Working with partners Significant quality can be added to the planning process by meeting with partners. If the partners are based in other countries then it would normally be those who are travelling to the main event who would also travel to meet with the host organisation. The following checklist has been developed by groups of SALTO Project Management training course participants. Follow this to ensure you make the most of your planning visit. Check list for an Advance Planning Visit (APV) Planning the APV ❑ Choose one working language ❑ Communicate by mail, fax etc (check best method) ❑ Formulate and circulate a provisional agenda for the APV ❑ Check visa requirements ❑ Ensure the APV participants will be the leaders who will accompany the group on the project During the APV Start of the meeting
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Expectations of the project and each other Get to know each other Formal procedure-take it seriously Make decision how you should make decisions Agree who will take minutes Concise record of meeting and agreements reached, with deadlines sent to each participant after the meeting ❑ Set the agenda for the meeting Issues to discuss
❑ Rules for youth workers (before the exchange they should prepare material) ❑ Issues like time, alcohol, drugs, sex, health and safety, gender issues, money, how to tackle problems… And make a clear definition of the rules ❑ How to handle conflict within the group ❑ Access to information - checking the level of information. Plan how to make it transparent. ❑ Expectations, both personal expectations of the leaders but also organisation’s own and partner’s expectations ❑ Aims and objectives ❑ Target Group, participants’ sex, background, age, disadvantage, age balance, ethnic origin ❑ Planning time scale ❑ Action Plan with deadlines Evaluation and report What shall we evaluate? For who? How shall we do it? What do we need to do it? Who is responsible? Together with whom? When should it be ready? ❑ Personalities amongst the leaders, roles ❑ Participation and preparation of participants ❑ Contract agreed by young people
❑ Responsibilities, delegate the work, who does what (use the SWOT analysis?) ❑ Open discussion about the cultural habits of the visiting country ❑ Security ❑ Legal requirements ❑ Programme, schedule details ❑ Working methods ❑ Translations – do you need them? ❑ Spare time activities ❑ Group leader, choose contact person (available) from each organisation ❑ Prepare a financial agreement all partners have to sign ❑ Formal contract ❑ Financial: Reimbursement Documentation Practical things to discuss ❑ To get all information about hospitality arrangements, local medical facilities ❑ Accommodation ❑ Special Needs ❑ Food ❑ Money ❑ Travelling arrangement to the country ❑ Transport in the country ❑ Resources ❑ Surroundings and possibilities for excursions ❑ Technical utilities ❑ Information on country ❑ Standard of living ❑ Is everything organised (good!) ❑ Meetings and deadlines and responsibility E-mail / fax / telephone facilities for during the project After the APV ❑ Fulfil all agreements reached