Using Project Management to put Strategy into Action

The ingredients of successful project management in Scouting and Guiding Kevin Camilleri & Matthias Gerth

Project Management in Scouting and Guiding

Agenda
Post-it war: Before developping a strategy Strategies and Actions

Before starting
What do we need before we start to develop strategies and actions? Please write your ideas on post-its and bring them to the front (only one idea per post-it)

Strategies and Actions

Aims, goals and objectives

aims
general direction where do we want to arrive? basic ideas and solutions what are we going to do?

goals

objectives

SMART details when and how?

Project Management Holistic approach: From A to Z

What do you think is needed to put a strategy into action? What do you think are the ingredients of successful project management?
Use your own experience to reflect on different elements that you used to implement your own project. Write down only one expression on each paper. Discuss in small groups!

Project Management Holistic approach: From A to Z

Analyzing Planning
Specifying the desired results, determining the schedules, and estimating the resources

Organizing Defining peoples roles and responsibilities Controlling

Reconfirming peoples expected performances, monitoring actions and results, addressing problems, and sharing information with interested people

Learning

Project Management Holistic approach: From A to Z

Analyse

Learn

Plan

Review

Do

Project management PLANNING: WHY and WHAT?

Why?
Strategic goals and vision Aims and objectives: Aims are the changes you hope to achieve as a result of your work; Objectives are the activities you undertake and the services you offer to bring these changes about

What?
Availbility of resources (time, people, money, place) Risk analysis Budget and contraints

Project management PLANNING: SMART objectives

Specific
Define your objective clearly, in detail, with no room for misinterpretation.

Measurable
Specify the measures or indicators youll use to determine whether youve met your objective.

Aggressive
Set challenging objectives that encourage people to stretch beyond their comfort zones.

Realistic
Set objectives the project team believes it can achieve.

Time-sensitive
Include the date by which youll achieve the objective

Project management ORGANIZATION: WHO, HOW and WHEN?

Who?
Target groups (internal, external, support) Team and roles: depending on type of project Responsibilities Boundaries and key players

How?
Resource allocation Organizational chart OK but keep room for creativity, stay flexible

When?
Schedule: Phases and milestones

Project management CONTROLLING

Tracking progress Regular reporting Evaluation Lessons learned

Project management Developing a project plan

Environment, vision, aims and objectives Target groups Schedule: Phases/Activities/Milestones Risk analysis Budget Organizational chart Team, roles and responsibilities

Summary

Your own challenges

Discuss the following questions in small groups and select one example to discuss in plenary. GROUP 1: What challenges did you face in the starting phase of your project? GROUP 2: What challenges did you face in the implementing phase of your project? GROUP 3: What challenges did you face in the evaluating phase of your project? AND DONT FORGET THE COFFEE BREAK!

Learning Organisations
The LO concept was developed to help organisations cope with the rapid acceleration in the pace of change a challenge also facing every NSO. Additionally, the LO approach is one that encourages Members to be involved and contribute to the NSOs development. Member involvement is a growing expectation at all levels and the LO approach will help us to meet that expectation.

Learning Organisations

Support for your organization

The Organisational Development Core Group

Tailored support: Consulting, workshops, organisational analysis, etc.

The library of documents on euroscoutinfo.com Needs and strengths analysis, some examples

Regular info on www.euroscoutinfo.com

Evaluation and muddiest point

What are the 3 most important things that you have learned in this workshop? What are the 3 main things to improve in this workshop? Anything else you wanted to tell us?