Guide how to write the mobilise sme learning project

1. How to write a good Mobilise
SME activity plan
- The activity plan defines the collaboration between both companies (Host and Sending
Company) and its boundaries. It is the instrument to implement the secondment, measure of
its success and it is also a protection against abuse.
- The activity plan should clearly reflect the type of collaboration both companies seek. The
secondment takes between two companies and their employees, managers of owners/co-
owners. Any of the participants should not be "under the supervision of" but "collaborating
with" and it should be reflected in the text. The text should clearly underline that this a
collaboration between two companies that seek to internationalize their products, train their
employees or intend to collaborate for joint innovative products, among others.
- The activity plan should a "win-win" principle: both companies and its participants should have
a specific objective to enter into the secondment/collaboration and should be aiming at
obtaining a particular outcome. The commitment should take into account the needs,
objectives, specifications and field of activity of both companies. All sections should reflect
points for both the Sending Company and the Host Company or a common goal. Commitments
must not be single- sided (example: all outcomes are obtained by the Host Company). It needs
to be balanced since both companies benefit from the exchange.
- The activity plan should be specific to the objectives and background between the two
companies. General statements such as "Getting familiar with way the Host Business
manages the company" or "internationalize products and services" “learn about new
markets” should be avoided.
- Draft agreements should be stemming out of a direct discussion between both companies
and should be written with the support of both Partner Organizations. However, it is the
Sending Company the one taking the lead. The host company should also fill out its part.
Both Sending and Host Partner Organization might apply changes according to the rules of
this guide and the programme.
- Activity Plan should follow the KISS principle: "Keep it short and simple". It will be easier to
understand and will help assessing the success of the secondment.
- NO personal names in the activity plan, we will refer to the main actors as employee,
manager or owner of the Sending Company (SP) and Host Company (HP)
- Each section has a different purpose:
 "Objectives of the stay" details of what the SP and the HP are looking for with this
collaboration. The objectives should be focused and achievable within the duration of
the exchange. Objectives are also related to the final outcomes of the project.
 "Description of the work/Learning project" focuses on the collaboration between both
companies, details the products, services, and gives information about the reasons and
background of the collaboration. The work project is linked to the objectives described
and details them further.

2.  "Proposed plan of activities" defines more precisely the tasks to be carried out to
achieve the objectives. It should describe what the employee, manager or owner of
the Sending Company (SP) and Host Company (HP) will do. It defines the boundaries of
the exchange: both sides should do at least what is described and cannot be requested
to do more than it is described. The activities should be given a time frame in weeks or
months. This part should be the most concrete of all. Both parts, Sending Company and
Host Company should have a clear set of chronological activities. It is also linked to the
objectives, outcomes and work plan drafted before.
 "Expected outcomes" state what the companies will tangibly get out of the
exchange. It links back to the objectives. This should be also clear and specific,
avoid generalities and achievable during the length of the secondment.
IMPORTANT:
The Activity Plan should in particular demonstrate:
- A real commitment to invest in a learning experience that will add value to his/her business
or employees;
- A clearly identifiable commitment towards establishing new business links abroad, train
themselves in new complementary fields or maintain their partnerships;
- Clear and well defined learning objectives that refer to their needs or current projects;
- A commitment to contribute to new ideas, projects and collaborations through innovative
ideas;
- Motivation, enthusiasm, seriousness, creativity and initiative.
Examples of activities during the exchange (Activity Plan):
- Market research and developing new business opportunities;
- Project development, innovation and R&D;
- Taking a fresh look at existing business operations;
- Innovation or development of new products or services;
- Joint trainings in critical sectors for both companies;
- Research and collaboration to find possible clients in foreign markets;
- Learning new languages or skills for employees (about a product, software, technique or
other);
- Work on concrete projects in one or more of the above-mentioned areas
Staff sent by the Sending Company should have time during the secondment for their tasks as
employees of the Sending Company following their usual business activities and services since
participants still have a link with their companies. This should be explicitly indicated in the activity in
the Description of work/learning project, with an indicate number of hours per week.
Please, it is important that the activity Plan is specific to the secondment and avoids general
statements (such as the objective of ‘expanding network abroad or outcomes such as ‘better
knowledge of foreign markets’).
Please note that the activity plan acts as the official agreement between both companies, therefore it
is in the interest of both sides to ensure that it is as detailed and specific as possible in order to help
them fulfil their expectation for the exchange. A thorough activity plan allows to track the progress of
the secondment but also to ensure that each company participates in the activities they have agreed.

