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How to Effectively Manage an ERASMUS+ KA1 Project

Once your ERASMUS+ KA1 project has been approved, it's time for project implementation. Effective project management is essential for ensuring the success of your ERASMUS+ project and should be taken seriously, so you can make the most of your mobility opportunities. Your organization should name an Erasmus+ coordinator, a person who will be in charge of the project management and be a contact point for all the communication about it. This blog post is aimed at Erasmus+ coordinators to help them manage the project successfully.


These are the aspects of ERASMUS+ project management we are going to cover:



Developing a clear ERASMUS+ project plan


To start off, even before you submit your application, you should create a detailed project plan that outlines the objectives, activities, timeline, and budget for your ERASMUS+ project. This will help you stay organized and on track throughout the project.


Start by defining the specific objectives of your ERASMUS+ project. These should be specific, measurable, attainable, relevant, and time-bound (SMART) goals that outline what you hope to achieve through the project.


Then, develop a timeline that outlines the key milestones and deadlines for your ERASMUS+ project. This should include the start and end dates, as well as specific deadlines for activities such as the submission of reports and the implementation of project activities.


You also need to identify the specific activities and resources that will be needed to achieve the objectives of your ERASMUS+ project. This could include teacher training courses, the development of digital learning resources, or the implementation of technology-enhanced learning environments.


Next, create a detailed budget for your ERASMUS+ project that includes all the costs associated with the activities and resources identified in the previous step. This should include the costs of personnel, materials, equipment, travel, and any other expenses. Many of those costs are set by the EU and the project guidelines, so make sure to take them into account.


Finally, develop a plan for monitoring and evaluating the progress and outcomes of your ERASMUS+ project. This should include specific indicators for measuring the success of the project, as well as methods for collecting and analyzing data.





Communicating regularly with project partners


Effective communication is key to the success of any project. Make sure to communicate regularly with your project partners to share updates, discuss progress, and address any issues that may arise. Your project partners include course providers, partner schools, participants, and possibly the National Agency.


For successful communication with your project partners, you should:

  1. Establish regular communication channels: Choose a communication method that is convenient and effective for all project partners, such as email, Zoom, or a project management platform.

  2. Set up regular meetings: Schedule regular meetings with your project partners to discuss progress, share updates, and address any issues that may arise. These meetings could be in-person or virtual, depending on the preferences and needs of the project partners.

  3. Share project updates: Keep your project partners informed about the progress of your ERASMUS+ project. This could include sharing reports, updates on activities, and other relevant information.

  4. Seek feedback and input: Invite your project partners to provide feedback and input on the project. This could include suggestions for improvements, ideas for new activities, and other ideas that could enhance the success of the project.

  5. Solve problems quickly: If any problems or challenges arise during the project, make sure to address them quickly and effectively. This could include seeking advice from the ERASMUS+ National Agency, your project partners, or other experts in the field.



Staying on top of deadlines


ERASMUS+ projects have strict deadlines for reporting and other requirements. Make sure to keep track of these deadlines and plan ahead to ensure that you meet them. By following these tips, you can ensure that you meet all the requirements and deadlines of your ERASMUS+ project and avoid any potential delays or issues:

  1. Review the requirements and deadlines: Before starting your ERASMUS+ project, make sure to carefully review the requirements and deadlines. This will help you understand what is expected of you and when you need to submit reports and other materials.

  2. Create a timeline: Develop a timeline for your ERASMUS+ project that outlines the key milestones and deadlines. This should include the start and end dates of the project, as well as specific deadlines for activities such as the submission of reports and the implementation of project activities.

  3. Set reminders: Use a calendar or other tool to set reminders for key deadlines. This will help you stay on top of important dates and ensure that you don't miss any deadlines.




Monitoring progress and evaluating outcomes


It's important to regularly monitor the progress of your ERASMUS+ project and evaluate the outcomes to ensure that you are meeting your objectives and making the most of the funding. This is how you can collect and analyze data, make necessary adjustments, and evaluate the success of your project to ensure that it achieves its intended outcomes:

  1. Develop a monitoring and evaluation plan: Before starting your ERASMUS+ project, develop a plan for monitoring and evaluating the progress and outcomes of the project. This should include specific indicators for measuring the success of the project, as well as methods for collecting and analyzing data.

  2. Collect and analyze data: Throughout the project, collect data on the progress and outcomes of your ERASMUS+ project. This could include student achievement data, surveys, and other relevant information.

  3. Review and adjust the project plan: As the project progresses, review the data and make any necessary adjustments to the project plan. This could include changing activities, revising the timeline, or adjusting the budget.

  4. Evaluate the outcomes of the project: At the end of the project, evaluate the outcomes to determine whether the project met its objectives and was successful. This could include conducting surveys, interviews, or focus groups with project partners and stakeholders.



Keep records of all the important project documents


It is important to keep accurate and organized records of all the important documents related to the project, as they may be required for reporting or audit purposes. You may also want to consider using a project management tool (click the link to take you to a FREE management tool we have prepared specifically for Erasmus+ KA1) or software to help you track and manage these documents, but make sure to have both hard copies and digital copies of your ERASMUS+ project documents safely backed up. We have written about the exact ERASMUS+ documents you might need here.


If you need help with managing your ERASMUS+ project, don't hesitate to seek support and advice from the ERASMUS+ National Agency, your project partners, or you can get in touch with us with all your questions at erasmus@opalteachertraining.com We are more than happy to help!

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