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Summary of the Projects Forum
The workshops took place in Schwerin, on 28 November 2011, during the South Baltic Projects Forum.

All in all 100 people took part in two workshop sessions. The majority of the participants were representing the Lead Beneficiaries, the second largest group were Partners of ongoing South Baltic Projects and there were also a few people representing consulting companies.

The Tools and tips for successful project management workshops were moderated by practitioners from REM Consult, Markus Lang and Hauke Siemen, and both workshop sessions were conducted in the same manner. First there was an introductory presentation on “Project Management essentials” to warm up the attendees and after that the participants were divided into four groups. Each group was asked to define three challenges related to one of the following areas of project management:

1. Project management in project start phase / roles in the project

2. Project internal communication

3. Reporting / financial management

4. Monitoring and measuring success

Other groups discussed the identified challenges and proposed solutions to them. In the end each group chose the most relevant solutions proposed to the problems that they had identified. This exercise was implemented in the form of a competition, which was highly valued by the participants who felt motivated by the challenges. It turned out that the workshop was a good opportunity to exchange experiences and discuss real project situations, and some of the participants left the workshop with ideas of how to solve their problems. Therefore the main aim of the workshop, to facilitate exchange of experiences, was achieved even though the timeframe for discussions was a bit too short for most of the participants, and a number of them would have liked to discuss the proposed solutions more extensively.

The Communication and promotion workshops were moderated by external expert Mr Wiktor Szydarowski (presentation) supported by the JTS managers (presentation) and projects presentations. The purpose of the workshop was to highlight and share best practices in effective promotion and dissemination of the project results so that they become visible and well anchored in decision-making procedures of the public and private stakeholders operating in the Programme area. Also, due to an innovative character of the present Programme, results of the projects should be propagated at the level of the European Commission and the participating Member States, in order to deliver evidence for continuity of the cross-border programmes on the maritime border in the next programming period.

To sum up the results and conclusions from the workshops the Summary document has been prepared.

The Changes in a project set-up and project closure were prepared and led by the JTS staff. As the average project duration is c.a. 24 – 36 months, it is likely that the project partners face changes in the project implementation in comparison to the original plans in the Application Form. Therefore, during the workshop many types of changes in the project set up and the procedure of handling them were presented.

In addition, due to the final stage of some of the projects, a short presentation of the project closure rules was given and the partners’ obligations after the project closure were explained. The participants had opportunity to work on the case studies, discuses the project problems and find solutions in teams.

As additional result the Guidelines on Changes in a project are published here.

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