You’re a program coordinator with a team that’s struggling to meet deadlines. How can you turn things around?

1 Assess the situation

The first step to address any problem is to understand its root causes and impacts. You need to gather relevant information and data about the current status of your projects, the issues your team is facing, and the expectations and feedback from your stakeholders. You can use tools such as project management software, dashboards, reports, surveys, or interviews to collect and analyze this information. You should also involve your team members and stakeholders in this process, as they can provide valuable insights and perspectives on the situation.

2 Communicate clearly and frequently

One of the most important skills for a program coordinator is communication. You need to communicate clearly and frequently with your team members and stakeholders about the goals, scope, deliverables, timeline, budget, risks, and dependencies of your projects. You also need to provide regular updates, feedback, and recognition to your team, and address any questions, concerns, or issues they may have. You should use appropriate channels and methods for communication, such as emails, meetings, calls, chats, or presentations, and tailor your message to your audience.

3 Prioritize and delegate

Another key skill for a program coordinator is prioritization. You need to prioritize your tasks and projects according to their urgency, importance, and impact. You also need to help your team prioritize their workloads and focus on the most critical and value-adding activities. You can use tools such as matrices, calendars, or lists to prioritize and track your tasks and projects. You should also delegate some of your responsibilities to your team members or other stakeholders, based on their skills, availability, and interests. Delegation can help you reduce your stress, increase your efficiency, and empower your team.

4 Manage risks and changes

As a program coordinator, you also need to anticipate and manage the risks and changes that may affect your projects. You need to identify the potential sources of uncertainty, such as technical issues, resource constraints, scope creep, or stakeholder expectations, and assess their likelihood and impact. You also need to develop contingency plans and mitigation strategies to reduce or eliminate the negative effects of these risks and changes. You should communicate and document any risks and changes that occur, and update your plans and budgets accordingly.

5 Support and motivate your team

Finally, as a program coordinator, you need to support and motivate your team members throughout the project lifecycle. You need to provide them with the necessary resources, tools, guidance, and training to perform their tasks effectively and efficiently. You also need to create a positive and collaborative work environment, where your team members can share their ideas, opinions, and feedback, and learn from each other. You should also recognize and reward your team's achievements and contributions, and celebrate their milestones and successes.

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?