Lesson 2: Structure Your Project
Introduction
Lesson 2: Structure Your Project
Now that you have defined your project, it’s time to structure it into something presentable to collaborators, partners, and funders.
In this lesson, we'll develop 3 important aspects of project planning together:
Targets & Outputs
Project Outline
Project Timeline
Before you begin, download your Working Document
Module 1: Targets & Outputs
A key aspect of structuring your project is to outline your targets and outputs.
We have already covered the basics in lesson 1 by outlining What, Why, Who, Where, and When. Now, it’s time to put your information into a structured outline that gives you clear indicators of your targets & outputs.
Lingo
Project Targets: Project Targets refer to a set of fixed goals or objectives that determine how a given project is expected to be done and what result or effect is supposed to be produced by the project.
Project Outputs: Project Outputs are the final measurable result received upon successful completion of a project when all planned tasks and activities are accomplished and project deliverables are produced.
To get started, watch this video which uses different terminology (goals & objectives) but outlines and defines targets and outputs in simple terms.
Targets
In simple terms, the target is what you want to achieve, it is the main thing that your idea is working towards.
This could be a final exhibition, the development of an online course, or completion of an artwork. Whatever it is, it should be simple to summarise and clarify.
Your Turn
Try to say out loud exactly what your target is.
This should draw on all you have outlined in Lesson 1.
Try to say your target in one sentence.
You can record yourself or write it down on a piece of paper:
"I want to…"
If you have more than one target, then write several down.
Module 1: Targets & Outputs (cont.)
Now that you have defined your target(s), it is important to identify your project outputs.
The project outputs should be attainable, time-bound, specific goals you can measure at the end of your project. They should relate to all measurable aspects of your project and will be the basis of how you evaluate your project upon completion.
For example, your outputs might be to create 5 new artworks in 1 year’s time. Or, to design 4 modules for an online course within 6 months.
Whatever they are, it is important that you outline these outputs as clearly and realistically as possible.
Example
Continuing with the example from Lesson 1, let’s say you want to put on a performance that focuses on mental health due to Covid-19 lockdowns.
Your target could be: A final in-person performance that is also live-streamed.
Your outputs should be measurable deliverables as a direct result of the target.
This could include:
Events: 1 in-person performance, 1 live-stream performance
Artists: 5 dancers to take part in the performance
Partners: 5 partners help create the performance
Audiences: 100 in-person audience attended, 250 live-stream audience watched
The example above demonstrates how you separate and define your targets & outputs.
Spend some time thinking about your own target & outputs.
Your Turn
Q1. What are some targets for your project?
Q2. What are some outputs for your project?
(answer on your downloaded Working Document)
Module 2: Project Description
You have now defined your targets & outputs - congratulations!
You are one step closer to having a well-structured project.
The next step is taking everything that we have developed so far and describing it in a simple and clear way. This will be hugely important to approach partners, applying for funds, or promoting your project to attract an audience.
Example
Have a look at one of COMMUN’s project descriptions (below). The project was submitted to donors to secure funding for a combined arts residency and performance programme in 2020 called Haramacy. This project had 3 activities and several outputs for each activity.
When reading the outline, think about:
Who is the project for?
What is the project's target?
Why it is needed?
Haramacy is a six-month programme offering a platform for Black, Indigenous, and People of Colour (BIPOC) communities to collaborate. Haramacy will engage 58 UK-based Middle Eastern, North African, and South Asian artists with the support of 14 creative partners to produce 45 new works. The programme will reach a total audience of 1050 people.
The Haramacy programme has 3 activities:
1. A series of 3 talks at SOAS and LSE for 300 students
2. A 4 day residency programme and 1 performance evening featuring 16 presentations and 4 live performances at The Albany (Deptford) for 500 attendees
3. A book (paperback, ebook) that will feature 12 essays by emerging writers with 250 copies distributed in 5 partner spaces
For all programme activities, we will engage with artists from different disciplines such as music, poetry, writing, painting, performance, etc. to collaborate with each other.
We noticed a lack of cross-cultural projects in UK arts programming between BIPOC communities. Statistics demonstrate the wide gap in engagement with the arts between white communities (77.6%) and BIPOC groups (65.6%) in the UK. The Haramacy programme will act as a catalyst for cross-cultural engagement between BIPOC artists; encouraging them to explore intersectional social issues (race, gender, class and ethnicity) that exist within their communities and those of their peers.
Your Turn
Q3. Write a project description that outlines your targets, outputs, and why the project is necessary.
(answer on your downloaded Working Document)
Module 3: Timeline
You are now on your way to structuring your project :)
One of the most important aspects of putting together a project is making sure it is planned out properly, taking into consideration all components before, during, and after the project takes place.
The final step in Lesson 2 is to outline your project’s timeline over a period of weeks / months and the activities you will need to carry out in order to successfully complete it. The more prepared you are, the more successful your project is likely to be.
To get started, watch this short video on project timelines.
Before putting together your project plan, it is crucial that you consider your start and end date, targets and outputs, and the amount of time you have to put into the project.
Example
To help you start thinking about project planning, have a look at one of our project timelines from an 11-month programme in 2019. It should provide some useful sections to start thinking about such as; programme development, outreach to partners & participants, artwork & promotion, technical production, program activities, and reporting & payments:
Timeline - Sample
If some of these sections seem daunting, don’t worry!
We will be revisiting them at a later stage. What's important is that you start to think about implementing your project within a given timeframe.
Your Turn
Q4. How long will your project take from start to finish?
Q5. Which of the following will you need to do before your project starts?
Options included in Working Document
Q6. Is there anything else you need to do to before your project starts?
Q7. What will you need to do during your project?
Options included in Working Document
Q8. Is there anything else you need to do during your project?
Q9. Which of the following will you need to do when you complete the project?
Options included in Working Document
Q10. Is there anything else you need to do after the project is complete?
Q11. Complete your own timeline (optional).
Timeline - Template
(answer on your downloaded Working Document)
Congratulations!
You have now structured your project to include:
Targets & Outputs
Project Description
Project Timeline