3. The secondment is an international exchange among companies so both companies are expected to
demonstrate and develop a real commitment to invest in an international/learning experience;
develop a clear a concrete activity plan within a larger strategy; a clear set of learning objectives and a
commitment to the development of employees, managers or co-owners skills and knowledge
Exclusion Criteria: a clear set of cases have been appointed for secondments and therefore,
commitments or activity plans, that wouldn’t be eligible under the Mobilise SME programme. Some of
them are (point 3.3.3.2 of the Mobilise SME Quality Manual):
1. There cannot be any potential conflict of interest between SMEs and Partner Organisations.
2. The exchange is a company-to-company relationship and should avoid the focus of seeking
cheap labour, replacement of employees, search of jobs outside the company or the process
of open franchises abroad.
3. The Mobilise SME Learning Plan needs to reflect this company-to-company relationship. A pre-
existent partnership or relationship is allowed and encouraged.
4. The match goes in line with the main objectives of the call and their three types of scenarios.
These scenarios are mainly aimed at developing skills and capacities in Host Companies and
staff (‘ clear learning objectives), enhancing business either by establishing new contacts
abroad, or strengthening their already existing partnerships (‘international business
opportunity for SME’).

4. The Commitment through examples:
Good Bad
 Objectives of the stay: For the SC: To assist an important fair in the touristic sector of
(destination country) in order to seek potential clients in the cultural
sector. For the HC: To learn and develop a considerable level of
Spanish (B1).
These objectives are specific and achievable within the period of an
exchange (up to six months).
Exploring new ways of establishing agreements between both
companies. Learning how to constantly keep potential clients
interested in our products and services from the host market.
Exchanges practices in budget administration, cash flow and staff
management.
These objectives are too general, could be used for any relationship
and are not achievable during theexchange.
 Description of the
work/Learning project:
SC will assist fairs and encounters organised by the touristic Spanish
office in Italy so that the SC and HC may meet potential new
customers. SC will then work on a market research plan to list
potential new clients. SC will also meet with already establish clients
so that the SC may further analyse their needs and propose them
solutions in this new scenario. SC will also attend to Italian language
courses to develop language skills and adapt some of its services to
the Italian market.
The work project should always be linked to the objectives described.
The objective of the SC is attending a fair to boost collaboration and
learn new languages; therefore the work project should focus on
networking and training and interact with HC’s objectives.
Responsibilities of the SC during this period: getting informed about
the business activity of the HC. Working on the common projects
agreed. Offering human and logistic resources and get actively
involved the activities described. Responsibilities of the HC during
the exchange: offering knowledge in the sector of the country.
Provide assistance in the implementation of the joint project.
Provide language training.
The description of work relates more to the activities than to the
learning project. It is general, applicable to any secondment, and
may not be balanced between both of them. There is not a clear
benefit from both sides and does not fall under any of the expected
activities.
.

5.  Proposed plan of
activities:
M1: HC will do a list of potential clients and stakeholders in
(destination country) interested in her products. HC will provide
feedback on possible clientele that may fit SC’s services. SC will
contact each of them, present its products and note the pros and
cons they found. HC will organize meetings and visits with (include
names) to understand potential clientele needs. M2: SC will attend a
fair on the (date) (together with HC. SC will draft a previous list of
possible participants. SC will attend to Italian classes on a weekly
basis. SC will elaborate a list of potential tailored new services with
the feedback obtained.
The commitment details what the SC and the HC will do. In principle, SC
and HC activities should be limited to what is described in the plan of
activities. If more tasks are requested, the commitment is not being
respected, and changes should be agreed by both parties.
M1: getting familiar with the HC’s services. Weeks 6-8:
Implementing efficient marketing strategies for a specific business
market. M3: applying the acquired knowledge during the project in
their services. M4: SC will improve its networking capacity thanks to
the HC. The HC will help the SC in developing a communication
project.
The plan of activities could be used for any SC-HC relationship and
for any sector. It is not specific enough does not refer to above
sections. The tasks are not clearly defined, nor the added value of
the secondment. The plan could be written by partners without
much intervention of the two actors. This will make the assessment
of the secondment difficult and opens the door to problems during
the exchange, as the activities are not clearly defined. The exchange
does not look like a business exchange.
 Expected outcomes
(SC) Market research plan taking into account the new scenario after-
COVID. (SC) A list of potential business (30) linked with the touristic
and cultural sector with whom to establish future links. (HC) Gained
confidence in the use of the Italian language (B1). (SC) Creation of
different types of tourist packages, events, initiatives aimed at
different target groups in order to promote their territories.
Clear and specific outcomes linked to the previous activities and
objectives.
New marketing strategies in the destination country. Development
of innovation a development of one. A joint training completed. A
research finished to find possible clients in foreign markets.
Improved internationalisation strategy. Improved ability of running
a business, efficient budget administration.
Not clear and specific outcomes linked to the previous activities and
objectives.