Training for Heads of National Agencies

Title of Training Activity: Adapting to a changing working environment

Activity type: Networking through benchmarking

Target group: Heads of NAs or equivalent

Group Size: Min 20 – Max 40

Working Language: English

Start date: 18th September, 2018

End date: 20th September, 2018

Venue Place: Mount St Joseph Retreat House

Venue Country: MALTA

Short description (Aims, Objectives, Goal):


To work smarter rather than harder to address organisational needs by simplifying the way we operate, and at the same time continue ensuring transparency and good governance of EU funds.

To optimize business processes and programme procedures to continue maintaining current quality standards and equally improving NA capabilities.

To learn how to execute changes, which are deemed necessary as to adapt quickly to the changing the environment.


Compare, analyse and discuss business models which the various National Agencies are currently adopting.

Compare and identify business processes which are considered to be less time consuming, less costly, at the same time robust and ensure transparency.


Identify one or more business models which are perceived by National Agencies to produce effective results in the most efficient manner, in terms of scope, time, cost, quality and benefits; which National Agencies may adopt to improve their modus operandi.

Simplified key Erasmus+ and ESC programmes-related operating procedures deemed as appropriate to be put forward to the European Commission for review, in preparation for the next programming period.


In the years to come the Youth National Agencies shall be experiencing high increase in workload. The main reasons being the introduction of the European Solidarity Corps in October 2018, and the doubling of budget allocation post 2020 with the aim of tripling the participation of young people in both the Erasmus+ and ESC programmes. We are very pleased with these developments, but we are all aware that these initiatives will in turn lead to more of processing of applications; awarding of more projects; execution of additional monitoring, checks and control measures. As a result of doubling of budget allocation, the European Commission may put more emphasis on calculating the return on investment by assessing the degree of impact on individuals, organisations and the society at large.

It is very clear that the workload for the National Agencies will increase significantly. While common sense suggests to double the number of staff to cope with the increased workload, we all know that this simple formula does not exist and is not realistic either. Therefore, we should work smarter rather than harder to address the staffs’ new challenges by simplifying the way we operate, and at the same time continue ensuring transparency and good governance of EU funds. The European Commission also acknowledges that simplification measures may reduce some administrative burden, but will not address all of our new upcoming challenges. We know that bringing in new staff to cope with the ever increasing demand may not be possible, thus optimizing business processes and programme procedures is essential for our National Agencies to continue maintaining current quality standards and equally improving on our capabilities.

It is therefore believed that training on business analysis and business process management can assist Heads (or equivalent) of National Agencies to enhance the respective learning on these aspects, and in turn be able to execute changes, which are deemed necessary as to adapt quickly to the changing the environment. Certainly we will be dealing with change, which may have an impact on our staff, the E+ programme and ESC alike. Therefore, the idea of the training is to bring in acknowledged specialists in strategic change management, and business process management / reengineering to deliver a presentation and then invite participants to take active part in facilitated discussions on how that external practice could be applied to the NAs context. This training and development programme should enable participants to feel they have had access to good practice from different sources not only from within the NAs or EC, but also beyond that. The training shall aim to enable participants to feel confident that they understand some of the main approaches relevant to the challenges expected in the coming years; and feel motivated to pursue practical training/experience, according to their individual needs.

Draft Programme

The training sessions will be organised in a way to encourage the involvement of heads or equivalent in the mapping and analysis of business processes; comparing of good practices; identification of gaps within the same processes; taking measures to close the gaps; and implementing business solutions.

Prior to the training, each participating National Agency may be required to carry out some preparatory work, which will serve as the basis for discussions / workshops during the training which will be spread over two full days and a half day between 18th – 20th September, 2018. Arrival and departure dates not included.

Kindly refer to the Draft Training Programme which is found in the infopack link below.


Downloads (infopack):

Draft Training Programme
Practical Information

Costs explanation:
The cost for the accommodation in single rooms (i.e. lodging cost for three nights on 17th-20th September and meals); facilitating and experts’ professional fees will be of Eur 450.00 max per participant. Travelling costs are not included.

Contact name: Ruth Schembri
Contact email:
Contact Phone: 00356 2558 6112

*Participants may be contacted by the training experts from MindWorks prior to the training in order to capture any training needs of each and every participant, which will serve as a foundation for training and discussion. All information gathered by participants will be treated as strictly confidential and as per GDPR.

You may also communicate your specific training needs to Mr Joseph Schembri on who will eventually pass on to the training experts.

The training programme will continue to be developed with the Facilitator/Experts and the ‘Preparation Team’.