An EU project is usually a comprehensive undertaking that requires the manager not only project management skills, but also knowledge in the field of human resources and financial management. It is crucial that the manager knows how to effectively cooperate between partners and how to react in crisis situations. Before applying for a grant for an EU project, it is important to construct a well-thought-out project management plan and learn the rules regarding operations in accordance with EU law, the specific nature of the project and the organization of documentation and accounting.
Project management plan
In the case of EU projects worth PLN 1 million or more, single-person project management may be insufficient. Even the most skilled manager may have difficulty managing such an undertaking effectively. EU projects are complex and require a detailed project management plan, which should cover all aspects of operation, including staff management, finances and cooperation with partners.
The EU project management plan should include:
- work schedule,
- financial plan,
- Human resources needs plan,
- Development of various event scenarios (optimistic and pessimistic).
Please remember that not everything always goes according to plan. It is worth taking into account a time margin for possible delays.
EU project coordinator
In large EU projects, it is recommended to appoint a project coordinator who will manage staff and supervise the implementation of tasks. The coordinator should plan responsibilities for each team member and monitor work progress. In the case of a wide scope of the project, an assistant who will support the organization of activities may be helpful.
The project coordinator is responsible for preparing reports to institutions granting EU grants and plays an important role in project management, including:
- Building interpersonal relationships,
- Information processing,
- Making decisions and bearing their consequences.
The coordinator also serves as a team leader, solves problems, delegates responsibility and supports the development of team members.
Collaboration planning
In the case of EU projects that require specialized skills or resources that exceed the competences of the team, the coordinator should consider cooperation with external entities on an outsourcing basis. This should be planned before submitting your grant application. You can enter into a partnership agreement that specifies the rights and obligations of both parties.
Finances under control
Financial management in EU projects is crucial. The project coordinator is responsible for the substantive side of expenses, while the accountant ensures their compliance with the budget and regulations. For larger budgets, it is important to hire a qualified accountant. The project management plan should include the budget and funds for remuneration of project participants.
The main aspects of financial management in EU projects are:
- Creating and supervising financial flows,
- Monitoring the need for cash,
- Managing changes in the budget and informing the client about expenses,
- Creating documentation for selecting contractors,
- Implementation of mandatory promotion of the project,
- Performing other financial management activities.
Risk management
Risk management is a key element of project management. This process involves identifying risks and taking actions to eliminate them or reduce their negative effects. In EU projects, attention should also be paid to risks specific to these projects.
Typical problems related to the implementation of EU projects include:
- Non-compliance with European Commission regulations and EU law,
- No visible effects of the project,
- Improper management of funds and project,
- Errors in documentation,
- Improper use of project funds.
Facilitations in managing an EU project
Coordinating your first EU project can be difficult, especially for people who have no experience in the field. It is worth investing in professional project management applications such as TaskBeat. This program allows you to plan activities, create task lists and budgets, and update projects and budgets in real time. Thanks to access for employees, the application supports team involvement and efficient project management.
Companies operating for profit can benefit from funding for the implementation of EU projects by cooperating with public entities. By acting on their behalf, they can receive advances for the implementation of projects, which facilitates the financing of activities.
To sum up, effective management of an EU project requires solid planning, effective team management, precise financial supervision and skillful risk management. Appropriate tools and strategies can significantly facilitate the implementation of the project and contribute to its success.
