A training Report on Group Leadership, Management and ...

A <strong>training</strong> <strong>Report</strong> on Group Leadership, Management andIntroduction to Dairy Traders Association for the Garissa MilkMarketing GroupsCommissioned by CARE Kenya under Enhanced Livelihoods in the Mandera Triangle(ELMT) Project<strong>Report</strong> compiled by SITEFebruary 2010

Table of ContentsPage NumberExecutive Summary 2Introduction 3Course Outline 4Training activities and recommendations 7Recommendations and conclusions 12Annexes 131

Executive summaryThe small-scale individual entrepreneur can contribute significantly towards the competitivenessof their respective sub-sectors but only if they are organized into groups and their respectivecapacities strengthened. Only then can they approach markets and institutions collectively aswell as be able to advocate and lobby for change within the sectors in which they operate. This isespecially critical among small-scale dairy traders and producers who currently do not have anaudible voice within the dairy/milk value chain.In November 2009, SITE partnered with CARE Kenya in an assignment aimed at helping camelmilk marketing groups improve milk quality and explore better marketing channels for camelmilk. In the assignment, we found that the milk marketing groups in Garissa were in clusters thatneeded to be strengthened in leadership and management aspects. The groups also expressedneed to link up to the National Dairy Traders Association (DTA), an association formed throughSITE’s initiative towards improving the livelihoods of small-scale milk traders.During the assignment, SITE trainers covered six topics aimed at helping the participants acquireskills in group leadership, group management, provision of services to group members, businessskills, how to set up and run a successful milk bar/canteen as well as introducing the concept ofself-organization. The Chairman of national DTA gave a talk to the participants detailing thebenefits of associating and requirements for membership. SITE used one <strong>training</strong> team of twopeople during the workshop.The <strong>training</strong> took place in Garissa’s Agricultural Training Centre over a period of five days.Garissa is in Kenya’s North Eastern Province and borders Somalia to the East. A total of 30leaders were trained in all the outlined topics.Language barrier presented a challenge because even if most of the participants could understandKiswahili, some could not speak or answer in Kiswahili. However, CARE staff as well as theparticipants helped with the translation whenever necessary.Out of this <strong>training</strong>, it emerged that for the Garissa milk traders to benefit from joint action, theymust work with other milk traders and stakeholders in the dairy sub-sector. This is only possibleif their individual groups are strengthened in all group aspects. These include: leadership, groupmanagement, business management and service provision to their members. This must also applyto the umbrella bringing the various groups together.Equally important for the milk groups is the strengthening of their members’ businesses throughincreased market access. Establishment of individual or group milk bars is one way of increasingmarket access since it promotes direct milk consumption.2

SECTION IIntroductionCare Kenya, along with the other partners of Enhanced Livelihoods in the Mandera Triangle(ELMT) Project; have been working with the pastoralist communities in Garissa and otherdistricts in the Mandera Triangle in an effort to enhance their livelihoods. To achieve this, manyinterventions have been implemented. This <strong>training</strong> on group leadership and management as wellas introducing the trained groups to the Dairy Traders Association (DTA) is a follow up to anearlier assignment done by SITE in November 2009 on <strong>training</strong> the camel milk handlers inGarissa on hygienic milk harvesting, handling, storage, transportation as well as basic businessskills as an intervention under ELMT.The targeted participants under this <strong>training</strong> were the leaders in the camel milk marketing groupsin Garissa town. Thirty participants were trained out of which 25 were women (83%) while onlyfive (17%) were men. The leaders fell into two categories – leaders of the individual groups andleaders of an umbrella of the individual groups. Twenty six participants were leaders ofindividual groups while four were leaders of the umbrella.The main objective of the assignment was to strengthen the leadership and management of thegroups. The groups were also to be encouraged to strengthen their umbrella before linking themto the DTA. The chairman of the national DTA was to talk to the leaders on the benefits ofassociating among themselves and with other milk traders in Kenya.Expected deliverablesi) A <strong>training</strong> report covering the <strong>training</strong> activities and recommendations on the wayforward.ii) A debriefing session after completion of the assignmentThis report is divided into four parts, each part addressing a specific deliverable as follows:o Course outlineo Training activities and recommendationso Recommendations and conclusionso Annexes3

