An APECS project group is a group of people working together on an idea, activity or project related to the polar regions or cryosphere. A project group typically consists of three to ten people working together to achieve a defined objective or goal. Project groups must have a plan and a timeline outlining how they will accomplish their goal(s). The members of a project group will be in regular contact with each other through email, skype, phone or other means of communication.
By creating a project group you will be able to focus your idea, set out a step-by-step process and create a timeline together with colleagues and friends from around the world. Here, we describe what an APECS project group is, how to start one, how to share with others the great work your group will do and some tips for making your project group successful.
- Come up with an idea for a project or activity that fits well into the mission and goals pursued by APECS. In essence any worthy ideas or activities related to the polar regions and the cryosphere, or career-development tools for early career researchers, would qualify.
- Think of a short but descriptive title for the project or activity.
- Write down the objectives of this project/activity.
- Formulate a scope for your project/activity. Remember that you don’t have to save the world with your project, so keep the scope relatively small and focused. Be sure to include the following in the project/activity scope:
- Why it is important to undertake this activity or pursue this idea;
- How it will benefit APECS members and/or others;
- What will this project / activity accomplish (i.e. the end product). Decide on a rough timeline to accomplish the project goals (weeks, months, years). Estimate on how many people you want / need to lead and help with the project.. Think about how you will communicate with each other: email, google group, skype, in-person meetings etc.
- Do you need a budget? If so, what would you use the money for and where could you get small amounts of funds. Remember that APECS doesn’t operate on a large budget, so try and do things as inexpensively as possible.
- After you have received endorsement, advertise the project group on the website, newsletter and email list to recruit other APECS members or anyone else that wants to be part of the group. The APECS Executive Committee and Council can help you with this.
- Together with your group, decide on chair / main contact (usually whoever came up with the idea of the working group but it doesn’t have to be).
- Schedule your meetings and get to work.
- A clear and simple path of communication/reporting will be developed for every working group by the Executive Committee, providing each project group with a point of contact within the APECS leadership to make sure that all APECS members are aware of your great work. We ask that you provide an regular updates using our project reporting forms.
- If after three consecutive months a project group has produced no activity, the Executive Committee has the ability to appoint a new chair or dissolve the project group.
Celebrate with a beer or a mug of hot chocolate ... while writing a final report
The final report is a short form which we will send you a link to.
As the project groups are a learning process for all APECS members, it would be great if you could also include some recommendations / feedback / suggestions of what worked well for you when working on your project and what didn’t, regarding both content and the logistics.
Once the project group is finished the tasks at hand we will also archive the project.
And please don’t forget to include any photos you have showing the fun you had shaping the future of polar research!!