Strategic Planning & Project Management Regional Meeting Lund November 2003

1. Strategic Planning & Project Management Regional Meeting Lund November 2003 By: Michiel van Hees & Koen G. Berden

2. K This Lecture • Strategic Planning • What is strategic planning? • Cases 1&2: A local & An event • Examples • Project Management • Definition • Stages of Project Management • Working with people & teams • Projects in AEGEE

3. K Strategic Planning: What is it? • Definition • Mission/vision – strategic planning – tactical planning – operational planning • Gun Ho: Squirrels, Geese, Beavers • Motorway-example • Where does project management fit in?!

4. M Strategic Planning: Why & Risks? • Why? • Think over contingencies (all possibilities) • Avoid risks and unexpected circumstances • Limited resources (money, time, people, etc.) • What could go wrong? • Lack of resources (PR, FR) • Time (mis)management • Lack of communication/difficulties in team work / badly divided task responsibilities • Unexpected external developments

5. M Strategic Planning Case 1: A local • What does a local need to plan? • For how long do you want to plan? • What are your goals? • Longer term (strategic) • Shorter term (tactical) • What do you practically have to do/organise? • What resources are involved: bottlenecks? • What are the risks for your local?

6. K Strategic Planning Case 2: An event • What type of event? • Where/how does event fit into the LT-plan? • What are the aims of the event? • Task division, team work & motivation • Time management: • Programme, FR, PR, IT, participants, lodging, food/drinks, speakers, event patrons • Results & Follow-up

7. K/M Strategic Planning: Examples? • Koen G. Berden: • Chairman: Agora’s & PM’s • Global Employee project • Michiel van Hees: • AEGEE TV • Les Anciens • Natalie Kolbe: • AEGEE-Academy • Eric Nael: • Strategic Planning in AEGEE-Europe

8. M Project Management: What is it? • Definition • Latin word PROJICERE (= throw forward) is suggesting movement, a trajectory, a certain relation with time and space. • Project : “An individual or collaborative enterprise that is carefully planned and designed to achieve a particular aim” • Oxford English Dictionary

9. M Project Management: Stages (1) • Define the Project • Plan the Project • Monitor & Control the Project • Evaluate the Project • Project Follow-Up & Implementation

10. M/K Project Management: Stages (2) • Define the Project • Background, Aims, Environment, Research, Brainstorm, Experts, Define means • Plan the Project • Resources Assessment (eg. Budget, FR, PR), SMART: Specific, Measurable, Achievable, Realistic Timed • Monitor & Control the Project • Collect info, measure progress, see deviations, correct if necessary

11. K Project Management: Stages (3) • Evaluate the Project • Results, objectives, financial management, evaluate process • Project Follow-Up & Implementation • Results publication & distribution, involve decision makers from beginning, financial reports, thank you

12. K Project Management: The Team (1) • A group of individuals working together in a team (Remember lecture Stefan on Motivation) • DIFFERENT individuals: task division • Again Gun-Ho! • Take the differences in culture, approach, working method into account to avoid frustrations!!! (eg. Nordic vs. Mediterranean method)

13. M Belbin roles • + - • Chairman gets people together leaves little room for others • Plant makes things grow needs to be inspired • Social worker keeps a team together cannot take difficult decisions • Civil servant hard working for the team only does agreed work • Monitor looks for progress stays at a distant from the project • Visionary has the ideas no hands on worker • Specialist is very good at specific work is not good at the rest • Analyst very good at finding problems not focussed on solutions • Catalyst helps other work better not focussed on details • Parcieux thinks he knows all can irritate people

14. M Project Management: AEGEE projects • How many can you mention?! • Youth & Globalisation - European Identity • PIE - Borderless Europe • Global Employee - European Day of Languages • Youth for SEE - Summer Universities • EURECA - Key to Europe • Quo Vadis Europe? - Address Book • AEGEE TV - Working Group projects

15. K Conclusions • Strategic planning starting point: long term • Why do you need strategic planning? • Project management consequence of strategy • Different stages of project management: how to reach your goals • Not just the knowledge: also the (communication) skills and teamwork! THANK YOU FOR YOUR ATTENTION!

16. M Belbin roles • + - • Chairman gets people together leaves little room for others • Plant makes things grow needs to be inspired • Social worker keeps a team together cannot take difficult decisions • Civil servant hard working for the team only does agreed work • Monitor looks for progress stays at a distant from the project • Visionary has the ideas no hands on worker • Specialist is very good at specific work is not good at the rest • Analyst very good at finding problems not focussed on solutions • Catalyst helps other work better not focussed on details • Parcieux thinks he knows all can irritate people