Project management resources

1. Overview

These resources can be used as a guide for clubs to be able to manage projects effectively. This information has been adapted from My Rotary>>Developing effective projects 

They include:

• Planning and organising a project
• Create a project plan and budget
• Implementing, evaluating and promoting your project.

2. Planning and organising a project

Planning is very important in developing a successful project. Often a project is developed based on a club member's idea and that is okay but reaching out and learning what are the needs of your community and others is a worthwhile endeavour as you may identify more meaningful and impactful projects for your club.

Conduct a community assessment

Get to know your local community and one of the first steps might be to do a community assessment. Assessing your community’s strengths, weaknesses, needs, and assets is a good idea as a first step in planning  an effective project. By taking time to learn about your community, you can discover the most relevant opportunities for projects and maximise your club’s ability to make a meaningful impact;

A community assessment can help you get a better understanding of the dynamics of your community and help both you and the beneficiaries make important decisions about service priorities. Even if you’re actively involved in your community, an assessment can reveal additional strengths and opportunities for growth.  Perhaps you’ll find a new way to address a known issue. 

Rotary has developed a comprehensive assessment process. Worth a read. We have also developed an abridged version for you.

Identify available resources

• If it is a community project. Consult with the Chair of Community Projects to see what clubs are doing to get some ideas. 
• the Chair, International Projects can assist you with what other clubs are doing and you may join in a project or they can inform you of the Global Grant  Process 
• identify sources of funding-local government and service clubs, District Grants etc

3. Create a project plan and budget

Project planning is the process of leading the work of a team to achieve all project goals within the given constraints. This information is usually described in project documentation, created at the beginning of the development process. The primary constraints are scope, time, and budget.

Developing a comprehensive project plan and budget will help you manage your resources, be ready for problems, and evaluate your project’s success. Remember to include the costs of data collection, analysis, and communication in your budget, because these things allow you to measure the positive change from your project and share with others what you accomplished and what you learned. Review your implementation plans and timeline with stakeholders regularly and make adjustments as necessary.

Step one: submission to the club board 

Once you have decided on a project, it may be a good idea to document the potential project and submit it to your Board for approval. This is a good idea because documenting your project often helps to clarify more clearly what your are wanting to achieve. The following template may help you. Submission to the Club Board 

Step two: Project plan

Once you have approval for your project develop your project plan and budget. Project plan template

4. Implementing, evaluating and promoting your project

When implementing, evaluating and promoting your project keep people informed of the progress:

• Communicate and seek feedback-keep club members and the general public involved in the project
• Raise awareness of your project-use social media and your club website to advertise the project
• measure your results 
• Promote your project and share what you have learned. For example post your project to the :
• Rotary Showcase
• Post on social and local media
• Contact the Rotary International South Pacific & Phillipines Office (RISPPO) Public Relations Coordinator-Angela.Stavro@rotary.org   Ph: +61 2 8894 9870
• Record your Rotary Club Central-you need to log into My Rotary.
• Prepare a written report on the outcomes of the project.
• Find out more ways to promote your project.