CARE KENYA/SITE FEB 2010Highlights on course outlineCourse outline1. Group leadershipWho is a leader? Qualities of a good leaderCommunicationLeadership core valuesPower and authorityAccountability and transparencyGender and leadership2. Management of groupsManagement structureRole of office bearersDuties of leaders and membersGroup meetings, elections and conflict resolution3. Business skills4. Service provision to members5. How to set up a milk bar6. Introduction to the Dairy Traders Association (DTA)i. Training methodologyParticipatory <strong>training</strong> methods were used with emphasis on group discussions, plenarypresentations, experience sharing and where possible role plays to make the <strong>training</strong> as learnercentered as possible. The <strong>training</strong> was organized from 9.00 am to 3.00 pm to accommodate thetrading schedules of the trainees. The participants were conversant with Kiswahili hence thetrainers used it in their <strong>training</strong> instead of an interpreter.At the end of the <strong>training</strong>, an exit questionnaire was administered. The trainees also outlinedpractices they would adopt or change in the leadership and management of their milk groupsbased on the acquired knowledge and skills.ii. Training aidsThe following <strong>training</strong> aids were used:• Flip charts• Marker pens• Note books• Biro Pens• Illustrations/picturesTraining <strong>Report</strong> under ELMT compiled by SITE6

CARE KENYA/SITE FEB 2010Training activities and recommendationsSECTION III1. Training activitiesTraining for the leaders took place in the Garissa’s Agricultural Training Centre (ATC)conference hall. A <strong>training</strong> attendance form was used to monitor attendance and is attached tothis report as Annex I. The <strong>training</strong> took five days as follows:Day One: Introduction to objectives; Leadership in GroupsThe <strong>training</strong> began on Feb 15 th 2010 at 9.00 am in the Garissa ATC conference hall. Twoofficials from CARE Kenya Garissa Office were present. The participants were taken throughthe objectives of the <strong>training</strong>. Leadership <strong>training</strong> was the first topic.The module was handled through group discussions,plenary presentations and discussions. Thediscussions were very informing since theparticipants are leaders who were willing to sharetheir experiences in group leadership.A Group Discussion on Leadership/ Photo SITEDuring the discussions, it emerged that the umbrellawas initially made up of 31 groups. Due to leadershipwrangles, some groups were forced out of theumbrella. Other groups like Sumeya chose to leavethe umbrella out of their group principles.The current umbrella is made up of 18 milk groups out of the initial 31 groups. The main reasonsfor the conflict in the umbrella are: financial mismanagement, competition for leadership andclanism.Day Two: Group ManagementThe participants were introduced to the four elements of group management: leadership,constitution, meetings and group records. The participants went into groups, discussed and thenshared at the plenary. It emerged that the leaders were aware of their roles and responsibilities ingroup leadership.During the discussions, the leaders confirmed that the groups in the umbrella have constitutionsand are fully registered by the Social services department. Unfortunately, most of the groups donot meet as often as required thus weakening them. The same is true for the umbrella.Training <strong>Report</strong> under ELMT compiled by SITE7

CARE KENYA/SITE FEB 2010Elections are normally done using the secret ballot. Elections for the umbrella were due on 20 thFeb 2010 and the District Gender and Social Development Officer for Garissa came to the<strong>training</strong> on 19 th Feb to invite all groups for theelections. He and the DLPO Garissa want arepresentative leadership in the umbrella, to representall the initial 31 milk groups, including Sumeya.The current leaders of the umbrella confirmed thatthey have not been keeping any records since theprevious leadership was kicked out of office one yearago. CARE Garissa office will assist the newleadership to establish the necessary group records.Group discussions on group management/PhotoSITEDay Three: Business skills for small-scale milk tradersThe topic was intended to sharpen the business skills of the milk traders as they conduct theirbusinesses.The session was also approached through groupdiscussions, plenary presentations and discussions.The participants understood what a small-scalebusiness is and factors that lead to its success orfailure.Presentation on types of businesses/ Photo SITEDay Four: Service provision to membersThey also discussed and appreciated the importanceof product marketing, planning for their businesses,determining the costs in their businesses as well asrecord keeping. They were taken through somebasic milk records that should be kept daily byevery milk trader. These are milk supplier records,milk sales records as well as expense records.The participants were taken through the importance of service provision to members as a way ofimproving their businesses and strengthening thegroups.They sat in groups, discussed and presented on thekinds of services they currently offer to theirmembers and the ones they hope to offer in future.They were also able to identify various serviceproviders in Garissa and beyond.Group discussion on service provisionTraining <strong>Report</strong> under ELMT compiled by SITE8

