eVENTS

Due to reasons beyond the partners’ control, the meeting was conducted online. As a result, the agreements between the partners were not signed during the meeting but were later signed by the Dutch and Turkish partners.

During the meeting, the results of the partners’ needs assessment were discussed, and the various organizations’ expertise was considered. Communication and project management methods were adopted, as well as contingency plans for unexpected situations and dispute resolution methods.

The meeting also covered a protocol for remote decision-making and corrective actions.

On the second day of the meeting, the focus was on intellectual products, with the main emphasis on Intellectual Product 1 – a pedagogical strategy to be used in the development and presentation of an innovative educational spectacle for children. During the discussion, expertise was shared, tasks were assigned, and the work process for Intellectual Product 1 was outlined.

The partnership meeting was held online due to significant changes in the project. During the meeting, several topics were discussed regarding the project’s restructuring and changes in deadlines, as well as partnership matters. The meeting took place on the meet.jit.si platform, and the agenda for the two days was as follows:

Day 1:

• Welcome address by New Horizons South
• Discussion on the progress of Intellectual Product 1
• Interim evaluation of the implementation so far
• Discussion on dates and final deadlines for the project’s activities
• Debate on a request to extend the project’s final deadline

Day 2:

• Discussion on the developed script for the innovative spectacle
• Decision on changing a project partner
• Development of a planned schedule for future activities

The meeting aimed to address the challenges arising from the project’s changes and ensure effective communication and planning among the partners.

Day 1: Understanding the Project and Its Goals

1. Overview of the project’s objectives, scope, and importance.
2. Roles and responsibilities of all stakeholders involved.
3. Project timeline: Review the project timeline and milestones achieved so far.
4. Challenges and roadblocks: Discuss the major challenges faced during the project and how they were addressed.
5. Project management methodology: Introduce the project management approach used and its effectiveness.
6. Risk assessment: Analyze potential risks and how they have been mitigated in the project.
7. Team roles and communication: Clarify team roles and communication channels to ensure smooth collaboration.

Day 2: Evaluating Progress and Planning Ahead

1. Project deliverables: Review completed deliverables and ensure they align with the project’s objectives.
2. Performance metrics: Discuss key performance indicators (KPIs) and evaluate project performance against them.
3. Budget and resource management: Assess budget utilization and resource allocation efficiency.
4. Lessons learned: Discuss lessons learned during the project and how they can be applied to future endeavors.
5. Team performance evaluation: Evaluate individual and team performances to recognize achievements and areas for development.
6. Revise project timeline: Make necessary adjustments to the project timeline based on current progress and feedback.
7. Realign project goals: Ensure project goals are still relevant and aligned with overall objectives.
8. Communication improvement: Identify any communication gaps and develop strategies for improved communication.
9. Implementing changes: Plan the implementation of necessary changes based on the evaluation.
10. Knowledge sharing: Encourage knowledge sharing among team members to foster continuous improvement.
11. Contingency planning: Discuss and develop contingency plans to address potential future challenges.
12. Finalizing the roadmap: Prepare a detailed roadmap for the project’s next phases and milestones

Day 1: Project Review and Accomplishments

1. Welcome and Introduction: Welcome address by the host New Horizons South
2. Project Overview: Overview of the project, its purpose, and the challenges faced during its execution.
3. Accomplishments: Celebrate and recognize the achievements and successful completion of the project.
4. Deliverables Review: Major deliverable discussion, ensuring they meet quality standards and client expectations.
5. Budget and Resource Management: An overview of budget utilization and resource allocation.
6. Lessons Learned: Share valuable insights and lessons learned throughout the project’s lifecycle.

Day 2: Future Opportunities and Closing

1. Impact Assessment: Analyze the project’s impact on the organization, stakeholders, and beneficiaries.
2. Team Presentations: Allow team members to share their experiences, challenges, and personal growth during the project.
3. Best Practices: Share best practices employed during the project that could be applicable to future endeavors.
4. Knowledge Transfer: Discuss how project knowledge will be documented and shared with the organization.
5. Recognition and Appreciation: Acknowledge the hard work and dedication of team members and stakeholders.
6. Future Opportunities: Explore potential follow-up projects or opportunities based on the success of the current one.
7. Closing Remarks by project manager New Horizons South – Adriana Dobreva