PROJECT SUMMARY
Despite the end of the official project period, the project remains active through ongoing dissemination activities. We continue to offer free online consultations for organisations involved in the Erasmus+ programme. If your organisation would like support with implementing group leader training materials, or if you have constructive feedback on the project results, please feel free to contact us at general@youtheuropa.org
- Project type:
Cooperation for innovation and the exchange of good practices - Main topic:
Group leader's training resources - Project period:
01.09.2024 - 31.10.2025 - Participanting countries:
Estonia, Sweden, Spain
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PROJECT TIMELINE
Kickoff!
The project began with a 4-day kickoff meeting in Sweden, bringing together representatives from all partner organisations. This first in-person meeting played a key role in setting a clear direction for the project and building a strong working foundation. While some preparation had already taken place online, meeting face to face allowed partners to align expectations, clarify objectives, and address important topics in more depth.
Each organisation was represented by two participants to ensure shared responsibility and continuity throughout the project. During the meeting, partners agreed on working methods, delegated tasks, and discussed the structure of the upcoming activities. Special attention was given to team building, helping participants strengthen trust, improve communication, and create a positive group dynamic from the very beginning.
A strong focus was placed on project management and coordination. Together, the partners set SMART goals, created workflows in ClickUp, and established clear communication channels in Slack. These tools and agreements ensured that everyone understood their role and that the project could move forward in an organised and transparent way.
Results:
Shared understanding of project goals, roles, and responsibilities
SMART goals and clear workflows established
Project management and communication tools set up
Stronger team connection through face-to-face collaboration and team-building activities
International Work Session #1
The international work session in Spain marked a major step forward in turning ideas into concrete materials. Partners from all three organisations came together to focus on developing the core content for the group leader training programme, while also starting hands-on work with the video materials.
During the week, we worked on defining what new group leaders actually need most when preparing for an Erasmus+ youth exchange. This meant agreeing on key topics, deciding what deserves special attention, and finding the right balance between practical guidance and simplicity. We spent a lot of time discussing how to make the materials as useful as possible without overwhelming new group leaders with too much information.
Alongside the training programme structure, we began active work on the video guidelines. The team experimented with different scripts, tested short tutorial formats, and created early mockups for visual elements. We explored how to keep the videos engaging and clear while avoiding long or boring explanations. This process involved plenty of trial and error, but it helped us better understand what works best for this format.
Working together in the same space proved especially valuable. While much preparation had been done online, face-to-face collaboration allowed for faster decision-making, deeper discussions, and more creative problem-solving. By the end of the session, we had a shared vision for the materials and a clear plan for how the training programme and videos would move forward.
Results:
Clear structure and focus for the group leader training programme
Agreed priorities and key topics for new group leaders
First test scripts and mockups for the video guidelines
Shared understanding of how to make videos engaging, useful, and easy to follow
Stronger cooperation and creative flow between partner organisations
One of the best parts of this activity was simply the possibility to meet colleagues from abroad, catch up, and share experiences!
After spending countless hours on meetings and work sessions in a dark hotel basement, we took every chance to explore the magic of Ronda
Isn’t it magical?
International work session #2
The work session in Estonia was fully dedicated to bringing the video guidelines to life. Building on the work done in Spain, the main focus was finalising the scripts, refining the guidelines, and translating ideas into clear and practical video tutorials for group leaders.
We set up a complete video production environment and treated the week like a real filming process. A significant amount of time went into preparation before pressing the record button. The team practiced delivery, tested different ways of explaining complex topics, adjusted tone and pacing, and fine-tuned the visual setup to make sure the videos felt natural, engaging, and easy to follow. This step-by-step approach helped ensure that the content stayed clear and focused, without becoming too long or overwhelming.
Once filming started, the team recorded the full set of tutorial videos, applying everything that had been tested and discussed beforehand. While completing the filming itself was a major milestone, it was also clear that this was not the final step. The event marked the transition into an intensive post-production phase, including editing, sound work, visual adjustments, and final polishing to make the videos ready for public use.
Working together in one place allowed for quick adjustments and immediate feedback, which greatly improved the quality of the final recordings. By the end of the session, the core video materials were fully recorded and ready for the next stage of refinement.
Results:
Final scripts and guidelines for all video tutorials completed
Full video production setup tested and used
All tutorial videos successfully recorded
Clear direction set for post-production and final edits
Increased confidence in using video as a training tool for group leaders
Film team in action. It took a while to get the visuals right.
Luckily, a spontaneous makeup team formed to make sure that the star of the show looked as good as possible!
Our scripts team rewriting the script for the 99th time to make sure that we get the message across
Powered by cheap Estonian (Lithuanian?) cookies, we worked until early morning hours on quite a few occasions
Final Meeting
The final meeting marked a moment to slow down, reflect, and take an honest look at everything that had been achieved throughout the project. By this stage, it was clear that many parts of the work had taken much longer than initially expected, especially when aiming for a high level of quality. Finalising the video materials required extra effort, including re-shooting certain sections, adjusting scripts, and spending a considerable amount of time fine-tuning the audio to reach the sound quality we were aiming for.