CARE KENYA/SITE FEB 2010The services they identified included land for the camel mini dairy, markets outside Garissa forcamel milk and more <strong>training</strong> for their members. They confirmed that power outages are verycommon in Garissa hence those traders who will install deep freezers when thy start milk barsmay have to buy generators.They were able to identify several service providers including the government, the local council,private companies especially banks such as First Community and Equity bank as well as NGOssuch as CARE Kenya.Day Five: How to set up and manage a group milk bar; Introduction to DTAThe participants were taken through the requirements and preparations for the set up of a milkbar. Most of them had visited the milk bars in Nairobi during their exposure visit in November2009. It was therefore easy for them to remember what they saw and contribute to thediscussions. The trainers had also carried pictures of a milk bar for the benefit of those who didnot participate in the exposure visit.At the end of the discussion, the participantsexpressed their interest to start milk bars. One lady,Shindez Sheikh Noor, is prepared to invest in her ownmilk bar while Sumeya milk traders have premisesfrom where they are making yoghurt for sale.Sumeya milk group receive milk equipment/Photo SITECARE Kenya Garissa team was impressed by thedetermination of this group and donated some milkequipment to them as motivation. It comprised ofthree 10-litre aluminium cans, three milk measuringpints, two plastic buckets, two milk sieves and themilk testing tool kit.On the same day, the participants were introduced to the Dairy Traders Association (DTA) bythe national Chairman, Sammy Chiira. He introduced to them the association, its head office,branch offices, objectives, values and activities ofDTA and how to become a member. The participantsthanked the chairman for receiving them warmlywhen they visited the DTA national office during theexposure visit.He outlined the benefits of being a DTA member,key being unity of purpose for improved milkbusinesses. He invited the Garissa milk traders to joinDTA Chairman and some Garissa umbrella other milk traders in the DTA. The membersleaders/Photo SITEexpressed interest in joining and the leaders promisedto spearhead the process after consulting with the DLPO Garissa.Evaluation of the <strong>training</strong>Training <strong>Report</strong> under ELMT compiled by SITE9

CARE KENYA/SITE FEB 2010A questionnaire was administered to the participants at the end of the <strong>training</strong> to obtain feedbackfrom them. A sample of the evaluation questionnaire is attached to this report as Annex II. Theanalysis showed that:• Eighty percent (80%) of the participants rated the presentation methods of the trainers asvery good, while 20% rated them good.• All the participants felt the time allocated for the <strong>training</strong> was enough.• Eighty percent (80 %) of the participants felt the <strong>training</strong> covered all the areas that wereimportant to them but 20% suggested we should have visited their individual groups andimparted the knowledge and skills to all group members.• All the participants rated the <strong>training</strong> as relevant since all were leaders and felt they willbe better leaders due to the <strong>training</strong>.• Forty percent (40 %) of the participants rated the <strong>training</strong> on the set up of the milk bar asthe most useful because it is unfamiliar in Garissa. They felt it would improve the qualityof milk, increase incomes and create job opportunities. Twenty percent (20%) of theparticipants felt the topic on management was most useful because it stressed theimportance of keeping accurate group records and conducting proper elections. Another20% found leadership <strong>training</strong> very useful while the last 20% found all the topics usefulto them.• All the participants promised to put the gained knowledge and skills into practiceespecially in leadership, elections and communication with group members.• Eighty percent (80%) of the participants felt the most important benefit to members ifthey joined DTA was networking which would enable sharing of ideas with other milktraders. Twenty percent (20%) felt they would be more aware of their rights in addition toaccess to other milk markets due to networking.• On general comments, 40 % of the participants found the <strong>training</strong> useful and hoped formore in the near future. Twenty percent (20%) said the trainers were good andcooperative, 20% felt Garissa milk traders must associate with others or risk being leftbehind while 20 % did not give a general comment.• The Care Kenya, Garissa team expressed satisfaction with the <strong>training</strong> by the SITEtrainers. They requested SITE for <strong>training</strong> reference material for future follow-up andstrengthening of the groups.Evaluation Highlights• 80 % of the participants rated the <strong>training</strong> methods of SITE trainers as very goodwhile 20 % rated them as good• All participant felt the allocated <strong>training</strong> time was enough• All the milk traders rated the <strong>training</strong> as useful to their milk businesses• Setting up a milk bar was rated the most useful at 40 % while leadership,management and all topics scored 20 % rating each• All participants promised to put the acquired knowledge into practice in theleadership of their groups.• 80 % of the participants felt joining the DTA will be good for members so as tonetwork and expand their businesses.Training <strong>Report</strong> under ELMT compiled by SITE10

