Information
Summary: Provides an example activity plan to illustrate its structure and components, serving as a reference for designing effective activity plans for other projects.
Learning Objectives:
Suppose you are preparing a project proposal for a 12-month grant program. In the first months of the project, the necessary coordination, assignment, procurement, recruitment processes, and the establishment of a project office are carried out for the smooth functioning of the rest of the project.
1. Realization of Project Coordination Procedures
1.1 Meeting of the Project Executive Board
1.2 Establishment of the Project Team and the Meetings
1.3 Realization of Project Orientation Training and Meetings
1.4 Establishment of a Project Office
2. Making Transactions for Purchases
2.1 Creating Technical Specification Files for Purchasing
2.2 Market Research, Receiving Bids and Offers from Firms
2.3 Initiation, Follow-up and Finalization of Tender Processes
3. Project Kick-Off Meeting, Project Promotion, Visibility and Dissemination Activities
3.1 Project Kick-off Meeting
3.2 Activities Regarding the Promotion and Visibility of the Project and Professional Development Center
3.3 Creating the Project Web Page
4. Opening and Operation of the Professional Development Center
4.1 Realization of the Center Opening Ceremony
4.2: Directing the Target Audience to the Professional Development Center
4.3: Creating Career Plans and Personalized Education Curriculum for Young People in the Target Group
4.4: Realization of Training Activities
4.5: Conducting Vocational Guidance and Counselling Studies
5. Bi-Monthly Reporting
6. Organizing the Project Final Meeting
7. Interim and Final Reporting
When planning your project activities, do not only consider the applications you will make and the areas/centers/offices you will establish and/or maintain. You also need to plan the preparatory work required to perform these activities. As can be seen in the example above, the 1st and 2nd activities cover the processes necessary for the progress of the project to be carried out smoothly and in accordance with the legislation, regulation and programme rules.
Visibility, promotion and dissemination activities specified as the 3rd activity include the activities that should be included in each project. In this example, you can specify these activities, which are elaborated in row 3, in different orders. On the other hand, it is important that the activities are planned and carried out to cover the whole or a significant part of the project. In the first months, you can provide visibility and promotion without making a purchase. Social media, statements to press, interviews, briefings, kick off meeting can be done free of charge or without the need for a purchase process. Apart from the ones given in the example here, you can make additions or make explanations by making the titles more detailed.
For example, in the 4th row, the main activities of the project are presented. Depending on the size or methodology of your project, you can also define more than one of your main activities. You can also plan your main activities simultaneously.
For example, it is foreseen that in the 5th activity, interim and final reports will be prepared every 2 months, and in the 7th activity. In line with your project program guide and call for proposals, you should include your work on reporting, auditing and quality work in your activity calendar and provide the necessary level of explanation.
In the example, the closing meeting is given in the 6th activity. It is possible to consider this activity as the sub-activity of the 3rd activity. On the other hand, if you want to explain the kick-off and closing meetings in more detail, or if the project activities foresee large and detailed promotional meetings, it would be useful to examine these activities under a separate heading. In this context, you can explain and justify the preparation process of your kick-off and/or closing meetings in detail.
