Being responsible for coordinating an event can either be a tedious or satisfying experience.

Today I share experiences in this area because I find that it is important for all concerned with the success of an event to appreciate their role as well as that of the Coordinator.

It is always helpful for everyone to “be on the same page” as is most commonly expressed in team work parlance. For example, the team must be clear that the Coordinator is responsible for collating all inputs for further action. What does it mean?

I have chosen to use two words that assist me with such assignments;

“Internal” and “External”.
I propose that the process of preparing inputs, delivering them to the Coordinator and collation of the same are internal and the dissemination and further dealing of the collated input outside the team is external.

Whether or not your coordination journey is smooth, primarily depends on how the internal aspect is handled.

Have you created a labyrinth where navigation can be confusing or a system that supports your cause?

It is always helpful, for instance to provide guidance on what steps need to be taken by team members for an input to qualify for collation by the Coordinator. For instance, for a Board Secretary to be able to include a submission into a meeting pack, the same ought to carry the approval of the Chief Executive Officer. What this presumes is that all officers responsible for preparing submissions must ensure that they secure the Chief Executive Officer’s approval before the submission is conveyed to the Board Secretariat. The Secretariat, upon assuring that the submission is properly before him or her, would then proceed to collate the same for onward transmission to the Board of Directors. Imagine the chaos if submissions were transmitted to the Board using multiple channels and persons? Who would be responsible to the Board for an explanation as to the lack of uniformity in the information submitted to it or worse still, why some members have certain submissions and others do not?

I think the critical learning point here is that the success of coordination of a corporate event is dependent on not only the prowess of the coodinator but also the systematic approach to the activity by all actors.

Turn your corporate activities into a satisfying experience that sees you facing the external environment with confidence!