This phase also highlighted how many new ideas emerged along the way. While not all of them could be implemented within the project timeline, these ideas helped shape future plans and showed the long-term potential of the materials. The partners agreed that knowing when to stop refining and move forward was an important learning experience in itself.
At the same time, the newly created materials were already being tested within the partner organisations. New group leaders used the video tutorials and training structure, and their constructive feedback helped identify areas for further improvement. This testing phase confirmed the relevance of the materials and provided valuable insights into how they work in real-life preparation processes.
The meeting also focused strongly on dissemination and future use. All partners committed to continuing dissemination for at least the next few years, integrating the video tutorials into their regular preparation of new group leaders. The materials will play a key role in helping newcomers gradually take on more responsibility in international youth exchanges.
Overall, the project provided a deep learning experience for everyone involved. Despite the challenges, the partners successfully produced a set of video tutorials that go beyond what is usually possible in small-scale projects, both in quality and usefulness. The final meeting closed the formal project phase but clearly marked the beginning of a long-term impact.
Results:
Final review and improvement of all video materials
Re-shooting and detailed audio adjustments completed
Constructive feedback collected from new group leaders
Clear plans for long-term dissemination and continued use
Strong shared learning and high-quality results beyond initial expectations
RESULTS
Empowering group leaders
One of the key results of the project is a more accessible and realistic preparation process for Erasmus+ group leaders. Instead of relying on long written instructions or informal explanations, the project introduced a structured learning pathway that helps new group leaders understand their role step by step. The materials focus on clarity, real responsibilities, and common challenges, making the preparation less intimidating and more supportive. As a result, group leaders are better informed, feel less overwhelmed, and are more confident about taking responsibility in an international youth exchange.
Modern learning formats that reflect real habits
The project successfully shifted group leader preparation towards formats that match how people learn today. Short, focused learning units allow users to engage with the content at their own pace, revisit specific topics when needed, and avoid information overload. This approach has proven to be more effective than traditional manuals, especially for people preparing under time pressure. The project demonstrated that modern learning formats can significantly improve engagement and understanding in youth work contexts.
Practical testing and continuous improvement
Another important result was the systematic testing of the materials within partner organisations. New group leaders used the resources as part of their actual preparation process, and their feedback played a key role in refining the content. This testing phase helped ensure that the materials remain practical, relevant, and encouraging rather than theoretical or overly complex. The process also highlighted areas for improvement and future development, reinforcing the idea that high-quality training tools benefit from ongoing reflection rather than one-time production.
Stronger cooperation and shared quality standards
Through close cooperation, the partner organisations developed a shared understanding of what high-quality group leader preparation should look like. The project created common standards, aligned expectations, and strengthened trust between partners. This shared approach improves consistency across organisations and supports smoother cooperation during youth exchanges. Beyond the concrete outputs, the project laid the groundwork for future collaboration and contributed to a stronger, more coordinated approach to improving the quality of Erasmus+ youth exchanges across different contexts.
MAIN LESSONS
Quality requires more time than expected
One of the main lessons of the project was that producing truly high-quality educational materials, especially video-based content, requires significantly more time than initially anticipated. While planning can outline structures and timelines, many improvements only become visible during testing, recording, and post-production. Re-shooting sections, adjusting tone, and refining audio all proved necessary to meet the desired quality standard. The project showed that building time buffers and allowing space for iteration is essential when quality and long-term usability are priorities.
Focus is as important as creativity
The project generated a large number of ideas at every stage, from early planning to final editing. While this creativity was a strength, it also highlighted the importance of maintaining focus. Not every idea can or should be implemented within one project. Learning to prioritise clarity, usefulness, and relevance over completeness was a key lesson. Accepting that the materials would not cover every possible scenario allowed the team to create something that is clear, encouraging, and genuinely helpful for new group leaders.
Testing with real users improves relevance
Another important lesson was the value of testing materials with the actual target group before final release. Feedback from new group leaders helped identify unclear explanations, unnecessary complexity, and missing context that would not have been obvious otherwise. This testing phase confirmed that assumptions made by experienced youth workers do not always match the needs of newcomers. Incorporating user feedback early and repeatedly led to stronger, more relevant results and should be considered a core part of future projects.
High-quality results strengthen long-term impact
The project reinforced the idea that investing in quality significantly improves long-term impact and dissemination potential. High-quality materials are easier to integrate into organisational workflows, more likely to be reused, and more suitable for promotion beyond the original partnership. By focusing on durable, well-produced results rather than quick outputs, the project created resources that can form part of a broader support system for Erasmus+ stakeholders in the future. This lesson will shape how partners approach both content development and strategic planning in upcoming projects.
IMPACT IN NUMBERS
*Hover over the numbers for more information. Data as of December 2025.
The project was supported by the Estonian Erasmus+ and European Solidarity Corps Agency through the Erasmus + program! ❤
This project has been funded with support from the European Commission Erasmus+ programme. This publication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.
