How can you clearly define roles and responsibilities with your co-organizers?

2 Define the scope and level of involvement

Next, you need to define the scope and level of involvement for each co-organizer. How much authority and autonomy will each co-organizer have over their assigned tasks? How much input and feedback will they provide and receive from other co-organizers? How often and how will they communicate and report their progress and challenges? How will they handle changes and contingencies? You can use tools such as a RACI matrix (Responsible, Accountable, Consulted, Informed) or a MOCHA model (Manager, Owner, Consultant, Helper, Approver) to clarify the roles and responsibilities of each co-organizer and avoid duplication or overlap of work.

3 Communicate and document expectations

Once you have defined the roles and responsibilities of each co-organizer, you need to communicate and document them clearly and transparently. You can use various methods, such as meetings, emails, contracts, or online platforms, to share and confirm the expectations with your co-organizers. You should also create a written document that outlines the roles and responsibilities of each co-organizer, along with the relevant details, such as task descriptions, deadlines, budgets, deliverables, and performance indicators. This document can serve as a reference and a reminder for your co-organizers throughout the conference planning process.

4 Provide support and feedback

Defining roles and responsibilities is not a one-time activity, but an ongoing process that requires support and feedback from you and your co-organizers. You should regularly check in with your co-organizers to monitor their progress, address their issues, and acknowledge their achievements. You should also solicit and offer feedback to your co-organizers to improve your collaboration and performance. You should be open and respectful when giving and receiving feedback, and focus on the constructive and actionable aspects of the feedback. You should also celebrate the milestones and successes of your co-organizers and appreciate their contributions.

5 Review and adjust roles and responsibilities

Finally, you should review and adjust the roles and responsibilities of your co-organizers as the conference planning evolves. You may encounter changes in the conference scope, goals, budget, timeline, or resources that may affect the roles and responsibilities of your co-organizers. You may also discover new opportunities or challenges that may require new or different roles and responsibilities. You should communicate and consult with your co-organizers about any changes or updates in the roles and responsibilities, and agree on the necessary modifications. You should also document and communicate the revised roles and responsibilities to your co-organizers and other stakeholders.

6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?