You are here

Coordinating Logistics and Information

Coordinating Logistics

Taking care of the “administrivia” of a sector initiative is the responsibility of the intermediary, and can be a significant task, including:

  • Coordinating the logistics of meetings, such as invitations, securing a site, obtaining tools such as audio-visual equipment and flip-charts, making copies of the agenda and materials, and arranging for food and beverages if expected.
  • Being the timekeeper at meetings so they are efficient and respect the time of all members.
  • Creating focused agendas and facilitating effective meetings.
  • Aiding and coordinating the implementation of the actual activities of the partnership beyond meetings, such as industry analyses or the development of products.
  • Following up with individual members to keep them informed and involved, and to check their progress or needs on commitments and activities.
  • Arranging one-on-one meetings between stakeholders or members, or setting up special work groups or committees as the partnership moves forward. This might include establishing an advisory group or executive committee of the partnership to help guide and move the initiative forward effectively. 

Organizing Information

Prioritizing the information that the partners of a sector initiative discuss, decide, request, and offer is a primary function of an intermediary, and can take significant time and skill. The task of organizing information may include: 

  • Creating a formalized organizational chart for your initiative that illustrates lines of decision-making and levels of member participation.
  • Keeping and distributing meeting minutes and meeting agendas with notes so all partners are informed of decisions and next steps.
  • Tracking and sharing decisions made outside of formal meetings, such as those made during one-on-one conversations. This can be easily done by maintaining a decision log document or similar online tool.
  • Creating effective agendas for meetings that directly build on decisions and next steps offered through input from partners, and that ensures forward-movement of the initiative.
  • Maintaining an on-line blog or similar product where partners can immediately access information and add thoughts or links to resources.
  • Overseeing the collection and analysis of data that supports the evaluation criteria established by the sector partnership.