Monitoring & Scaling Community Trade Action Plans – Turning Workshop Ideas into Lasting Change

How to implement, track, and adapt the action plans developed during the workshop; simple indicators and reporting templates.

Workshops often generate great action plans, but without follow-up, many stall after enthusiasm fades.
Monitoring shows progress, keeps members accountable, and helps secure external support or funding.
Scaling turns small pilot actions into regional or national models that influence trade policy and programs.
Donors and government bodies look for clear, simple evidence of success before investing.

Strong monitoring = stronger bargaining power with Ministries, NTFCs, donors, and buyers.

Element	What It Means	Example
Goal	Big-picture change you want	“Reduce informal fees for bean traders at Busia border.”
Objectives	Specific results	“Train 100 traders on STR forms in 6 months.”
Activities	Steps to achieve objectives	Workshops, NTB reporting, and advocacy meetings
Actors	Who is responsible	Trader cooperative, border desk, Ministry contact
Timeline	When	Jan–Dec 2025
Resources	Money, partners	SACCOS, AFSA, TMA Women in Trade Fund

A “lite” Monitoring & Evaluation (M&E) plan works best for small trader groups:

Indicator Type	Examples	How to Measure
Output (What you do)	No. of trainings held; NTB cases filed	Meeting log, WhatsApp group records
Outcome (Change achieved)	Reduced clearance time; fewer harassment cases	Trader surveys, border desk feedback
Participation	# women/youth trained	Attendance lists (sex & age disaggregated)
Market Impact	Average price increase, sales volumes	Price records, receipts
Advocacy	Policy meetings attended, policy changes proposed	Meeting notes, NTFC invitations

Tip: Use gender & youth disaggregated data — most donors now require it.

📄 Simple Action Plan & Monitoring Template

Goal	Objectives	Activities	Timeline	Responsible	Indicator	Progress Notes
Reduce border harassment for women traders	Train traders on NTB reporting	Host 2 sessions at Busia	Q1 2025	Women Traders Co-op	# women trained; # NTB cases filed	(fill monthly)

Download editable versions:

Google Sheet template: https://bit.ly/Trader-Monitoring-Template (example link placeholder – can adapt)

Nominate an M&E Champion
- Choose a reliable member to track progress.
Keep It Simple
- Monthly WhatsApp updates or a paper logbook.
Use Digital Tools
- Google Sheets (offline-capable) or KoBo Toolbox https://www.kobotoolbox.org.
Meet Quarterly to Review
- Celebrate wins, adjust activities if barriers persist.
Share Results
- Post to WhatsApp groups, report at NTFCs, share with AFSA/trapca.

Scaling Path	How to Do It	Tools
Replicate	Share success story with nearby markets; mentor other groups	Community radio, WhatsApp
Network	Join regional platforms (AFSA, EAC Gender & Trade)	https://afsafrica.org, https://www.eac.int/gender
Leverage Policy	Present results to NTFC & AfCFTA consultations	https://www.tfafacility.org
Seek Funding	Approach donors (TMA, AfDB, AFAWA, EIF) with evidence	https://www.trademarkafrica.com, https://enhancedif.org
Partner With Media	Showcase achievements to raise awareness	Local radio, community newspapers

Key: Start small (1 market/border), document results, then share widely.

Busia Agroecology Traders Action Plan – 2024

Goal: Shorten clearance time for small agroecological consignments.
Actions: 3 STR trainings; NTB case filing via www.tradebarriers.org; engagement with NTFC Kenya.
Monitoring: A Simple spreadsheet on training attendance and NTB case status.
Results: 20% fewer harassment reports, average clearance time reduced from 36 to 12 hours.
Scaling: Shared success at AFSA conference; inspired Namanga traders to replicate.

EAC NTB Portal: https://www.tradebarriers.org
AfCFTA NTB Mechanism: https://tradebarriers.africa
National Trade Facilitation Committees: https://www.tfafacility.org
AFSA Agroecology Networks: https://afsafrica.org
KoBo Toolbox (community data collection): https://www.kobotoolbox.org
FAO M&E for Farmers’ Organisations: http://www.fao.org/family-farming/detail/en/c/412379/
TradeMark Africa Monitoring Tools: https://www.trademarkafrica.com