7.2.1 Preparing to use the APF tool

We offer two points of advice to set up the process of using the APF tool: one on making sure the whole team understands the APF tool before starting, and the second on the role of a facilitator in the team planning process.

• Make sure all involved understand the tool, core concepts, and the process you will be going through.
  It is time well spent to introduce the team to the APF tool, its overall architecture, and the focus and function of the four elements, as well as making sure all members of the team have the same understanding of the term “policy advocacy.” When using the APF, it will really help if at least one person on the team has read this manual in advance: while the APF questions are straightforward and can be used independently, the concepts behind them and perspectives put forward are not as easily understandable and will need to be discussed. This may be especially important if your team is comprised of a group of stakeholders on the issue in question coming from different perspectives and backgrounds. Finally, it is helpful to negotiate and harmonize expectations of your staged planning process in working through the APF tool.

• One person should play the role of facilitator, especially if working in a larger group.
  It is prudent to designate one member of the team as facilitator, as this person will play an important role in keeping the planning focused navigating the team through the different elements, as well as ensuring you get the most out of planning sessions. The many dimensions to the APF tool and its iterative nature means you have to structure the process well in order to get the most out of it. Unsurprisingly, to do this job well, it is best that the facilitator has a deep understanding of the APF. The facilitator will also play an important role in collating information and summing up the results of the planning. Thus, having a facilitator can really make a difference in terms of quality of the outcome and efficiency of the mapping and planning process itself.