HERMAN CHAN — THE DIGITAL HUMANIST — CH. 03 — PROJECT MANAGEMENT

▪Chapter 03 — Project Management Facet

The Architect

Anticipating needs before they become risks.

Accomplished leader with 10+ years driving medium to large-scale social and education initiatives for organisations and communities.

I view Project Management as Anticipatory Leadership. It's not just about tracking tasks; it's about understanding human behavior to predict friction points, align stakeholders, and build systems that reduce cognitive load for everyone involved.

T.01

Empathic

I reduce anxiety before it becomes resistance.

T.02

Focused

Clear priorities, clear next actions.

T.03

Transparent

Decisions, trade-offs, and risks stay visible.

T.04

Culturally sensitive

I adapt communication across communities.

▪CH. 03 § 01 — THE CYCLE

The Anticipatory Leadership Cycle

My approach to managing complexity: A continuous cycle of empathy, design, and empowerment that underpins everything I do.

▪Step 01 / 04

Anticipate

Deeply listen to stakeholders to uncover hidden needs and predict potential friction points before they arise.

▪Step 02 / 04

Design

Create workflows that respect human habits. Systems should serve people, not force them to change.

▪Step 03 / 04

Connect

Bridge the gaps between silos (e.g., IT vs. Admin). Translate languages so everyone is on the same page.

▪Step 04 / 04

Empower

Hand over tools and documentation that allow teams to own the system confidently after I leave.

▪CH. 03 § 02 — COMPETENCY BOARD

How I Add Value

A set of repeatable moves that map to my Anticipatory Leadership Cycle—so delivery stays human, predictable, and adoptable.

▪Cycle lane

Anticipate

4

Clarify the problem, risks, and decision paths.

ANTICIPATE

Scope, risk & governance clarity

Reduce uncertainty by making constraints explicit and trackable.

  • Define what success looks like (and what it doesn't).
  • Keep dependencies visible as the work evolves.
In practice
  • AADO, EdUHK: Governed and recommended budget allocations for potential projects while managing stakeholder expectations.
  • KeySteps@JC (Phase Two): Guided stratified randomised sampling techniques and supported assessment tool digitalisation.
  • IVE: Coordinated a two-campus classroom technology upgrade initiative (SWAN), aligning feasibility research and implementation support.

ANTICIPATE · CONNECT

Stakeholder alignment & trust

Make priorities and decisions visible so delivery stays calm.

  • Clarify roles, KPIs, and decision paths.
  • Turn concerns into lightweight protocols.
In practice
  • KeySteps@JC (Phase Two): Coordinated 20+ staff and led school recruitment with 20% conversion while reporting to the funder's mandate.
  • AADO, EdUHK: Shaped project proposals and managed stakeholder expectations for donor-backed initiatives.
  • ISS (HK Branch): Maintained close working relationships with multiple NGOs to build a comprehensive referral and counselling network.

ANTICIPATE

Strategic Planning and Implementation

Long-horizon roadmaps drafted like blueprints—then built, measured, and revised against reality.

ANTICIPATE

Budget Management and Resource Allocation

Every dollar mapped to a deliverable; resourcing decisions kept visible, defensible, and on the drawing.

▪Cycle lane

Design

2

Make the system usable, measurable, and repeatable.

DESIGN

Workflow design & automation

Remove repetitive work so teams spend time on outcomes, not admin.

  • Design workflows that match real habits.
  • Automate reporting when it becomes a bottleneck.
In practice
  • SEC/BAT projects: Pioneered an automated report generation system, improving processing time from 1 hour to 10 minutes.
  • AADO, EdUHK: Engineered project management and proxy tools for substantial administrative efficiency.
  • ISS (HK Branch): Designed and implemented a streamlined case management system to improve admin workflow efficiency.

DESIGN

Technology Integration and Digital Transformation

From paper to platform—digitising assessment tools and workflows that teams actually adopt.

▪Cycle lane

Connect

1

Keep partners aligned and cross-silo friction low.

CONNECT

Partnership orchestration

Translate across silos so institutions can move together.

  • Bridge IT, admin, and frontline users.
  • Keep partners aligned to deliverables.
In practice
  • KeySteps@JC (Phase Two): Coordinated collaboration across universities and key NGOs (TWGH, BGCA, HKCS, TTMSS).
  • QEF project: Liaised with schools, NGOs, and community partners to deliver customised professional development.
  • Research projects (EdUHK): Supported cross-party coordination as co-investigator across multi-year initiatives.

▪Cycle lane

Empower

2

Build confidence so teams can own delivery.

EMPOWER

Enablement & adoption

Launch is not the finish line. Support reduces anxiety and increases uptake.

  • Provide exemplars, playbooks, and training.
  • Build light-weight data management and data-collection practices using the right tools (including AI support where appropriate).
  • Iterate based on frontline feedback.
In practice
  • KeySteps@JC (Phase Two): Introduced structured workflows and tools for data collection and documentation; strengthened project data management and piloted AI-assisted approaches for analysis/drafting where useful.
  • EOCP initiative: Curated 100+ exemplary online class samples and built a best-practice repository referenced by 50+ faculty members.
  • SEC department: Conducted 10+ training workshops on tools (Zoom, G-Suite, Moodle) for staff enablement.
  • MCNE, EDB: Organised professional development programmes and sharing sessions; analysed feedback to refine resources and support.

EMPOWER · DESIGN

Platforms, programs & events

Use the right channels to spread learning beyond a single team.

