.

  • Include:

    • Who talks to whom

    • What tools are used (e.g., WhatsApp, meetings, email)

    • How often communication happens

  • Use arrows, icons, or color codes to show flow and frequency.

Duration: 05min

  • On the same map, mark:

    • Gaps (missing links or people left out)

    • Overlaps (redundant or duplicated channels)

    • Unclear pathways (confusion about who communicates what)

Duration: 05min

  • Each group presents their map briefly to the plenary.

  • Highlight one insight or surprise they discovered.

Objectives: Understand current communication flows and identify weaknesses and opportunities for improvement.

Duration: 40min

Group size: Groups

Materials needed: Flipchart, marker, scenarios

  • The facilitator/ trainer assigns each participant a role of another club member (e.g., president, treasurer, volunteer).

  • Participants briefly discuss their role’s priorities and responsibilities.

  • The facilitator/ trainer presents each group with a scenario (e.g., budget cut, scheduling conflict, team disagreement).

  • Groups propose decisions from their role perspectives.

  • Each group adapts, communicates, and negotiates to reach a final solution.

  • Each group documents all decision-making steps on a flipchart and presents them to their peers.

Objectives: Develop empathy, strengthen communication and negotiation, and enhance problem-solving, adaptability, and teamwork.

Duration: 40min

Group size: Groups (by clubs)

Materials needed: Flipchart, markers

Duration: 05min

  • The facilitator redivides participants into their respective clubs.

  • Each club receives a flipchart or large sheet to work on.

Duration: 25min

Each club designs its own Communication & Decision Charter, outlining how members will interact and make decisions. The charter must include:

  1. Preferred tools & channels

    • What platforms will the club use to communicate? (e.g., WhatsApp, email, in-person meetings, shared documents)

  2. Decision-making process

    • How will the club make decisions? (e.g., voting, consensus, rotating leadership, delegation)

  3. Inclusion & voice

    • What methods will ensure everyone is heard? (e.g., feedback rounds, anonymous suggestions, rotating facilitators)

    Encourage creativity: clubs can name their charter, add visuals, or include guiding values.

Duration: 10min

  • Each club presents their charter in 2–3 minutes.

  • Facilitator leads a short discussion:

    • What similarities or differences emerged?

    • Which ideas felt most inclusive or practical?

    • What could be adopted across clubs?

Objectives: Apply learning to club operations, promote ownership and accountability, and encourage structured processes.

Duration: 40min

Group size: Small groups-Clubs

  • The facilitator/ trainer leads a discussion:

    • What worked?

    • What challenges came up?

    • What did you learn from the session?

  • Each participant shares one commitment to improve communication in their club.

Objectives: Reinforce key lessons and encourage personal commitment to action.