Сommunity action Module - How to start and implement an activity or event

Welcome to your fourth session of the Community action module!

It will take you 4 hours to complete it.

Learning outcomes:

At the end of this session, participants will be able to: 

• define the project implementation steps

• develop a project activity plan;

• develop a project timetable.

Facilitators instructions 

Using the available slides, explain to the participants the definition of a project, the main features of a project, the phases of the project life cycle - initiation phase, planning, executing, monitoring and controlling, closure. Together with the participants, develop the project idea, discuss them.

1. What is a project?

A project is a temporary, structured effort undertaken to create a unique product, service, or result. It is designed to achieve specific goals within a defined scope, timeline, and set of resources. Projects are often used to bring about change or address a particular problem, and they are characterized by having clear objectives, deliverables, and stakeholders.

 

Key Characteristics of a Project:

• Temporary: Projects have a clear beginning and end. They are not ongoing like operational tasks.

• Unique Outcome: The result of a project is distinct, whether it’s a new product, service, process, or improvement.

• Defined Scope: The objectives and boundaries of the project are established at the start.

• Specific Resources: Projects require allocated resources, such as time, money, people, and materials.

2. Stages of the Project Life Cycle

 

2.1. Initiation Phase

Purpose: Define the project's purpose, goals, and feasibility.

Key Activities:

• Identify the problem or opportunity.

• Define project objectives and scope.

• Conduct feasibility studies or a business case analysis.

• Identify stakeholders and key requirements.

• Obtain project approval or funding.

Deliverables:

High-level project plan or proposal.

 

2.2. Planning Phase

Purpose: Develop a detailed roadmap for how the project will be executed.

Key Activities:

• Define the project scope in detail (Work Breakdown Structure).

• Develop schedules, timelines, and milestones.

• Estimate resources and budget.

• Assess risks and create a risk management plan.

• Assign tasks and responsibilities.

• Develop a communication plan.

Deliverables:

• Comprehensive project plan.

• Budget and resource allocation plan.

• Risk management and contingency plans.

 

2.3. Executing Phase:

Purpose: Carry out the project plan and deliver the intended outcomes.

Key Activities:

• Assemble and manage the project team.

• Execute tasks according to the project plan.

• Monitor progress and ensure alignment with objectives.

• Communicate regularly with stakeholders.

• Manage resources and address challenges as they arise.

Deliverables:

• Work products or deliverables specified in the project plan.

• Regular progress reports.

 

2.4. Monitoring and Controlling Phase (Often overlaps with Implementation)

Purpose: Track and measure project performance to ensure it stays on track.

Key Activities:

• Monitor project performance using KPIs (Key Performance Indicators).

• Compare progress against the project plan.

• Identify and address deviations from the plan.

• Update stakeholders and adjust the plan as needed.

Deliverables:

• Status reports.

 

2.5. Closure Phase

Purpose: Finalize the project and ensure all objectives are met.

Key Activities:

• Confirm that all deliverables have been completed and meet quality standards.

• Conduct a project review or post-mortem analysis.

• Release resources and disband the project team.

• Document lessons learned for future projects.

• Celebrate project success and share results with stakeholders.

Deliverables:

• Final project report.

• Lessons learned document.

• Client or stakeholder approval of deliverables.

 

3. Practical work

1) In groups or individually, develop a presentation of community action activities based on what you learned in this session: Project management.

 Presentation template

2) Individually fill out test: qualities for project management, which is self-assessment test of project management skills.

Let's evaluate our qualities that are essential for project management!

Assign points for how well each statement applies to you:

Not true: 1 point

Partly true: 2 points

Mostly true: 3 points

 

1. I consider myself to be a good communicator. I’m not afraid or shy to ask questions or tell people what I need, even if it means I must go outside my comfort zone on occasion.

2. I’m usually pretty organized. If you asked me to retrieve a receipt from a pair of shoes I bought 6 months ago, I’d be able to find it in a matter of a few minutes.

3. I’m proactive. I don’t need to be asked to act because I can anticipate what may happen and take control. And you don’t have to ask me twice to do something!

4. Planning is easy for me. In fact, I enjoy it! I love making lists or outlines and know how to get everyone on the same page. I believe that planning or using strategy to achieve an objective is exhilarating.

5. I’m rarely late to meet a friend or attend an appointment. I excel at time management, and I’d say I’m the opposite of a procrastinator in everyday life. If I want to accomplish a task, I know the steps to get it done and am able to follow through to completion.

6. I am comfortable leading a team and making decisions. Within my group of friends, I’m usually the one making things happen while everyone steps back. I take their ideas and personal preferences into consideration, and then make an executive decision on behalf of the group.

7. Even under pressure, I keep myself composed and am able to state the facts of a situation that didn’t go as planned. When faced with a hurdle, I attack it head on and it doesn’t set me back.

8. I know when it’s appropriate to multitask and am able to prioritize. Although it’s said that multitasking may cause a drop in productivity, in the workplace, multitasking is almost unavoidable for project managers. If I feel I am taking on too much at once, I know when to step back and focus on one task at a time to regain control of my responsibilities.

9. I prefer to take action rather than sit back and let things happen. I am comfortable following up, checking in and reminding someone to do something, even if I feel I may be bugging him or her.

 

Test results:

9-14 total points: Seems that a career in project management isn’t in the cards for you. But hold your head up, because you’re probably already kicking butt where you are now! However, if you dedicate some time to work on the areas on which you scored lowest, you should see a big improvement in your skill set.

15-21 total points: Project management could be a good fit for you. To continue down this path, take additional Project Management quizzes. You may want to search for comparable careers that highlight your skills and strengths, too.

22-27 total points: Looks like you have what it takes! A career in project management may be in your future. But be aware of your strengths and weaknesses. Make sure you review your own performance and people’s perception of you to identify what you can improve upon.

Source

 

Additional information and resources