  • Turn resources into reusable assets.
  • Deliver programs that people can carry forward.
In practice
  • QEF transition project: Led an online platform reaching 3,500+ users and organised 6 conferences (150+ participants) supporting 200+ NCS students and families.
  • 7th Asian Conference on Sexuality Education: Organised workshops for 80+ participants from 15+ countries.
  • SES, EdUHK: Organised an international conference and coordinated external parties for the event website.

▪CH. 03 § 03 — IMPACT

Impact & recognition

Signals of success: from operational efficiency to international engagement.

1hr → 10min

Report Processing Time

Pioneered automated report generation system at SEC.

80+

International Participants

Organised workshops at the 7th Asian Conference on Sexuality Education (15+ countries).

Awarded

Smart Work Practice

Winner 2018/19; subsequently selected as judge for 2019/20.

20%

Recruitment Conversion

Led school recruitment in KeySteps@JC (Phase Two), exceeding KPI targets.

20+

Team Size Orchestrated

Coordinated interdisciplinary admin + research delivery.

3,500+

Platform Users Reached

Delivered an online platform to disseminate project resources.

▪Media Reach

Coordinated media-recognised press releases on KeySteps@JC, engaging Department Head Prof. Eva LAU as spokesperson and securing coverage in numerous outlets (HK01, CTJobs, SCMP, DotDotNews, RTHK, SingTao, JDOnline).

▪CH. 03 § 04 — LEDGER

Career timeline

A chronological view of roles and achievements. Tap a role to expand details.

Mar 2023 – Present

Senior Research Assistant

ECE, EdUHK · KeySteps@JC (Phase Two)

Supervising a large-scale initiative commissioned by Jockey Club Charities Trust, championing early childhood development in collaboration with EdUHK, HKU, CityU and key NGOs (TWGH, BGCA, HKCS, TTMSS).

  • Orchestrated an interdisciplinary team of 20+ staff across administrative and research functions.
  • Led school recruitment phase with exceptional 20% conversion rate, outstripping projected KPIs.
  • Fostered solid liaison with the Funder, driving project sustainability and strategic alignment.
  • Engineered efficient project data management systems and automated report generation.
  • Pioneered digital transformation of assessment tools; guided stratified randomised sampling techniques.
Jan 2021 – Mar 2023

Project Officer

AADO, EdUHK · Alumni & Donor Relations

Shaped and implemented strategic frameworks for donor-backed initiatives, offering expert advice to internal stakeholders.

  • Governed and recommended budget allocations for potential projects; managed stakeholder expectations.
  • Orchestrated relationship-building strategies with prospective and committed donors; finalised persuasive project proposals.
  • Spearheaded creation of online public repository for donation projects (Salesforce).
  • Engineered project management and proxy tools, achieving substantial administrative efficiency.
  • Conducted training in e-learning and management techniques; served as in-house IT consultant.
Sep 2020 – Jan 2021

Project Officer

SPFEO, EdUHK · EdU Online Classes Platform (EOCP) & Field Experience

Spearheaded the development of EOCP, a university-wide online learning initiative during the COVID-19 pandemic pivot.

  • Coordinated with IT/OCIO and faculties to collect and organise 100+ exemplary online class samples for faculty adoption.
  • Organised 3 school partnership events promoting EdUHK's vision for 21st century education; received positive feedback from 70+ principals and teachers.
  • Developed online repository of best practices for online teaching, referenced by 50+ faculty members.
  • Appointed by Office to provide consultations on adoption of new media, software, & IT tools.
Sep 2018 – Sep 2020

Project Officer (SEC & BAT Projects)

SEC, EdUHK · EDB-funded Teacher Professional Development

Managed EDB-funded project for Basic, Advanced & Thematic (BAT) Courses for Teacher Professional Development on Catering for Students with Special Educational Needs.

  • Pioneered automated report generation system, improving data processing efficiency from 1 hour to 10 minutes.
  • Winner of Smart Work Practice Award (2018/19); subsequently selected as judge for 2019/20.
  • Led coordination of 7th Asian Conference on Sexuality Education—organised workshops for 80+ participants from 15+ countries.
  • Conducted 10+ training workshops on technology tools (Zoom, G-Suite, Moodle) for department staff.
  • Co-investigator for i世代之記憶迷宮 working memory training mobile app; led coordination with developers.
Jan 2018 – Sep 2018

Project Officer / Counsellor (QEF Project)

EPL/ELPS, EdUHK–CUHK · Transition from Early Years to Primary Education

Project Manager for QEF-funded project 'Transition from Early Years to Primary Education: Increasing Successful Immigrant and Minority Family Engagement with Children's Learning'.

  • Led development of online platform disseminating project resources to 3,500+ users.
  • Conducted research interviews and counselling for 200+ non-Chinese speaking students and families (NCS, CBS, South Asians).
  • Organised 6 large conferences with 150+ participants, fostering inclusive home-school collaboration.
  • Managed operations and trained a team of 6 staff spanning admin and research functions.
  • Liaised with schools, NGOs, and community partners to offer customised professional development programs.
2013 – 2015

MA in School Guidance & Counselling

CUHK · Academic foundation for project design

Postgraduate training that informs how projects are designed around real student and family needs.

  • Developed counselling skills that strengthen stakeholder relationships with schools and communities.
  • Gained systems-level understanding of school environments, support structures, and inclusive practices.