After a Grant: Essential Steps for Erasmus+ Project Success

by | Jun 2, 2024 | Erasmus+ Projects, Guidelines

After a Grant

After receiving a grant, it is essential to embark on meticulous preparation to ensure the success of your Erasmus+ project. Consequently, achieving this funding not only signifies the beginning of your journey but also demonstrates the potential impact of your project. However, the journey is just beginning. Therefore, you must prepare thoroughly to ensure your project runs smoothly and successfully. This guide provides the essential steps after receiving Erasmus+ funding, focusing on creating a robust visual identity, managing initiation documents, and setting up essential project management tools such as Clockify and Trello. For more guidelines, visit our guidelines category. Also, you can find this article in Turkish here. As a result, this post will help project coordinator staff and partners understand what is happening. Also, they are responsible for creating these documents.

Learning Objectives

By the end of this article, readers will:

  • Firstly, understand the importance of establishing a visual identity for the project.
  • Secondly, learn how to prepare and manage key initiation documents.
  • Thirdly, gain practical knowledge on setting up Clockify for time tracking.
  • Finally, discover the steps to set up and utilize Trello effectively for project management.

Visual Identity After a Grant

Creating a solid visual identity is vital for the cohesion and recognition of your project. Consequently, here are the steps to develop a compelling visual identity: More detailed information for the graphic designer staff.

Logo Design

  • Firstly, your project logo should be unique and reflect the project’s objectives and values. Consider hiring a professional designer.
  • Additionally, ensure the logo is versatile and looks good in different sizes and formats. (Having black and white versions is essential)

Letterhead Paper

  • Design both horizontal and vertical templates for official correspondence. This adds a professional touch to all project-related communications. (Partners Logos, Project Name, Project Logo, Project Reference Number, EU logo, and EU disclaimer will be there.) Partners will use this letterhead paper for all of our documents during the project

Templates

  • Develop templates for reports, presentations, and meeting minutes. Moreover, using consistent templates saves time and ensures document uniformity. Here is more information for the graphic designer staff.
  • Subsequently, these templates will be stored in Trello and accessible to all team members.

Initiation Documents After a Grant

Initiation documents lay the foundation for project management and coordination. Here’s a breakdown of what you need to prepare:

Project Card

It is necessary for graphic designers. The project coordinator and responsible staff are also tasked with creating this document. The document includes all project information, including the project name, reference number, objectives, results, and activities. It also contains short descriptions, high-quality partner logos, and a short briefing to help create logos.

Partner Agreements

  • Firstly, draft agreements outlining each partner’s roles, responsibilities, and expectations. This helps prevent misunderstandings and conflicts.
  • Then, sign and store all agreements securely.

Project Mapping Manual

  • Create a manual detailing the project’s structure, processes, and critical milestones. This serves as a reference for all team members.
  • Furthermore, include a visual timeline and update it regularly. Tools like Trello can help manage this timeline effectively.

Project Operational Management Manual

  • Document procedures for project operations. These include communication protocols, decision-making processes, and risk management strategies.

After a Grant: Budget Allocation

  • Develop a detailed budget outlining the allocation of funds across different activities and partners. The budget should also be regularly reviewed and adjusted as needed.
  • Additionally, a budget period schedule should be created for partners to ensure timely funding and accountability.

Human Resources Excel File

  • Meanwhile, maintain an Excel file tracking the human resources involved in the project, including roles, contact information, and time commitments.

Setting Up Clockify After a Grant

We will create a more detailed post for Clockify. It is vital to measure the efficiency of the employees. Clockify is a powerful tool for time tracking. Consequently, it helps you monitor the time spent on various project activities. Here’s how to set it up:

Create the Project

  • Firstly, set up a project for your Erasmus+ initiative in Clockify. Then, include all relevant team members.
  • Additionally, define tasks and sub-tasks to capture detailed time logs.

Invite Team Members

  • Add all project members to Clockify and assign them to relevant tasks. Additionally, training should be provided to ensure everyone is comfortable using the tool.

Tracking Time

  • Encourage team members to log their hours regularly. This data helps monitor progress and make informed decisions.
  • Moreover, Clockify’s reporting features can be used to generate insights on time allocation and productivity.

Trello Set-Up After a Grant

We will create a more detailed post for it. Trello is an excellent project management tool for organizing tasks and collaborating with your team. Therefore, here’s a guide to setting it up for your Erasmus+ project:

After a Grant: Create a Board

  • Set up a Trello board for your project. Create lists for different project stages, such as To Do, In Progress, and Done.

Add Cards

  • Create cards for each task and assign them to team members. Include due dates, checklists, and attachments as needed.
  • Furthermore, labels can categorise tasks by priority, department, or other relevant criteria.

Resources for Learning After a Grant

To further enhance your preparation, here are some valuable resources:

Websites

  • Erasmus+ Program Guide
  • Clockify Tutorials
  • Trello Help Centre

Books

  • Portny, S. E. (2017). Project Management for Dummies. Hoboken, NJ: Wiley.
  • Berkun, S. (2005). The Art of Project Management. Sebastopol, CA: O’Reilly Media.

Courses

  • Coursera: Project Management Principles and Practices
  • LinkedIn Learning: Trello Essential Training

Expert Advice After a Grant

Industry experts provide invaluable insights. Here are some recommendations:

  • Firstly, establishing a strong visual identity creates a cohesive and professional image, which is crucial for stakeholder engagement.
  • Furthermore, clear and comprehensive initiation documents prevent misunderstandings and ensure all partners are aligned.
  • Clockify and Trello can significantly enhance project management efficiency and improve outcomes.

Conclusion After a Grant

In Conclusion, thorough preparation is critical to an Erasmus+ project’s success. Therefore, establishing a solid visual identity, preparing thorough initiation documents, and setting up practical project management tools will lay a solid foundation for your project. Additionally, meticulous planning and clear communication are key to overcoming challenges and achieving your project goals.

To begin with, start your preparation today by designing your project’s visual identity, drafting initiation documents, and setting up Clockify and Trello. Furthermore, engage your team in this process to ensure everyone is aligned and ready to contribute to the project’s success.

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