1.3 PREPARATION MEETINGS Virtual preparation meetings require less coordination than in-person meetings and can cut down on the cost, resources and time needed for international youth work projects. Videoconferencing tools help to create virtual meeting rooms, which all participants need to be comfortable with. Successful remote meetings require thorough preparation, must be properly chaired, and should be attended by a minute-taker. The minutes are ideally made available to all participants straight after the meeting ends. Alternatively, participants can collaborate on producing the minutes. When organising virtual meetings in particular, it must be ensured that there is sufficient opportunity for attendees to take an active role, to voice their needs and share what they can bring to the table. 1.4 PROJECT PLANNING When it comes to turning an idea into a project, it is crucial to keep one’s plan - ning in line with the classic project management cycle. It is important to draw up a schedule and a to-do list and to keep returning to these every now and again, amending them along the way where necessary. A detailed plan often saves time during the implementation phase. However, planning does not mean sticking obstinately to a project plan no matter what; organisers should be able to respond appropriately to any changes. There are a number of digital tools that can be used during the planning and pro- ject management stage to define objectives and roles, draw up to-do lists, and set reminders. They facilitate communication within the team and sometimes allow users to share and work together on documents. Many offer a videoconferencing function. Some even offer the full package. To ensure that the quality of a project is considered from the very start and that criteria and indicators are set to measure that quality, strong attention should be given to quality assurance and evaluation from the beginning to the very end of the project term. 1.5 CALL FOR AND ACQUISITION OF PARTICIPANTS A significant success factor in any international youth work project is the call for and acquisition of participants. The call for participants should, if aimed at young people, use a youth-appropriate language and design. For the latter, visualisation tools may be helpful, as are databases with images subject to Creative Commons licences. When it comes to publishing the project notice, appropriate social media channels should be chosen. This requires the team to consider what channels their target audience is likely to use and what format is likely to appeal to them. In this con- text, language, too, needs to be considered. How is language used in the channel in question? How inclusive and/or accessible are the call for participants and the platform where it appears?
TOOL CATEGORIES » Videoconferencing tools: p. 31
TOOL CATEGORIES » Project management: p. 35 » Flash polls/feedback/evaluation: p. 44
TOOL CATEGORIES » Social media: p. 55 » Visualisation & design: p. 56 » Image databases: p. 57
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Digital project management
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