CARE KENYA/SITE FEB 2010SECTION IVRecommendations and conclusionsOrganization of milk traders is important for joint action. The Garissa Camel milk traders’umbrella has been in existence since 2007. However, it has not done much for the betterment ofthe milk traders’ businesses due to leadership wrangles that weaken it. If the umbrella is to bestrong for traders’ joint action, the constituent groups must be strengthened first.The strength of both the groups and the Umbrella can only be secured through continous <strong>training</strong>on effective leadership and proper group management. During the workshop, the participantsresolved to strengthen their groups through effective leadership and better management systems.This will include holding regular meetings, conducting open elections and keeping up-to-daterecords. We recommend that CARE Kenya Garissa team, in partnership with the Garissa DLPO,support the groups and the umbrellas towards this end. Once the Umbrella is strong enough, itwill effectively represent the interests of the milk traders as well as network with otherstakeholders for the improvement of their businesses. It is recommended that the GarissaUmbrella joins the Dairy Traders Association (DTA) for a greater voice on the issues that affectthe small-scale milk traders in Kenya and Garissa in particular.One key issue affecting small-scale milk traders in Kenya is access to milk markets and Garissamilk traders are no exception. The traders must therefore focus on developing several milkmarketing systems for greater market access. The set up of milk bars is one way of improvingand expanding the informal milk market in addition to attaining the desirable milk qualitystandards by adhering to the set requirements for milk bars. The Sumeya milk group was foundto be a unique case in Garissa. They already have premises, a deep freezer, aluminium cans andsufurias. They have a trained member on yoghurt making. They are then packaging it in plasticbottles for sale in Garissa town. This group should be encouraged and supported since its successwill motivate other groups in Garissa to embrace milk bars and excel in their milk businesses.The umbrella of Garissa milk traders, with the help of Ministry of Livestock, Garissa office, hasbeen looking forward to the set up of a Camel milk mini dairy for milk processing. Acquisitionof land for its set up has been a challenge all along. However, venturing into the formal milkmarket calls for a feasibility study clearly establishing supply and demand constraints as well asappropriate interventions to ensure sustainability of the mini dairy. Ownership of the mini dairyalso needs to be clearly thought through to forestall future wrangles on ownership and sharing ofdividends.Training <strong>Report</strong> under ELMT compiled by SITE12

CARE KENYA/SITE FEB 2010Annex IIEND OF TRAINING EVALUATION QUESTIONNAIRELocation: ___________________________________________________________________1. How do you rate the trainer’s presentation methods?1) Very good 2) good 3) fair 4) poor2. Was the time allocated for the <strong>training</strong> enough?1) Yes 2) NoIf no, please give reasons;________________________________________________________________________________________________________________________________________________________________________________________________________________________3. Suggest areas that you think are important but were not covered under this <strong>training</strong>_________________________________________________________________________________________________________________________________________________________________________________________________________________________________4. Was the <strong>training</strong> relevant to you?1) Yes 2) No.Pleasecomment;_______________________________________________________________________________________________________________________________________________5. What part of the <strong>training</strong> did you find most useful and why?_______________________________________________________________________________________________________________________________________________________________________________________________________________________________6. How are you intending to apply what you have learnt?______________________________________________________________________________________________________________________________________________________7. As leaders, which is the main benefit to your members if they join DTA?8. Other comments___________________________________________________________________________________________________________________________________________________________Training <strong>Report</strong> under ELMT compiled by SITE14