What Seven Years of Managing a Project Preparation Facility Taught Me

June 26, 2025

Since February 2019, I have had the privilege of managing the Cities Development Initiative for Asia (CDIA) after joining the Asian Development Bank (ADB) in November 2017. CDIA is a project preparation facility that is managed as a trust fund by ADB.

My journey has been both challenging and rewarding, providing countless opportunities for growth and learning. Here are some key insights I have gathered over the past seven years that can benefit anyone involved in project management:

1. The Importance of Clear Communication

Effective communication is the backbone of any successful project. Establishing transparent channels for sharing information reduces misunderstandings and aligns team members with project goals. Regular meetings, updates, and feedback loops build trust and empower team members and clients to voice concerns confidently.

2. Embracing Adaptability

Projects rarely go exactly as planned. Flexibility and openness to change are crucial for navigating challenges. Whether it involves adjusting timelines, reallocating resources, or rethinking strategies, adaptability has been vital in seizing new opportunities.

3. Building a Strong Team Culture

A cohesive team can make or break a project. Fostering a positive team culture encourages collaboration and innovation. Celebrating successes, valuing contributions, and ensuring all voices are heard creates a motivated environment. Stronger team dynamics lead to more efficient achievement of objectives.

4. Prioritizing Risk Management

Every project involves inherent risks. Implementing a thorough risk assessment process allows us to identify potential issues early on and develop proactive mitigation strategies. This approach minimizes setbacks and enables quick pivots in response to unforeseen challenges.

5. Donor Coordination

CDIA is managed as a trust fund with various donors. While all donors share common interests from a broad perspective, it’s important to recognize that each has its own unique priorities that can sometimes conflict when working multilaterally. One of the key lessons I learned is the importance of managing donor expectations and maintaining transparent communication throughout the process.

6. The Importance of Collaboration with Other Project Preparation Facilities

Collaborating with other project preparation facilities is essential for sharing knowledge and resources. Engaging with peers provides a broader perspective on challenges and leads to innovative solutions. Joint initiatives can increase efficiency, as lessons learned in one context often apply to another. Building relationships fosters a supportive community where learning thrives.

7. The Myth of “Build It and They Will Come”

A significant realization during my tenure has been the fallacy of the idea that simply building a bankable project guarantees downstream investment; in reality, attracting both public and private financing requires a multifaceted approach. Engagement with stakeholders, including local communities and potential investors, is crucial for gathering insights and fostering trust. Transparency in the city’s processes and decisions enhances credibility, while effective financial management demonstrates a commitment to responsible resource use, making projects more appealing to financiers. Leveraging public-private partnerships (PPPs) and creating a supportive policy environment can enhance the investment landscape.

A Word of Gratitude

As I reflect on my journey, I want to express my heartfelt gratitude to my team. Without their dedication, creativity, and resilience, none of these lessons would have resonated, and our successes would not have been possible. Their unwavering support has been the backbone of our accomplishments, and I am truly thankful for each one of them. I cherish the challenges we’ve faced together and the invaluable opportunities to learn from them.

Managing a project preparation facility has been a journey filled with challenges and triumphs. Each lesson has contributed to my growth as a leader and project manager. As I look toward the future, I am excited to implement these lessons in new projects and ready to tackle whatever comes my way.

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Lara Arjan is an urban planner with over 25 years of experience in program design, management, and monitoring and evaluation. Lara holds two master’s degrees: one in Environmental Sciences and another in Urban and Regional Planning and Development.  She has worked with national, multilateral, local governments, the private sector, and NGOs. Prior to joining ADB, Lara worked as a Senior Urban Planner for the City of Edmonton in Canada.

She has also worked extensively in the Middle East and North African regions across a range of projects including urban planning, water resource management, environment, peace building, private-public partnerships, health, youth civic engagement, social entrepreneurship, and governance.