Toolbox — For Training and Youth Work
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Manual
Cool Collaboration II | Simplified Digital Project Management and Collaboration Procedures
Project management can feel overwhelming with digital tools and required documentation. Our guide simplifies the process with clear steps, showing how to use digital tools for managing and running youth exchange projects.
Aims of the tool
The guide aims to explain the digital tools we integrated and give step by step guidelines of the processes needed to implement a “project”, mainly youth exchange type of activities.
Description of the tool
This guide was created to help young people, youth organisations and NGOs organise Erasmus+ activities in a clear and structured way by using digital tools and simplified procedures. It focuses on the full lifecycle of an activity - from the first preparations until the follow-up afterwards.
Organising an Erasmus+ activity can feel overwhelming at first, with many details and deadlines to consider. With the right structure and tools, the process becomes much easier and more transparent. This guide offers a practical step-by-step roadmap to manage activities, while also helping young people and youth workers develop their digital competences.
This guide follows the lifecycle of organising an Erasmus+ activity. Each chapter explains what needs to be done in a given phase and how digital tools can support the process. Templates and checklists are included to save time and make sure nothing is forgotten.
Disclaimer
SALTO cannot be held responsible for the inappropriate use of these training tools. Always adapt training tools to your aims, context, target group and to your own skills! These tools have been used in a variety of formats and situations. Please notify SALTO should you know about the origin of or copyright on this tool.
Tool overview
http://toolbox.salto-youth.net/5132
This tool addresses
Project Management
It is recommended for use in:
Youth Exchanges
Materials needed:
To support the use of this guide, we have prepared the Cool Collaboration II Resource Package. It contains ready-to-use templates that make organising mobilities easier, more transparent, and consistent across partners.
The package contains:
• Tasklist template – to use in Microsoft Planner and assign responsibilities, set deadlines, and track progress among partners.
• Reporting template - to plan the activity idea, collect dissemination reports, monitor changes, and note down any issues that occur during the mobility.
• Timetable template - to design and share the programme structure, including sessions, logistics, and daily schedules.
• KA1 Activity process template – to use with Desktop version of Microsoft Planner containing all the tasks, relative deadlines and dependencies between tasks.
• Dissemination Template – for young participants to plan their own dissemination activities
Behind the tool
The tool was created by
CJE, E29, Four Links and K86
in the context of
During KA2 project Cool Collaboration II
The tool was published to the Toolbox by
CJE Clube de Jovens Europeus (on 30 September 2025)
and last modified
25 September 2025
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