PHASE 1 Project Identification and Planning

Questions about your project at the identification and planning stage

What is the problem that you want to solve?

A good project comes from a good problem definition. It is important to first identify
the problem you want to address, whether it be in your country, community or
school. In general, try to describe what you want to change and why you want to
change it. A way to test the clarity of your problem statement is to see if you can
summarize it in one sentence.

What evidence and/or data do you have that supports the identified problem?

You not only need a good problem definition, but it is also equally important to have
solid evidence and/or data to prove that the problem actually exists. This implies
doing some research on the problem you have identified. Sources of data and
evidence can include statistics, survey results, and information from previous reports
elaborated by International Organizations, Non-Governmental Organizations (NGOs)
and/or government institutions. Data and evidence-based research add validity to
your project. This information is crucial as it will help others understand why the
problem identified is a worthy issue to tackle.

What other initiatives have been implemented that target the same problem?

It is likely that other youth-led organizations might have already done similar projects
to address the problem you’ve identified. Before settling on your project, investigate
what other initiatives have been implemented on the same topic. This will be helpful
because you can learn from previous results, and the lessons and challenges from
other Projects. You might also get new ideas that can improve your project design.

What are the objectives and/or expected results of your project?

What is the project going to be about? If you had previously identified the problem, it
is now time to reflect on what you want to achieve and how. Keep in mind that you
don’t have to solve every dimension of the problem you identified. Be realistic. It is
better to have only a few targets (2–4) which can actually be attained.

Who will your project help?

It is important to know who your project supports and what value it will bring to them.
Are you benefiting a specific group of people, a community, a particular geographic
area? Most importantly, how is your project truly addressing their needs? Don’t
assume that you know everything about the beneficiaries, talk to them, ask
questions, this will help you better define your project objectives, and improve the
design of your project. Plus, this is also a way to ensure community engagement,
interest and participation.
What is the timeframe of your project?

It is important to determine how much time it will take to reach the established
objectives. A project has a clearly defined timeframe, and we must do our best to
stick to it. In order to establish this timeframe – that could range from three months to
a couple of years – try to consider how many people will be in your team, how fast
you can get the funding to kickstart the project, and how long it will take to coordinate
with the different stakeholders involved in the project.

PHASE 2 Project Budgeting

Questions about your project’s budget.

What resources are required to implement your project?

A good budget is as specific as possible and puts together resources, quantities and
costs. Firstly, it is important to determine what physical resources are needed and
what quantities (the amount) of each are required in order to reach the objectives
you established. These resources can be broken down into different categories such
as human resources, technical equipment, materials/supplies,
communications/publications. Develop a list of what you will need and the amount,
and try to be as precise as possible.

How much would it cost to implement your project?

It is key to estimate how much it will cost to implement your project within the
timeframe that you have set. After identifying the resources needed and their
corresponding quantities you should assign costs to each resource. In order to make
accurate cost estimations, research online to have up-to-date information, ask
people who are experienced, and try to look at budgets of similar projects. Note that
there are two types of costs: direct costs and indirect costs, and both should be
included in your budget. Also, keep in mind that it is important to know the estimation
units. Are your costs per hour, per event, per person? Try to be consistent.

Furthermore, consider alternatives so that the budget is not only realistic but also
cost-effective. For example, if you want to do a workshop, it might be less expensive
to do it in a public facility rather than renting out a venue. Remember to review
national norms and regulations, for example concerning salaries. Do you need to pay
taxes (perhaps value added taxes)? This should also be included in the budget.
Once finalized, have another look at your budget, did you identify all costs? You can
even consider adding a small margin for miscellaneous costs, these are unexpected
expenses that might come up during the implementation of the project. Finally, you
should know your budget thoroughly, as it will be important that you can justify the
costs of your project to possible donors.

PHASE 3 Project Fundraising

Questions about getting the funds needed in order to implement your project.
What are the different funding sources needed to implement your project?

So, now you have a project plan and a budget. Next, it’s time to figure out how to get
the funds to actually put your project in action. Therefore, it is important to research
different potential sources of funding, depending on the aim and topic of your project.
Donors can be diverse and include private sector (companies), foundations, and
international organizations. Furthermore, perhaps in your community there are
specific funding options led by the local and/or national government. Try to be
organized in your search, start locally (in your municipality/province), then nationally,
and then expand to a worldwide search. Finally, you can also consider alternative
ways to raise funds, such as crowd funding campaigns or local fundraising events.

