Keeping Participants Engaged: Best Practices for Motivating Erasmus+ Project Participants

Participant engagement is one of the most crucial elements in the success of Erasmus+ projects, particularly in projects involving young people. When participants are actively engaged, they gain more from the experience, directly contributing to the project’s overall impact and success. However, keeping participants motivated and involved throughout the project’s lifecycle can be challenging, especially with the diverse backgrounds, needs, and expectations that participants bring.

In this article, I will share practical strategies to maintain participant motivation and involvement, drawing on my experience as both a project manager and an evaluator. I will also incorporate real feedback from Erasmus+ project evaluators to provide insights into what they value most when it comes to participant engagement.

Why Participant Engagement Matters in Erasmus+ Projects

Participant engagement is essential for several reasons:

1. Increased Impact: Engaged participants are more likely to fully participate in activities, apply what they learn, and share their experiences with others. This increases the impact of the project, both on individuals and on the wider community.
2. Sustained Motivation: When participants feel involved and connected, they stay motivated throughout the project, even during challenging times. This ensures the successful completion of project activities.
3. Higher Quality of Results: Engaged participants contribute actively, providing valuable input that enriches the project’s outputs. Their enthusiasm often leads to creative and innovative solutions.
4. Positive Evaluation: Evaluators consider participant engagement a critical success factor. Projects that demonstrate high levels of participant involvement are often seen as more impactful and well-executed.

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Step 1: Engaging Participants from the Start

The key to keeping participants engaged throughout the project is to involve them from the very beginning. Engagement doesn’t start when activities begin; it starts when the project idea is being developed.

1. Involve Participants in Project Design: Whenever possible, involve participants in designing the project activities. This can help tailor the activities to their interests and needs, increasing their commitment and enthusiasm. Evaluator Insight: “The involvement of young participants in the initial planning of the project has led to well-targeted activities that resonate with their interests and challenges.” (Real Evaluator Comment)
2. Set Clear Expectations: Right from the start, make sure participants understand what they can expect from the project and what is expected of them. Clear expectations help participants understand their role and see the value they will gain.
3. Create a Sense of Ownership: Participants are more likely to stay engaged if they feel a sense of ownership over the project. Involve them in decision-making processes, such as choosing themes, deciding on project outputs, or planning dissemination activities.

Step 2: Fostering Continuous Engagement During the Project

Once the project is underway, keeping participants engaged requires consistent communication, creative activities, and a supportive environment. Here are some best practices to maintain motivation during the project lifecycle:

1. Interactive and Inclusive Activities: Design activities that are interactive, inclusive, and suited to different learning styles. Mixing formats—such as workshops, group discussions, creative sessions, and hands-on tasks—helps maintain interest.Evaluator Insight: “The variety of activities, including hands-on and creative sessions, keeps participants engaged and ensures that different learning preferences are catered to.” (Real Evaluator Comment)
2. Break Activities into Manageable Phases: Large projects or long activities can feel overwhelming. Breaking them down into smaller, more manageable phases helps maintain motivation. Celebrate small successes to provide a sense of progress.
3. Encourage Peer Interaction: Create opportunities for participants to interact with each other. Peer support is a powerful motivator, especially in youth projects. Team-building exercises, group tasks, and informal social activities all help create a supportive and engaged community.
4. Assign Roles and Responsibilities: Assigning specific roles to participants can help them feel more invested in the project. For example, you could assign some participants to be “communication champions,” responsible for sharing updates about the project on social media, or “activity coordinators,” responsible for helping organize specific tasks.Evaluator Insight: “Assigning roles to participants fosters a sense of responsibility and involvement, which in turn sustains motivation throughout the project.” (Real Evaluator Comment)
5. Provide Regular Feedback: Regular feedback helps participants know how they are progressing and what they can do to improve. Constructive feedback should be balanced with positive reinforcement to keep spirits high.

Step 3: Leveraging Technology to Enhance Engagement

In today’s world, using technology to keep participants connected and engaged is vital, particularly for projects involving virtual or hybrid components.

1. Use Interactive Online Tools: Tools like Mentimeter, Kahoot, and Miro can make virtual meetings more interactive. These platforms allow participants to share their thoughts, contribute to discussions, and engage with the content in a meaningful way.
2. Create a Virtual Community: Platforms like Slack, Microsoft Teams, or WhatsApp can be used to create a sense of community among participants. Regular updates, discussion threads, and informal chats can help keep participants engaged between formal activities.Evaluator Insight: “The use of an online platform to foster a sense of community among participants has been instrumental in maintaining engagement between activities.” (Real Evaluator Comment)
3. Gamify the Experience: Introducing gamification elements, such as earning badges for completing tasks or creating friendly competitions, can increase motivation and make participation more enjoyable.
4. Regular Online Check-Ins: For virtual or hybrid projects, regular check-ins via video calls or chats are essential. These check-ins help participants stay connected and address any questions or challenges they may face.

Step 4: Overcoming Challenges in Engagement

No project is without its challenges. Here are some common engagement challenges in Erasmus+ projects and strategies to overcome them:

1. Loss of Motivation Over Time: Participants may lose motivation during longer projects. To prevent this, keep activities dynamic and introduce new elements or surprises that renew interest.
2. Diverse Backgrounds and Interests: Participants may have different levels of experience or interest in the topic. Ensure that activities are adaptable to different needs, and provide individual support when necessary.Evaluator Insight: “The project’s adaptability to the diverse backgrounds of participants has allowed everyone to feel included and engaged, regardless of their previous experience.” (Real Evaluator Comment)
3. Communication Barriers: In projects involving participants from different countries, language barriers can hinder engagement. Use simple, clear language, visual aids, and, if possible, translation tools to bridge communication gaps.
4. Managing Disengaged Participants: If some participants become disengaged, take time to understand the reasons behind it. Engage with them individually to see if adjustments can be made to better meet their needs or interests.

Step 5: Ensuring Engagement Beyond the Project

True engagement means that participants continue to benefit from and apply what they have learned even after the project ends. Here’s how to ensure long-term engagement:

1. Post-Project Involvement Opportunities: Provide participants with opportunities to stay involved even after the project ends. This could include becoming ambassadors for future projects, helping with dissemination, or participating in follow-up activities.
2. Create Alumni Networks: Set up an alumni network that allows past participants to stay connected, share experiences, and access further opportunities. Alumni networks are powerful tools for keeping participants engaged long-term.
3. Encourage Participants to Apply What They Learned: Provide guidance on how participants can apply the skills and knowledge gained during the project in their personal, academic, or professional lives. Encourage them to share their experiences with their peers.Evaluator Insight: “The creation of an alumni network and follow-up opportunities ensures that participants remain engaged with the project outcomes beyond its completion.” (Real Evaluator Comment)

Conclusion

Keeping participants engaged throughout an Erasmus+ project requires thoughtful planning, creative activities, and continuous support. By involving participants from the start, creating interactive and inclusive activities, leveraging technology, and addressing challenges head-on, you can foster an environment where participants feel motivated and enthusiastic.

From an evaluator’s perspective, projects that prioritize participant engagement stand out because they ensure that the impact of the project is meaningful and far-reaching. Engaged participants are the heart of successful Erasmus+ projects—they are not only beneficiaries but also key contributors to the project’s success.

I hope these best practices help you create projects that inspire, motivate, and empower your participants. Best of luck in your Erasmus+ journey!