Subcontracting - Coordination responsibilities

In this article, we explain what is expected from you as a coordinator for an opportunity dealt as a subcontracting for the association.

Before the selection is made, the relations officer has 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, special conditions indicated in the “additional information” section).
  
  

• Contact the client to discuss the intervention :

  • Logistics

    • Check that enough tables of 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 & 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 of the participants during the discussion part, etc.)

    • If relevant, collect internal information on the organisation’s transition (Carbon Footprint, strategy, commitments, action plans, etc.)

Content preparation (workshop)

• Prepare the discussion part to customize it to the context
  (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)

Building your team

• If needed, mobilise a facilitator team and inform them ofn the terms of the service(s) (particularly if customisations of the discussion part must be made).

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

Session creation on your facilitator space

• Don’t forget to create the sessions on your facilitator space before the date of the event!