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How do you balance program coordination with other duties?

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Program coordination is a complex and demanding role that requires a variety of skills and competencies, such as planning, communication, collaboration, problem-solving, and flexibility. However, program coordinators often have to juggle multiple tasks and responsibilities, not only related to their programs, but also to their organizations, stakeholders, and personal development. How do you balance program coordination with other duties, without compromising your quality, efficiency, and well-being? Here are some tips and strategies to help you manage your time, prioritize your tasks, delegate effectively, and cope with stress.

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1 Define your goals and expectations

The first step to balance program coordination with other duties is to have a clear vision of what you want to achieve, both for your program and for yourself. What are the specific objectives, outcomes, and indicators of your program? How do they align with your organization's mission, vision, and values? What are your personal and professional goals, and how do they relate to your program coordination role? By defining your goals and expectations, you can set realistic and measurable targets, and focus on the most important and relevant tasks.

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Kristin Sickler

Freelance Contractor | Social Media Marketing, Volunteer Coordination
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Balancing program coordination with other duties requires effective time management and prioritization. It is crucial to establish clear goals and deadlines for both program coordination and other responsibilities. This can be achieved by creating a schedule, setting realistic expectations, and delegating tasks when necessary. Additionally, effective communication and collaboration with team members can help streamline processes and ensure that all duties are being addressed efficiently. Regularly reviewing and adjusting priorities based on the urgency and importance of tasks is also essential in maintaining a balanced workload.

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Dandan Liu

Talent @ Kikoff
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I've found that having clearly defined, measurable objectives helped with building the foundation of a program. It's best to always keep the end goal in mind along with those quantifiable metrics. Then, we can work backwards to see how we can achieve the goal.

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2 Plan and schedule your tasks

The next step is to plan and schedule your tasks according to your goals and expectations. This involves breaking down your program coordination activities into smaller and manageable steps, and assigning deadlines, resources, and responsibilities for each one. You can use various tools and methods, such as calendars, agendas, checklists, Gantt charts, or software applications, to organize your tasks and track your progress. You should also plan and schedule your other duties, such as administrative, financial, or reporting tasks, as well as your personal and professional development activities, such as training, mentoring, or networking.

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3 Prioritize and delegate your tasks

Another key step is to prioritize and delegate your tasks based on their urgency and importance. You can use different frameworks, such as the Eisenhower matrix, the Pareto principle, or the ABCDE method, to help you decide which tasks to do first, which ones to do later, which ones to delegate, and which ones to eliminate. You should also communicate clearly and regularly with your team members, partners, and stakeholders, and delegate tasks that are within their scope, expertise, and capacity. By prioritizing and delegating your tasks, you can optimize your time and resources, and avoid unnecessary stress and overload.

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Dandan Liu

Talent @ Kikoff
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Thinking back on past projects I've worked on, prioritization and communication are top of mind. The success of a project/program is largely dependent on how well each person does their part and communicates their progress/ roadblocks, in a timely manner. This is critical.

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Sahil Udiawar

Associate In Client Segments | Wealth Management | Morgan Stanley | Certified Scrum Master | ISTQB Certified Professional | Strategic Planning, Resource Allocation, and Risk Mitigation Expert
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In my experience as a project coordinator, the key to managing projects and delivering them in a timely manner is being proactive regarding all tasks & clearing road blocks at its earliest stage.

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Cyrille Nanko Nguepdjio, Msc

Food security and livelihoods specialist
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De mon expérience, je pense humblement qu'il faut déjà commencer par bien cerner l'ensemble des taches à couvrir dans le département. Il faut aussi conna?tre les équipes/collègues s'agissant de leur points forts et points faibles. Utiliser la méthode de 80/20 pour ensuite prioriser les taches à déléguer aux autres collaborateurs suivant leur niveau d'attention. Toujours avoir en tête qu'on ne peut pas tout faire et que lorsqu'on intègre les collègues à différents niveau, on parvient plus facilement au résultat.

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4 Manage and prevent interruptions

One of the main challenges of balancing program coordination with other duties is dealing with interruptions that can disrupt your focus, productivity, and motivation. Interruptions can come from various sources, such as emails, phone calls, meetings, emergencies, or distractions. To manage and prevent interruptions, you should establish and communicate your boundaries, preferences, and availability, and request respect and cooperation from others. You should also limit your exposure to potential distractions, such as social media, notifications, or noise, and create a conducive and comfortable work environment.

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Brad Kremer

Innovative and impactful learning experiences
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I have found that the most effective way for me to do this is to establish blocks of time dedicated to my own tasks at the same times each week, generally early on Mondays and Tuesdays. This approach leaves openings in my calendar for the collaborative meetings and drop-in times with colleagues that are essential for program coordination while ensuring I have regular time to prioritize and plan my own tasks and responsibilities.

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5 Take care of yourself

The final step is to take care of yourself, both physically and mentally. Program coordination can be a stressful and demanding role, especially when you have to balance it with other duties. Therefore, you should practice self-care and wellness habits, such as getting enough sleep, eating healthy, exercising regularly, meditating, relaxing, and having fun. You should also seek and accept support from your colleagues, friends, family, or professionals, and share your challenges, achievements, and feedback. By taking care of yourself, you can improve your well-being, resilience, and performance.

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Cyrille Nanko Nguepdjio, Msc

Food security and livelihoods specialist
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Il est très important de mener d'autres activités en dehors de celles professionnelles surtout lorsqu'on vient de prendre le poste ou durant le période d'écriture de projets. Le burn-out arrive très vite lorsqu'on n'a pas su se détacher à temps de nos taches régaliennes (surtout si on délègue moins et que l'on ne comprends même pas aussi notre job description).

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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?

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Martin Del Rio

CEO @ Armed Forces Services Initiative | Senior Regional Coordinator @ Operation Warfighter & E2I | Public Speaker | Wounded Warrior Advocate | Military Family & Veteran Advocate |
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Balancing program coordination with other duties requires clear prioritization and strategic multitasking. Clearly delineate roles, employ time management tools, and embrace delegation to focus on high-impact activities. Open communication with stakeholders ensures alignment, while regular recalibration adjusts to evolving demands. In essence, it's about thoughtful orchestration and adaptive agility.

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How do you balance program coordination with other duties?

1

2

3

4

5

6

1 Define your goals and expectations

2 Plan and schedule your tasks

3 Prioritize and delegate your tasks

4 Manage and prevent interruptions

5 Take care of yourself

6 Here’s what else to consider

Program Coordination

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How do you balance program coordination with other duties?

1

2

3

4

5

6

1 Define your goals and expectations

2 Plan and schedule your tasks

3 Prioritize and delegate your tasks

4 Manage and prevent interruptions

5 Take care of yourself

6 Here’s what else to consider

Program Coordination

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