building strong library associations | regional convenings day 3 session 5 how can my association...

Building Strong Library Associations | Regional Convenings

DAY 3 Session 5 How can my association sustain a project?

Building Strong Library Associations | Regional Convenings

At the end of this session participants should be able to:• Understand how to measure what matters

most when managing a project• Describe the importance of managing risks

and developing a communication plan for an association project

Outcomes for participants

Building Strong Library Associations | Regional Convenings

• Should the proposal be accepted it will move to project status

• A project plan will need to be developed• Your proposal will form the basis of a

project plan

Moving a development proposal to a project

Building Strong Library Associations | Regional Convenings

• Developing a project plan• Identifying tasks and how goals will be

achieved• Identifying the resources needed• Managing the implementation of the

project plan

Features of good project management

Building Strong Library Associations | Regional Convenings

• Monitoring progress in achieving tasks-on time and on budget

• Managing risks• Ensuring communication with all project

stakeholders about goals, progress and achievements

• Evaluating outcomes• A project manager also reports on

outcomes to the project sponsor and any external funders

Project implementation

Building Strong Library Associations | Regional Convenings

• Brainstorm – what do you think is most important?

What is most important when managing a project

Building Strong Library Associations | Regional Convenings

• Sound governance • Strong leadership• The right people implementing the project, who are

supported and motivated in their work• Effective relationships• Sound financial base and management• Managing risks• Effective communication• Evaluation - of outcomes and processes• Ethical behaviour

Key factors for sustaining a project

Building Strong Library Associations | Regional Convenings

• What do you think are the main things that could wrong and jeopardise a project?

Managing risk

Building Strong Library Associations | Regional Convenings

• Poor coordination of activity• Inadequate funding• Lack of skills to complete tasks• Inappropriate partners • Lack of shared understanding about goals

and outcomes• Poor communication • Consult the handout for an example

Managing risk – some common issues

Building Strong Library Associations | Regional Convenings

• Identifying relevant stakeholders and possible allies

• Developing strategies for recruiting coalition partners (including strategies for maintaining and balancing diverse groups)

• Creating and maintaining communication networks

• Identifying a single spokesperson, or a small number of key spokespeople, to speak for the project.

• Consult the handout for an example

Communication plan

Building Strong Library Associations | Regional Convenings

• Simple and clear message – keep it brief and as simple as possible

• Know your audience and target their needs/interests

• Put aside your own feelings and frustrations- put yourself in their shoes when crafting your message

Essentials of effective communication

Building Strong Library Associations | Regional Convenings

• Media: television, radio, internet• Emails • Public meetings• One-on-one meetings• Group meetings• Petitions (including online)• Submissions• Letters – private and public• Instructional materials• Brochures, leaflets • Clothing and advertising materials• Social media, digital campaigns

Communication methods

Building Strong Library Associations | Regional Convenings

• Authorised and, if necessary, trained. Effective messengers:

• Know how to get and use resources• Is an effective communicator - with a range of target

groups• Know how get meetings with decision makers (or who

else can get them)• Follows up – and says thank you• Understands it is not about them – that the focus is on

those who you wish to influence and what they need to know

Messengers

Building Strong Library Associations | Regional Convenings

• What communication will you need to use to gain support for your project?

• Who will you need to target for support?• What strategies will you use to

communicate?• How often should you communicate with

them?• How will you communicate with them?

Activity