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.
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Although you may not intervene as a subcontractor for the association, it is highly useful to know our expectations these information can be useful for you, as good practice that you can apply to your own opportunities. |
Before the selection is made, the relations officer has sent a commercial proposal tailored to the client’s needs.
This proposal serves as the basis on which you will act 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, special conditions indicated in the “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
Check if you will have access to a screen/video projector
If the client also involves internal freskers, confirm that they have all the necessary 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 (to tailor the discussion part of a workshop for instance)
Confirm the “after the workshop” logistics (sending of the post-workshop email, how to gather and share the ideas from of the participants from during the discussion part, etc.)
If relevant, collect internal information on the organization’s organisation’s transition (Carbon Footprint, strategy, commitments, action plans, etc.)
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If there is a difference between the information provided by the association and what the client says (date, times, number of participants, services, etc.), you are expected to reach out to the relation officer from the association to confirm if these changes are possible. |
📝 Content preparation (workshop)
Prepare the discussion part to customize it to the context
(For for Companies/ Not-for-profit organisation/Public Sector)Key figures (depending on sector, job, etc.)
At what level should participants suggest ideas : by scale of action (individual, team, society, strategic level, etc.).
Deliverables : 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.) in order to adapt the tools (e.g harmonize the direction of the axis of the matrices to easily identify key actions)
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Little Tip The professional community has also a lot of resources and feedback feedbacks to share, do not hesitate to ask for advice on Telegram ! |
: To do this, you can use and contribute to | Remarque |
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If the client’s requests on deliverables seem to exceed the service sold in your opinion, do not hesitate to reach out to the |
relations officer in charge of the opportunity to confirm what |
was agreed on with the client. |
📢 Building your team
Recruit your team if needed If needed, mobilise a facilitator team and inform them on ofn the terms of the service (notably any customizations (s) (particularly if customisations of the discussion part must be made).
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For more information on how to build your team (criteria and means), consult check out this article! |
🧩 Supplies
Prepare the necessary supplies for the service(s) (decks of cards, paper, ppt, etc.)
Make sure every facilitator has all the necessary supplies on their side
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Read the dedicated article! |
🌐 Session creation on your
facilitator’sfacilitator 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
D-Daythe day of the service, you and your team will only have to tick who was present to fill in your counter.