What are the donor(s) requirements? If so, do you fulfill the criteria?

In order to obtain funding from certain institutions, you will usually be required to fill
out applications and in many cases compete with other project proposals. Drafting
applications for funding takes time and dedication. Before applying, read carefully
the requirements. If you fulfill all of them, then draft the application. If you can, have
another person look over your application for feedback. You want to have the best
application possible! When you draft a fundraising plan, include the different sources
of funding, the application requirements, and the deadlines. You should also take
into consideration how much time it will take between drafting the applications and
actually receiving the funds.

How will you manage the funds?

If you do get the funds, where are you going to deposit them? Often, this implies that
the organization you work with has to be legally registered and have a bank account.
If this is not a possibility, another mechanism can include asking donors to directly
carry out expenditures (purchase equipment, pay for rent, etc.) for the project.

If you are working with other (larger) partner organizations they might be able to
receive the funds. Keep in mind that perhaps you (or your organization) will be
required to sign a contract or agreement with the donor to guarantee that the funds
are spent on the project. Read carefully the agreement to make sure that your
organization will be able to fulfill all donor expectations. Note that donors might ask
for evidence of previous projects implemented, or expertise in managing funds.

Finally, keep in mind that resource allocation will depend on the donor, and can
come before the implementation of the project, after (depending on the results) or an
advance can be given at the beginning with the remaining percentage awarded upon
completion of the project.

PHASE 4 Project Implementation and Coordination

Questions about your project at the implementation and coordination stage.

Have you defined the activities required to reach the objectives of your project?
Let’s go back to the initial project plan you developed which has specific objectives
and results you want to achieve. In this stage, we have to breakdown each objective
into manageable actions and activities that you will put in place in order to actually
accomplish the expected results. Therefore, for each project objective, you should
think of 2–5 key actions that you will do in order to reach that specific objective.
Quality beats quantity. This means that it is often better to do two key activities that
have significant impact, rather than lots of small activities. Think of activities that
will contribute to the change you want to achieve in your project. Furthermore,
consider the long-term change you envision, and identify activities that can make
these changes sustainable even after the project concludes. During the project
implementation, always ask yourself if what you are doing is contributing to the
objectives of the project.

Can these activities be carried out within the project’s timeframe and budget?

Ensuring adequate financial control and time management to achieve project

objectives is key for good project management. Note that the activities you identified
should be within the budget you established for your project. Once you start
implementing the project you have to make sure that the expenses are not
surpassing your budget. Revisit your budget constantly. Furthermore, remember that
you developed an estimated timeframe for implementing your project? Now, you
have to incorporate these activities into your timeframe to create a work schedule,
deciding when you will carry out each activity and how long they will last. As you
start implementing your project, you can use this schedule to verify what has been
completed or not, and to check if your project is on time or delayed. This way you will
also be able to monitor the progress of your project.

Who will be in your team and what will they be doing?

A project is not always an individual endeavor. If you are part of an organization,

then probably other members will participate in the project. Another possibility is that
your organization will partner and work together with another organization (or with
various organizations). Therefore, before the project begins it is important to define
the roles (who does what) and responsibilities (who decides what or is accountable
for what) of each team member. Also, it is necessary to clarify who is the project
manager, as this person will ensure that all project processes are working smoothly
together. Finally, consider that you might need to hire additional people if the project
requires specific skills not found in your organization.

What other stakeholders are involved?

Your project will not be implemented in isolation. There will be external stakeholders
participating, whether it be the community where you are working, the donors who
are funding your project or the government authorities. Keep in mind that you must
coordinate with them in order to ensure adequate project implementation. Therefore,
take the time to identify all the stakeholders involved, their relationship with the
project and how you will work with them throughout the implementation.

What could go wrong in your project and how would you handle it?
Basically, this refers to risk management. It is very likely, that you will face some
obstacles and hurdles while implementing your project. Though not everything can
be controlled, it is important to identify what risks could affect the project and to have
a plan on how you will respond to them (just in case). Risks can range from being
political, technical or financial. Therefore, try to list events or aspects that could
potentially affect your project, and determine what can be done to mitigate them as
well as potential response mechanisms.

