Introduction and Objectives
We introduce a framework for effectively managing Erasmus+ projects, highlighting the significance of digital tools developed over the past decade. The primary goals include:
- Simplifying project reporting and implementation.
- Build digital capacity for participants and their teams.
- Ensure project management does not overshadow the core objectives of the initiative.
Focus on Digital Tools: The Task File
The Task File is a key project management tool developed using Google Sheets, designed to serve as the central hub for all project-related data. This system offers a range of benefits, including:
1
Centralisation of Project Information
All project data, including tasks, deadlines, documents, and communications, are consolidated into a single, easily accessible location. This eliminates the need to search multiple platforms or files for the required information.
2
Automated Color Coding
The Task File uses colour coding to visually represent task status, deadlines, and priorities. This allows users to quickly assess project progress and identify tasks that require immediate attention.
3
Efficient Document Retrieval
All project documents are linked within the Task File, enabling quick and easy retrieval for audits, progress checks, or references.
4
Streamlined Communication
By centralising communication within the Task File, the tool reduces reliance on email and minimises the risk of miscommunication or lost messages.
Implementing the Task File effectively addresses common project management challenges, such as version control issues, misplaced documents, and inefficient communication. By providing a clear overview of responsibilities, progress tracking, and document management, the tool promotes transparency, accountability, and collaboration among team members.
The 7 Core Premises of the Task File System Part 1
1. Management 3.0
Management 3.0 forms the philosophical foundation of the Task File system, revolutionising how Erasmus+ projects are managed. This approach moves from traditional hierarchical structures toward a more collaborative and empowering model.
Key aspects include:
- Distributed leadership where partners have real autonomy and responsibility
- Focus on empowerment rather than control
- Emphasis on people and relationships over rigid processes
- Support for innovation and experimentation within the partnership
- Continuous learning and adaptation as core values
- Trust-based collaboration rather than top-down management
The Task File embodies these principles by creating a structure where all partners can contribute equally while maintaining clear accountability.
2. Single Entry Point Method
This premise establishes that all project information should be accessible through one central access point - the Task File. This revolutionary approach eliminates the chaos of scattered information across multiple platforms and email threads.
Benefits of the Single Entry Point Method:
- One link provides access to all project documentation
- Eliminates time wasted searching through emails or multiple folders
- Ensures all partners work with the latest versions of documents
- Creates a clear path to any project information
- Reduces confusion about where to find specific information
- Supports efficient audit preparation and reporting
3. The Structure of the Task File Cannot Change
While content within the Task File can be adapted and expanded, its fundamental structure must remain consistent. This isn't arbitrary - it's essential for several critical reasons:
Why the structure must remain stable:
- Enables consistent organisation across multiple projects
- Allows for cross-project analysis and reporting
- Ensures all partners can quickly learn and navigate the system
- Supports automated data collection and analysis
- Maintains compatibility with reporting requirements
- Facilitates partner onboarding and training
The 7 Core Premises of the Task File System Part 2
4. Colour Coding
The colour coding system is a visual management tool that instantly communicates status, priorities, and requirements. This visual approach transcends language barriers and provides immediate understanding.
The color system includes:
- Red: Overdue tasks requiring immediate attention
- Yellow: Tasks due within the next two weeks
- Green: Completed tasks
- Work package-specific colours for easy categorisation
- Visual indicators for budget status and completion rates
This systematic use of colour creates an intuitive interface that helps partners quickly understand project status and priorities.
5. Shared Responsibility
Everyone in the project consortium shares responsibility for maintaining and updating the Task File. This isn't just about dividing work - it's about creating collective ownership of project success.
This premise means:
- All partners actively contribute to the documentation
- Everyone is responsible for updating their assigned tasks
- Partners maintain their sections of the file
- Quality assurance becomes a shared responsibility
- No single person becomes a bottleneck for updates
- Partners can track their progress independently
6. 30 Seconds Reporting System
This innovative approach transforms project reporting from a burdensome end-of-project task into a manageable daily routine. The premise is simple: spend 30 seconds updating your project activities daily.
Benefits of the 30 Seconds System:
- Eliminates the stress of reconstructing activities months later
- Ensures accurate and detailed documentation
- Reduces reporting time at project end
- Maintains real-time project overview
- Creates an automatic audit trail
- Supports continuous monitoring and evaluation
7. If It's Not Noted in the Task File, You Didn't Do It
This final premise might seem harsh, but it's crucial for maintaining project integrity and ensuring comprehensive documentation. It establishes the Task File as the official record of project activities.
Why this premise matters:
- Creates a single source of truth for project activities
- Ensures all activities are adequately documented
- Eliminates disputes about completed work
- Supports efficient audit processes
- Maintains clear evidence of project implementation
- Reduces risks of lost or forgotten activities
Integration of the Premises
These seven premises create a robust and efficient project management system. Each supports the others:
- Management 3.0 provides the philosophical foundation
- Single Entry Point Method creates the structure
- Unchangeable structure ensures consistency
- Color coding makes the system intuitive
- Shared responsibility ensures active participation
- 30 Seconds Reporting makes documentation manageable
- The documentation rule ensures system integrity
By following these premises, partners create a project management environment that is efficient, transparent, and supportive of project success while reducing administrative burden and stress.
Task File Overview: Initial Setup
1
Purpose
Serves as a centralised hub for all project-related data.
2
Access Requirements
Google Drive account, stable internet connection, and basic spreadsheet knowledge.
3
Initial Setup
Create a folder structure
in Google Drive:
- Main project folder, subfolders for work packages, documentation, meetings, results, etc.
