Managing a projectManaging a project

Your group may be involved in running one or more special projects during the year. These projects should be in your overall plan for the year.

In order to ensure that your project delivers on what it is supposed to do, you will need to carefully plan out your project before you begin and keep a close eye on it during the project to make sure you keep it on track and everyone knows what they need to do.

Here’s some tips on how to plan out a new project.

  • Write down what this project is designed to do.
  • Link the project to the goals of your group and / or the plans for the current year.
  • Write down what you hope will happen during the project or as a result of the project – these are known as the ‘objectives’ of the project.
  • Make sure the objectives are clear and are written in a way that you and others can clearly see at the end of the project whether you achieved them or not.
  • For each objective, write down when you hope to finish the objective and who will be responsible for completing the objective.
  • Create a plan for the project that shows the key dates and what needs to be done by these dates – these are known as your project milestones – these milestones should also relate to the objectives of the project.
  • Identify who will work on the project and what they will do.
  • Assign a project manager to the project who will be the ‘go to’ person for the project and who will be responsible for ensuring that all the objectives and the milestones are met.
  • Write down how the project manager will communicate with other people involved in the project – these other people are known as the ‘project stakeholders’.
  • List out all the costs of the project and how they are going to be managed and reported on. It’s a good idea to identify who will be responsible for managing the budget and who has the authority to approve changes to the project budget.
  • List out all the risks to the project and agree how risks that you know about for the project can be minimised. It’s also a good idea to work out how people should let others know about how to deal with new risks which might come up during the project.