Why Project Managers are important, and what roles are incl:
Main focus: planning, overseeing and leading projects from ideation through to completion.
PERFORMANCE & IMPLEMENTATION:
Follows the project management process through 3 stages: preparation, implementation and
closure:
1. Plan and develop project ideas. This includes reviewing grant agreements, setting,
managing, and developing a detailed project plan, defining the scope of the project.
2. Monitor project progress — create an accurate timeline of project completion and ensure
that tasks are finished.
3. Coordinate and facilitate events, meetings, trainings and other activities foreseen in the
project.
4. Manage and report on projects and project outcomes to Team Lead, partners and also
external agencies.
5. Solve issues related to projects. Problem-solving is key to keeping control of a project.
6. After the project – evaluate project performance with the help of Team Lead. Project
Manager is responsible for project efficiency and effectiveness. The evaluation is an
opportunity to fix similar issues in the future.
7. Ensure the dissemination and publication of initiatives and project outcomes according to
the specific project requirements;
8. Ensure project resources (e.g. funds, time, human resources) are used effectively to
achieve the goals set, follow the plans (implementation and budgeting);
9. Managing project risks. The bigger the project is, the more likely there are to be obstacles
that weren‘t part of the initial plan. It is inevitable, but project managers should know
how to avoid risks or at least minimize their impact.
10. Contribute to new project ideas of the Team and project writing process in the
association.
11. If it is needed, the Project Manager asks for help from other team members.
12. Inform Team Lead about challenges and risks, ask for help.
13. Attend external events across Europe and Lithuania as an Active Youth representative
when required.
14. Carry on the tasks of another team member to provide vacation relief or free days in
agreement and supervision of the Team Leader.
15. Perform other tasks assigned by the Team Leader.
REPORTING:
1. Document projects outcomes and processes, store all required proofs of activities and
official reports by:
○keeping paper versions in the office
○keeping digital versions on the association DRIVE
2. Keep communication among partners or external agencies during the reporting or audit
processes
3. Keep your Team Lead informed, and have regular meetings to share situations on your
projects.
4. Participate in discussions via teams’ Slack; be responsive.
5. Give feedback to Team Lead & team members
MEETINGS/ENVIRONMENT:
1. Build and sustain effective communications with other people, partners who are involved
in the project.
2. Contribute to decision-making (especially monthly goals).
3. Celebrate small victories: write a post to your team chat or organise short (15-20 min)
team meetings to cheer for: organised events, written projects, approved projects, ended
work package, birthdays, interns/team members leaving, etc.
IMPROVEMENT:
1. Contribute to feedback meetings.
2. Mistakes are ok — they are here to teach us.
3. Talk and discuss how it could be improved for the next time. If similar tasks will be in the
future, give one more chance for team members to make it better and learn from their
mistakes.
In case of conflict, problem, or SOS situation:
1. Take action to acknowledge that there is a conflict/problem (do not be afraid of your team
members — there will always be someone who will say that the problem does not exist)
— be an example of naming the elephant in the room.
2. Find out more about the conflict and its reasons — one on one meetings, group/team
meetings, brainstorm solutions or ways to prevent the issue from repeating itself.
3. Discuss the issue with Team Lead;
4. Ask for help from HR — set up a meeting to discuss the problem within the team.
