Strategic Planning

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Strategic Planning Project Management Regional
Meeting Lund November 2003 By Michiel van Hees
Koen G. Berden
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This Lecture

• Strategic Planning
• What is strategic planning?
• Cases 12 A local An event
• Examples
• Project Management
• Definition
• Stages of Project Management
• Working with people teams
• Projects in AEGEE

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Strategic Planning What is it?

• Definition
• Mission/vision strategic planning tactical
  planning operational planning
• Gun Ho Squirrels, Geese, Beavers
• Motorway-example
• Where does project management fit in?!

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Strategic Planning Why Risks?

• Why?
• Think over contingencies (all possibilities)
• Avoid risks and unexpected circumstances
• Limited resources (money, time, people, etc.)
• What could go wrong?
• Lack of resources (PR, FR)
• Time (mis)management
• Lack of communication/difficulties in team work /
  badly divided task responsibilities
• Unexpected external developments

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Strategic Planning Case 1 A local

• What does a local need to plan?
• For how long do you want to plan?
• What are your goals?
• Longer term (strategic)
• Shorter term (tactical)
• What do you practically have to do/organise?
• What resources are involved bottlenecks?
• What are the risks for your local?

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Strategic Planning Case 2 An event

• What type of event?
• Where/how does event fit into the LT-plan?
• What are the aims of the event?
• Task division, team work motivation
• Time management
• Programme, FR, PR, IT, participants, lodging,
  food/drinks, speakers, event patrons
• Results Follow-up

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Strategic Planning Examples?

• Koen G. Berden
• Chairman Agoras PMs
• Global Employee project
• Michiel van Hees
• AEGEE TV
• Les Anciens
• Natalie Kolbe
• AEGEE-Academy
• Eric Nael
• Strategic Planning in AEGEE-Europe

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Project Management What is it?

• Definition
• Latin word PROJICERE ( throw forward) is
  suggesting movement, a trajectory, a certain
  relation with time and space.
• Project An individual or collaborative
  enterprise that is carefully planned and designed
  to achieve a particular aim
• Oxford English Dictionary

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Project Management Stages (1)

• Define the Project
• Plan the Project
• Monitor Control the Project
• Evaluate the Project
• Project Follow-Up Implementation

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Project Management Stages (2)

• Define the Project
• Background, Aims, Environment, Research,
  Brainstorm, Experts, Define means
• Plan the Project
• Resources Assessment (eg. Budget, FR, PR),
  SMART Specific, Measurable, Achievable,
  Realistic Timed
• Monitor Control the Project
• Collect info, measure progress, see deviations,
  correct if necessary

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Project Management Stages (3)

• Evaluate the Project
• Results, objectives, financial management,
  evaluate process
• Project Follow-Up Implementation
• Results publication distribution, involve
  decision makers from beginning, financial
  reports, thank you

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Project Management The Team (1)

• A group of individuals working together in a
  team (Remember lecture Stefan on Motivation)
• DIFFERENT individuals task division
• Again Gun-Ho!
• Take the differences in culture, approach,
  working method into account to avoid
  frustrations!!! (eg. Nordic vs. Mediterranean
  method)

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Belbin roles

• -
• Chairman gets people together leaves little
  room for others
• Plant makes things grow needs to be
  inspired
• Social worker keeps a team together cannot
  take difficult decisions
• Civil servant hard working for the team only
  does agreed work
• Monitor looks for progress stays at a
  distant from the project
• Visionary has the ideas no hands on worker
• Specialist is very good at specific work is not
  good at the rest
• Analyst very good at finding problems not
  focussed on solutions
• Catalyst helps other work better not focussed
  on details
• Parcieux thinks he knows all can irritate
  people

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Project Management AEGEE projects

• How many can you mention?!
• Youth Globalisation - European Identity
• PIE - Borderless Europe
• Global Employee - European Day of Languages
• Youth for SEE - Summer Universities
• EURECA - Key to Europe
• Quo Vadis Europe? - Address Book
• AEGEE TV - Working Group projects

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Conclusions

• Strategic planning starting point long term
• Why do you need strategic planning?
• Project management consequence of strategy
• Different stages of project management how to
  reach your goals
• Not just the knowledge also the (communication)
  skills and teamwork!

THANK YOU FOR YOUR ATTENTION!
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Belbin roles

• -
• Chairman gets people together leaves little
  room for others
• Plant makes things grow needs to be
  inspired
• Social worker keeps a team together cannot
  take difficult decisions
• Civil servant hard working for the team only
  does agreed work
• Monitor looks for progress stays at a
  distant from the project
• Visionary has the ideas no hands on worker
• Specialist is very good at specific work is not
  good at the rest
• Analyst very good at finding problems not
  focussed on solutions
• Catalyst helps other work better not focussed
  on details
• Parcieux thinks he knows all can irritate
  people