How to plan and implement an Erasmus+ project

When you are developing and maintaining international activities, it is important to think not only about how to implement the activities when the project is under way, but also about how they will continue when the project ends. The instructions from an experienced networker provide advice for ensuring the continuity of the activities.

1. Define the goals of the project

Think about what kind of changes you would like to achieve
The activities and goals must be planned and they must be agreed together. The activities and their benefits must be defined clearly so that the parties to the project have an understanding of what the project is about
It is important to state the goals aloud and document them, even if they are not the same for all actors
The goals may also evolve as the activities progress
You can take advantage of the Impact Tool when defining a goal for the project.

Read more about Impact Tool developed by the Dutch Erasmus+ Agency

2. Choose and commit the partners

It is important to find motivated partners
To enable peer learning, you should involve different types of actors in your project
Plan the tasks of each project party together
From the very beginning, everyone will commit themselves to following the jointly accepted rules and goals
The number of organisations or informal groups of young people participating in the project must be suitable for the nature of the activities in the project
Create and maintain a trusting atmosphere and listen to the members of the project. Organise regular opportunities for the members to meet and exchange experiences.

3. Ensure sufficient resources, time and tools for the project

The Erasmus+ grant will cover most of the costs of your project. However, to some extent, project cooperation will also require human resources and often other resources from the organisations and informal groups of young people themselves. What do you already have, what do you need more of and where do you get possible additional support?
Draw up a clear timetable for the project and think about what kind of tools you will use in the project work. The key tools for the project include email lists, social media, platforms for working and equipment for organising meetings remotely.
With the developments in technology, remote meetings have become increasingly important forms of keeping in contact.

4. Commit the management

Familiarising the management of the participating organisations with the activities and committing the management to them is usually required for the activities to succeed. If the management is not directly involved in your project, at least keep it informed of your progress.
Committing the management is easier when the goals of the project have been linked to your organisation's strategies or the objectives guiding its operation.

5. Evaluate and reform the activities

If your project is a long-term one, examine the goals often enough to ensure the right direction of the development.
Examine and evaluate your activities together regularly to ensure the progress and good quality of the activities and successful cooperation. There may be a need to make changes to the activities during the project. This is quite normal.

6. Make sure communication is planned and continuous

Communicating about the activities and results of the project is an essential part of the project. Think about what would be useful or interesting for others to hear.
Make a plan for internal and external communication. Think about which channels you could use to best reach your target group
Share competence and skills openly. At best, project work serves as a source of peer learning.