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?


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


• 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


• 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


• 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


• Brainstorm – what do you think is most important?

What is most important when managing a project


• 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


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

Managing risk


• 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


• 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


• 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


• 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


• 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


• 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

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

Documents