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In this article, we explain what is expected of you when you are selected to coordinate a subcontracting opportunity from you as a coordinator for an opportunity dealt as a subcontracting for the association.

Before the selection is made, the relationship manager relations officer has framed a project and formulated a Commercial proposition adapted to the customer's needs.

It is on this basis that you intervene for the association.

👥 Customer contact

sent a commercial proposal tailored to the client’s needs.

This proposal determines which services were sold and what you need to do as a subcontractor.

👥 Contact the client

• Carefully read the selection email as it contains information about the service (date(s), times, location(s), number and type of services, number of participants expected, special conditions indicated in the additional information). You will be able to find practical information about what was ordered by the customer in the assignment.
  Contact the customer for an exchange on the intervention methods“additional information” section).
  

• Contact the client to discuss the intervention :

  • Logistics

    • Check that enough tables of the right size and shape are provided.

    • Check if you will have access to flipcharts/whiteboards for the discussion part on the day

    • Check if you will have access to a screen/video projector on the big day.

    • If the client also involves internal fresco artistsfreskers, confirm that they have provided all the necessary equipment for these activities (games, stationery).supplies (cards, paper,…)

  • Services

    • Confirm the date & times time of the event

    • Confirm the number and kind of participants (more or less aware, etc.)

    • Confirm the objectives of the service (in particular to tailor the discussion part for of a workshop for instance)

    • Confirm the “after the workshop” logistics (sending of the post-workshop email, consolidation of the action proposals raisedhow to gather and share the ideas of the participants during the discussion part, etc.)

    • PossiblyIf relevant, collect internal information on internal the organisation’s transition processes (Carbon Assessment Footprint, strategy, commitment process already startedcommitments, action plans, etc.)

📝 Content preparation (workshop)

• Prepare the discussion part to personalize services to customize it to the context
  (for Companies/ Not-for-profit organisation/Public Sector)

  • Orders of magnitude (Key figures (depending on sector, professionjob, cross-functional, etc.)

  • Areas of discussion At what level should participants suggest ideas : by scale of action (individual, team, society, strategystrategic level, etc.).

  • Deliverables : consolidation of post-workshop reflections according to customer anticipate how you will compile the ideas from this section according to clients requests (photos of post-its, selection of a few key actions per workshop, etc.) to be anticipated to harmonize the supports in order to adapt the tools (e.g . harmonize the direction of the axes axis of the matrices to easily identify key actions)

📢 Building your team

• Recruit your team animation and brief her on the progress If needed, mobilise a facilitator team and inform them ofn the terms of the service(notably any customizations s) (particularly if customisations of the discussion part must be made).

🧩

Supplies

• Plan all Prepare the material necessary supplies for the serviceSynchronize with the presenter(s) (decks of cards, paper, ppt, etc.)

• Make sure every facilitator has all the necessary supplies on their side

🌐 Session creation on your facilitator space

• Don’t forget to create the sessions on

• your facilitator space before the date of the event!

This way, you will be able to add other facilitators and invite participants. On the day of the service, you and your team will only have to tick who was present to fill in your counter.