Tech for Good Project Manager Guide

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MANAGING YOUR TEAM

It is now time to get building and managing your team, so they can effectively collaborate to develop the project and make change happen!

 

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Managing your team effectively is just as important as building your team, as it will ensure that your team will make progress throughout the project.

 
 
 

 
 
 

1. RECRUITING YOUR TEAM

APPLICATION DEADLINE

Your project will be live for 7 days on We Make Change when volunteers can apply to join.

RESPONDING TO APPLICATIONS

You will be expected to respond to every individual that applies within 1 day to schedule a call within 1 week.

FINALISING YOUR TEAM

As you recruit volunteers to join your team, send their name, email address and their volunteer role to your Project Coordinator. This ensures we know who is participating in each project.

 
 
 
 

 
 
 

2. MANAGING YOUR TEAM

It is now time to get managing your team, so they can effectively collaborate to develop the project and make change happen!

 

TIPS

Managing your team effectively is just as important as building your team, as it will ensure that your team will make progress.

 
 
 

PROJECT PLAN

Get a Trello board set up outlining the key tasks to be completed, so that you can keep track of the project’s progress.

  • Set up a team Trello board as the one place for everyone to find what they need and keep track of the project’s progress. Get your Trello board structure set up and start outlining the tasks to be completed.

Here are some key things to include on your Trello board:

  • Key Documents: links to the key documents that relate to the overall project

  • Ongoing Work: work that is ongoing as the project develops without a specific deadline

  • 2 week sprints: set up your Trello board with two week intervals, to ensure that people know what work is to be completed by when.

 
 
 
 

PROJECT COORDINATOR

You will be assigned a Project Coordinator from the We Make Change Team who will:

    • Request a progress update every two weeks to ensure the project meets its goals.

    • Occasionally sit in on catch up calls with volunteers.

    • Answer any questions you might have about using We Make Change.

 
 
 
 

ENGAGING WITH A MENTOR

If you are looking for someone to support in a mentor role with your project, here are some tips about how to most effectively engage with them:

  • Send an agenda ahead of your scheduled call or meeting to ensure they know what will be discussed.

  • Provide them with important information (e.g. details of your tech stack you use or specific areas they can help with), so they can effectively support you with the time they have.

 
 
 
 

 
 
 

3. KEEPING GOING

Once your team is up and running, it is important that you keep the momentum going to ensure the successful delivery of the project.

 
 
 
 

RESPONSIBILITIES

Clearly defined responsibilities help people understand what they need to do and how they can most effectively support the project.

You should ensure that all team members have tasks assigned to them on the Trello board.

 

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Allow members of your team to assign themselves tasks, as well as recommending tasks they should complete.

 
 
 

DEADLINES

Ensure that deadlines are agreed for key tasks and include them on the cards on the Trello board.

Make sure that people keep to deadlines as much as they can, while understanding that sometimes things happen that may make it difficult on occasions.

 

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Agree deadlines with the people responsible for the task in your team. They are volunteers, so some tasks may take longer than you think.

 
 
 

UPDATES

Keep the Trello board updated to ensure that people know what has been completed and what tasks need to be done.

 

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Meetups - Remember to organise regular meetups or calls with volunteers, as this ensures people stay engaged.

 
 
 

 
 
 

4. OVERCOMING ISSUES

There can be issues that come with managing online volunteering teams, but there are certain things that you can do to overcome them.

 
 
 
 

PEOPLE LEAVE

People sometimes have to leave a project because, you know...life happens.

We encourage team members to say whether they can no longer contribute to make it easier for you to plan. However, we also recommend that you bring more people onto the team than you think you might need to ensure this does not delay the project.

 

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You can recruit new team members simply by sending details of the position you need filled to your Project Coordinator.

 
 
 

UNRESPONSIVE

One of the most important things to ensure projects continue to progress is for people to be responsive.

You can help to ensure they are by having clearly defined tasks for each team member to complete, updating the team on progress and having regular calls or meetings.

However, if somebody is not responsive after two weeks of messages, you can then remove them from the project team, because we know that you want to keep your project progressing.

 
 
 
 

ANYTHING ELSE

If you are having any other issues that are preventing your project from progressing, contact your Project Coordinator. Whatever it is, they are there to help you!

 
 
 
 

 
 
 
 

LET’S MAKE CHANGE HAPPEN!

 

Now it’s time to progress with your project and make change happen!

 
 
 
We Make Change