PHASE 5 Project Communications and Visibility

Questions about generating visibility and communicating about your project.

Who is your target audience and why are they important?

So, why communications? Sharing and disseminating what you are doing is key in
order to keep all those involved in the project informed, but also to generate visibility
amongst different stakeholders regarding the work that you are doing. You want
people to find out about your project! At the same time, you want people to
understand why your project is important, what changes it is generating, and to even
encourage them to get involved. In order to share information, you must first identify
your target audience. Different types of audience can include: donors, local or
national authorities, civil society/ community, other youth organizations. You also
have to determine why they are significant, meaning why is it important that they be
informed about your project.

What are your communications objectives?

Once you have set a target audience, next, it’s time to determine whatinformation will
be shared with each type of audience. Your project’s communication objectives will
reflect what you want your target audience to learn, take away or act upon. Do you
want to persuade, to advocate, or to change a behavior? Do you want to inform your
audience about progress made, results achieved? Identify the key messages that
you will convey to each type of audience to reach your objectives. Think about the
information they need so that you can reach your communication objectives.

What communications channels will you use?

Once you have your target audience and objectives, you have to identify the
channels (or how) you will best convey the key messages and reach your target
audience. Options can include: social media, websites, print, press. Keep in mind
that channels will differ depending on the type of audience. Try to be creative while
showing the value of your project in order to stand out. Likewise, you should
determine the timing and frequency of your messages (the when). Furthermore,
consider your constraints, which can be your budget, or access to specific
technology. Remember that the most effective ways of reaching out to people is not
always the most expensive one. Finally, communication is a job that takes lots of
time, keep in mind that a team member might need to take on these tasks full-time.
PHASE 6 Project Monitoring, Reporting and Evaluation

Questions about monitoring and evaluating your project.

How will you monitor your project?

How will you know if you have achieved the project’s objectives? Once you’ve
broken down your objectives into key activities, you need to define how to track the
results of these activities as well as the main impact of your project. This is called
monitoring and it should be done from the beginning of the project. It is crucial
because it’s a mechanism that will provide the evidence required to show that the
project actually accomplished what it was designed to do. Therefore, you need to
identify a mechanism for measuring results; these are often called indicators.

You should define indicators for the different activities (which you identified in
the Project Implementation and Coordination phase) in order to help you measure
how well the project is reaching the established objectives. Keep in mind that the
monitoring plan is designed before starting the implementation of your project.
Finally, once you have your monitoring plan ready, and actually start implementing
your project don’t forget to regularly monitor (a suggestion can be every 3–4
months).

Do the donors require reports?

Before you start implementing your project take into consideration the information
that you will be required to submit to the donor(s) once your project is finalized.
Then, determine how you will capture this information throughout the project.
Actually, you can also add this to your monitoring plan. Take into consideration that
some donors might have mandatory report templates and/or formats that you will be
asked to submit upon finalization of the project. Reports for donors can include both
a financial summary as well as the results achieved by the project.

How will you document and evaluate the project’s results?

Once the project concludes you (and your team) should write down the results of the
project. In as much detail as possible try to answer, what did the project accomplish
and how? As indicated above project reports might be required by donors, but if they
aren’t, you should still go ahead and draft one. Reports are communications tools,
which are useful to share with the community and local/national authorities. Likewise,
they are valuable inputs for future projects.

Regarding evaluations, these are usually carried out at the end of a project. The
purpose of an evaluation is to determine if there was a significant impact or change
generated by the project. This, usually, can only be measured in the long-run.
Therefore, evaluations are recommended for projects that last at least more than two
years. If your project is long, consider carrying out an evaluation. This also has
financial implications, since an external expert has to be hired to lead the evaluation,
and you’ll have to include that in your budget.
Have you identified 5 lessons learned and 5 recommendations?

What can others learn from your experience? How can others avoid the challenges
that you faced? Once the project is completed, it is important to document the
difficulties you encountered throughout its implementation and what you did to solve
them. Try to share what worked well and what didn’t, and what you would
recommend other project teams do differently. You can include them in your project’s
final report. This information can help other youth organizations trying to undertake
similar initiatives and it can also be useful for future projects of your organization.