Launching a new project and its success depend on all stakeholders’ effective communication and understanding of the project idea. One of the critical tools for effective project initiation is a well-written concept note, a concise document with a clear and laconic structure that summarizes the essence of the project, namely the problem, the objectives, the methodology, and the expected results. Thus, the concept note is the first and most important opportunity to communicate what the project is about and to demonstrate how it meets the eligibility criteria.
In other words, the role of the concept note is to help outline a specific path to the chosen goal, highlighting information about what will happen at the end of the project, why it should be implemented, and how the desired result will be achieved. Therefore, when preparing a concept note, you should answer the following questions:
What does the project propose to do? (overall goal and main objectives)
Why? (the problem that the project aims to solve)
How? (methodology and expected results of the project)
For whom? (target audience, with particular attention to the donor’s priorities)
With whom? (main partners/contractors)
Where?
For how long? (project duration)
A well-developed project concept note is the basis for communication between project managers, team members, and investors. It broadens the implementers` understanding of the project and is often used to find consortium partners and optimize communication. Sometimes, a donor requires a concept note to pre-select projects for which a full proposal must be submitted.
Several aspects of the process of writing a concept note are worth exploring, such as the role of each component in conveying important information about the project. From defining the scope and methodology of the project to outlining the timeline, budget, and potential risks, these are the key elements that will shape the vision and strategy of the project for different audiences, as well as the trust between partners and the successful implementation of the project.
Aptly named project
The clarity and conciseness of the project title are extremely important, as they set the tone for the concept and provide an immediate understanding of the purpose and scope of the project.
There are several tips for creating a great project title.
Be specific and descriptive: choose words that convey the focus and objectives of the project.
Example: ‘Fostering creative entrepreneurship through the art of recycling’.
Add key elements: Include aspects of the project’s main elements, such as the main objective, target audience, or specific deliverables.
Example: ‘Early warning and response systems based on different geological and meteorological hazards that support the rapid deployment of first responders in the EU and beyond’.
Use action verbs: strong action verbs convey a sense of movement and purpose.
Example: ‘Disaster resilience for extreme climate events, enabling interoperable data, models, communication and management’.
Consider the length: keep the title as short as possible, but make sure it captures the essence of the project.
Example: ‘Sluhai.org: Social and cultural integration of blind people in Ukraine’.
Avoid jargon: ensure the name is accessible to a broad audience by avoiding technical jargon or acronyms.
Example: ‘InnovateEd: transforming education with digital technology’.
Highlight unique aspects: if there is a distinctive feature or innovative approach, add it to the name.
Example: ‘Improving market access for artists with disabilities’.
Get feedback: seek comments from team members or stakeholders to ensure the name resonates with different perspectives.
Remember that a well-crafted project title should act like a snapshot, providing a quick and accurate preview of the project’s purpose and objectives. The first impression encourages the reader to delve into the project summary to learn more.
Problem addressed by the project
When writing a concept note, it is crucial to briefly and clearly describe the problem that the project aims to solve. To do this, you need to follow a few essential steps.
- Step 1. Determine the scope of the project. Identifying the object (area, system) or process that needs to be improved will help determine the scope of the project.
- Step 2. Analyze the current state. Identifying gaps or defining specific needs is critical.
- Step 3. Identify “pain points.” A clear understanding of the problem depends on a plausible vision of the bottlenecks or on identifying what is working and what is not causing problems.
- Step 4. Identify the impact. The problem may affect organisations, populations, individuals, or stakeholders. Understanding and articulating the problem’s impacts will help you identify the right objectives for the project.
You should follow the next steps to justify and briefly describe the problem.
Project objectives and tasks
A brief overview of the project objectives and tasks helps the reader understand the project’s purpose and scope. Therefore, setting project objectives should be the next step after defining the problem. The objective is to summarise the problem at hand and direct the vision towards its solution by outlining specific objectives, key actions, and expected results of the project.
One of the main criteria for formulating objectives and tasks should be the SMART approach, which states that they should be specific, measurable, achievable, realistic, and time-bound.
If possible, prioritize the objectives based on their importance and relevance to the project and highlight those that are critical to its success.
Use concise and clear language to avoid confusion and to make it easier to read and understand. Numbering is also used to list the project objectives and tasks.
It is essential to focus on the innovation of the project idea. To do this, the advantages of the proposed solution over existing ones are assessed and highlighted.
Project planning
This stage of concept note writing aims to describe how the objectives will be achieved, including the project design (methodology), activities, timeline, and key resources.
The project design includes the approach that will be used to achieve the objectives. This may include specific methods or strategies. It is also about ensuring that the project will be successful and will not harm anyone (feasibility, acceptability, and ethics), i.e., that the methods used are feasible, appropriate, and ethical.
The tasks identified in the previous step should be broken down into smaller tasks and actions. This will allow you to build a work schedule, track progress, achieve objectives, and convince the reader that the chosen path will lead to a successful solution to the problem.
Developing a timetable will help coordinate tasks and ensure that deadlines are met.
It is crucial to have a clear understanding of the main resources required for the project’s effective implementation. Therefore, a budget breakdown should be provided, including costs for staff, equipment, etc. These costs should align with the donor’s budget requirements as set out in the terms of reference of the call for proposals.
Determine how progress will be measured against the objectives and tasks, and at the conceptual stage, outline the Key Performance Indicators (KPIs) that will be used to measure the project’s success.
Potential risks
At the concept note stage, it is crucial to be aware of potential risks and issues that could affect the success of the project. These may include resource constraints, communication or other technical issues, changes in project scope, or external factors such as political instability, etc. Identifying these risks at an early stage can help to develop mitigation strategies. Therefore, it is important to answer the question: what can prevent the project from being implemented?
There is a distinction between external risks (e.g., financial constraints, aspects of cooperation with partners, legal risks, etc.) and internal risks (e.g., organizational capacity, staff qualifications, etc.). It is crucial to thoroughly assess all potential risks and develop strategies to address each possible issue. By being proactive, you can increase the likelihood of project success and ensure the project is completed on time, on budget, and with the desired results.