Set sharing permissions
Enable editing for project team members and share links for access testing.
- How to share a file guide
- Google Workspace guide
Structure Example
The primary folders for this Task File system could be WP_Management, WP_Implementation, and WP_Dissemination. These folders help organize the different aspects of the task management and administration processes.
The WP_Management folder is where you would keep all the high-level planning and oversight documents related to managing the overall workflow. This could include project timelines, resource allocation, and status reports.
The WP_Implementation folder is where you would store the main work packages, results and outputs of your project
Finally, the WP_Dissemination folder is for storing any materials or deliverables that need to be shared externally, such as updates or published reports.
In addition to these core folders, you may also have supplementary folders for things like Templates, Reference Materials, or any other organizing principles that make sense for your specific workflow.
Key Tabs of the Task File - Part 1
The Task File system is a powerful project management tool designed to simplify and enhance collaboration, transparency, and compliance in Erasmus+ projects. Below is an elaboration on its key tabs and their functions:
1. Intro Tab: The "Digital Front Door"
The Intro Tab is the project's starting point and quick reference hub.
Contents:
1
Project Details
Application number, project start and end dates, project logo, and official partner names.
2
Key Links
This section includes links to critical documents such as the project quality plan, evaluation documents, financial rules, shared Drive folder, and dissemination platforms.
3
Purpose
Ensures essential project information is consolidated in one place for easy access, streamlining reporting and communications.
2. Contacts Tab: The Project's Phonebook
This tab centralises all contact details for project stakeholders, making communication effortless.
Contents:
1
Partner Contact Details
Names, roles, phone numbers, and team members' emails.
2
Responsibilities
Identifies roles such as task leaders, dissemination coordinators, or financial managers.
3
Collaboration Information
Useful for creating communication groups (e.g., WhatsApp, Facebook, or Google Meet).
Purpose: Ensures responsibility transparency and provides a single source for reaching out to partners.
3. Tasks Tab: The "Engine Room"
This is the most critical and frequently used tab, designed for real-time tracking and management of project activities.
Features:
1
Activity Tracking
Tracks all activities, assigned responsibilities, and deadlines.
2
Colour-Coded Status Updates
Tasks are visually categorised as completed, overdue, or upcoming (e.g., green for completed, red for overdue).
3
Automatic Deadline Calculations
Integrates formulas to calculate days remaining or overdue, ensuring no task is missed.
4
Result Linking
Completed tasks can have results or deliverables directly linked for review.
Purpose: Provides a comprehensive overview of project progress, ensuring accountability and efficient task management.
4. Meetings Tab: In-Person and Virtual Meeting Tracker
This tab simplifies meeting management by consolidating all relevant details and documentation.
Contents:
1
Meeting Types
Tracks both in-person and online meetings.
2
Supporting Documentation
Links to meeting minutes, photos, evaluations, signature lists, and certificates.
3
Evaluation Reports
Helps document the outcomes and feedback from each meeting.
Purpose: Streamlines meeting reporting and ensures all evidence is well-organized for audits or evaluations.
Key Tabs of the Task File - Part 2
5. Dissemination Tab: The "Marketing Department"
This tab is dedicated to tracking the project's promotional and dissemination efforts.
Contents:
1
Activity Tracking
Logs promotional activities, such as social media posts, stakeholder meetings, and press articles.
2
Reach and Impact
Records target audiences, reach numbers, and levels of dissemination (local, national, or international).
3
Evidence Collection
Links to proof of dissemination, such as screenshots, photos, and event summaries.
Purpose: Ensures compliance with Erasmus+ dissemination requirements and simplifies reporting.
6. Budget Tabs: Financial Control Center
The Budget Tabs help monitor and control project finances to ensure proper allocation and prevent overspending.
Features:
1
Expense Tracking
Tracks expenses against allocated budgets.
2
Colour-Coded Insights
Visual indicators show spending statuses and identify areas of concern.
3
Overspending Prevention
Prevents overspending through detailed tracking and real-time updates.
Purpose: Facilitates financial compliance and makes budgeting transparent and manageable.
7. Timesheets Tab: HR and Time Tracking
This tab focuses on documenting staff contributions and time spent on the project.
Contents:
1
Timesheet Centralization
Centralizes timesheets for staff.
2
Contribution Tracking
Tracks contributions against project budgets and deliverables.
Purpose: Simplifies HR-related reporting and ensures accurate tracking for audits.
Key Tabs of the Task File - Part 3
8. Checklist Tab: Quality Control Tool
The Checklist Tab ensures all project activities and reporting are completed as per requirements.
Features:
1
Ready-to-use Checklists
Provides ready-to-use checklists for meetings, events, and reporting.
2
Task Completion Tracking
Tracks completion of key tasks such as travel arrangements, attendance records, and evaluation reports.
Purpose: Acts as a safeguard to ensure no critical detail is overlooked.
9. Templates Tab: Standardized Resources
This tab contains reusable templates for recurring tasks and activities.
Examples:
- Logos, branding guidelines, meeting minutes, attendance declarations, and Google Forms templates.
Purpose: Promotes consistency across all project documents and reduces preparation time.
10. Setup Tab: Project Configuration and Customization
The Setup Tab is where the project's initial configuration is defined.
Contents:
1
Project Configuration
Defines work packages, staff categories, and partner roles.
2
Resource Allocation
Calculates staff rates and allocates responsibilities.
Purpose: Lays the foundation for efficient project management by standardising configurations.
