Project Management

Project & project management

What are projects?

Projects are realistic and specific tasks to solve a complex problem or

to achieve a particular aim. Projects are a challenge & an adventure.

Characteristics

of projects

Projects are an adventure

Projects aim to fulfil a task or solve a problem, which is a challenge

and adventure (‘something special’).
Projects are something unique; they are not routine.

Projects have a purpose
•

Projects have a specific task and objective.

•

Projects have defined responsibilities for a common agreed result.

Projects are realistic
•

The aims of the project must be achievable, taking in account the

requirements and the financial and human resources.

•

Projects are planned and broken down in achievable aims, which

must be open for evaluation.

Projects are limited in time and space
•

Projects have a beginning and an end; they are implemented in a

specific place and context.

•

Highlights (‘Milestones’) mark steps towards the direction of the ob-

jective (or the result of the project).

Projects have limited resources
•

Projects have limited financial and human resources.

Projects are complex
•

Projects have a flexible, to the requirements of the task/problem

adopted structure; they interact with the context.

What is project

management?

Project management makes sure, people make the most effective

and efficient use of resources in order to achieve agreed objectives.

Characteristics of projects

Management tasks

•

Projects are an adventure

•

Projects have a purpose

•

Projects are realistic

•

Projects are limited in time

and space

•

Projects have limited re-

sources

•

Projects are complex

•

Planning

•

Designing

•

Organising

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Co-ordinating

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Steering / Monitoring

•

Evaluating

Project management

Systematic planning, co-ordinating and steering of a project

Source: Project management (t-kit), http://www.training-youth.net

Project Management

Project life cycle

Biography

of projects

The biography of a project mainly consists of four stages: Clarifica-

tion (Definition), Co-ordination, Implementation and Evaluation.
The stage ‘Implementation’ is actually the Intercultural Youth Project.

Corrections in-between these stages are necessary and useful moving

towards the aim of the project.

Project stages

Clarification - This stage is about the first steps of a project: develop

an idea for a project, find an appropriate partner for it, clarify aims and

a draft plan of action. At the end of this stage is the application.
Co-ordination - This stage is about all things which have to be organ-

ised before the Intercultural Youth Project starts: searching for fun-

draising, mobilise resources, prepare the programme, the youth lead-

ers and the participants, share tasks and responsibilities among

people involved in the project. Very important is to maintain a commu-

nication among the partners. The result of this stage is a concrete

plan of action (Who is doing what when ...).
Implementation - This stage is actually the International Youth ex-

change itself. It consists of activities and milestones. The project

manager is monitoring the process.
Evaluation - The last stage is about closing up the project: writing re-

ports (financial report, documentation), celebrating the success, evalu-

ating the process and outcome of the project and doing some follow-

up. The positive result may be a follow-up project.

Project life cycle

final report

Clarification

Co-

ordination

Evaluation

Implementation

(International Project)

collecting

ideas

finding a partner

clarifying aims

plan of action

ready programme

activities

highlights

monitoring

reports

party

evaluation

budget &

fundraising

transfer of

experience

follow-up

preparation

communication

application

clarifying the topic

& designing a

draft programme

organisation

pedagogical

concept

group process

team process

results

preparation meeting

Managing International

Youth Exchanges

Quality standards of Inter-

national Youth Projects

Comments in advance

•

Claim vs. Reality

•

Language of applications vs. Language of everyday life

Quality standards

‘Target Group’

Mobility/Flexibility
Key qualifications
Inclusion
Participation

Pedagogical Concept

„The common third“
Learning & non-formal education
Intercultural learning
Working in an international team

Co-ordination of the project

Qualifications of the youth leaders
Partnership
Preparations and running the event together
Evaluation and follow-up projects

Philosophy

Long-lasting partnerships
European dimension
Relevant topics (e.g. tolerance, solidarity, anti-racism, regional devel-

opment, ecology)

and

•

substainability

Picture

Quality standards

Comments

PL-LT-Fund (underlined).

Philosophy Target Group

Co-ordination Pedagogical

Concept

mobiliy/flexibility

key qualifications

inclusion

participation

intercultural learning

„the common third“

international teamwork

qualification of youth leaders

partnership

planning,

running &

evaluating the

project together

long-lasting partnerships

European dimension

relevant topics

Learning & non-

formal education

Project management

Project managers

Roles of a

project manager

A project manager must be ...

•

An organiser, with capacity to understand, plan and co-ordinate

efforts and resources to meet the objectives.

•

A strategist, able to set clear long and short-term objectives,

keeping these in mind together with the reasons for the projects

existence.

•

A motivator, with skills and attitudes enabling him/her to motivate

and commit people to the project or to participate in it (workers,

volunteers, young people).

•

A found raiser, with knowledge and confidence to apply for

funds to administer and account for them with integrity and com-

petence.

•

An activist, in the meaning of someone able to spot initiatives

and to organise ideas into meaningful social actions with clear

values evolving over time.

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A visionary, someone able to imagine social innovation and

change.

•

A community worker, with particular concern for the affairs of

the community or/and organisation s/he is involved in.

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A social worker, capable of caring for people without replacing

them, i.e. instilling in them the motivation and confidence to take

part in shaping their own future and realising their projects.

•

A teacher and a learner, capable of empowering people while at

the same time being able to learn from the experiences and use

that for the organisations, project or community - monitoring and

evaluating a process in relation to the objectives, changing plans

and ultimately objectives in relation to the circumstances.

Tasks of a

project manager

What managers do ...

•

Do the work,

•

Manage the work,

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Manage the people, who do the work,

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Manage material resources,

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Manage finance,

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Manage information and communication,

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Manage external relations.

Strategic

management

Provide direction and leadership ...

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develop and sustain vision,

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develop overall policies and ensure implementation,

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develop new ideas,

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strategic planning and development,

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ensure clear, achievable, shared core objectives,

•

ensure adequate resources,

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monitor and evaluate work against objectives,

•

ensure appropriate communication and decision-making.

Source: Project management (t-kit), http://www.training-youth.net