Although they may appear to be similar at first, project management and coordination have different responsibilities. While project coordination is the every day work that makes sure everything goes as planned, project management includes high-level planning, goal-setting, and defining deliverables.
Why Project Coordination Matters
A well-crafted project plan is only as good as its execution. Project coordination steps in to streamline communication, unblock team members, monitor timelines, track budgets, and ensure project information is easily accessible.
Mastering Six Essential Project Coordination Skills
Keep Work on Schedule:
Scheduling delays are a common project pitfall. Master the art of creating a project schedule with clear deadlines, ensuring each deliverable has its due date.
Organize and Track Deliverables:
Projects are like intricate puzzles with many moving parts. Utilize visual tools like Kanban boards or Gantt charts to organize and track deliverables, ensuring tasks progress smoothly.
Monitor Project Costs:
Money matters. Create a detailed project budget plan, breaking down each deliverable into sub-deliverables for effective cost estimation and monitoring.
Communicate Updates to Stakeholders:
Regularly report on project status through status reports. These reports give stakeholders a snapshot of the project's progress, ensuring everyone stays informed.
Document Project Information:
Documenting processes and notes while in the thick of work ensures critical details are easily accessible. Create process documentation as a living record.
Plan and Schedule Meetings Efficiently:
Meetings are inevitable, but make them count. Run meetings with intention, creating agendas, identifying pre-read items, and establishing clear action items.
Qualities of a Successful Project Coordinator
Whether you're enhancing your coordination skills or hiring a project coordinator, look for these four essential qualities:
Communication Skills:
Effective communication is vital for daily coordination—assigning tasks, providing updates, and being the point of contact for approvals and resource requests.
Time Management:
Juggling the moving pieces of a project requires excellent time management, ensuring schedules are met and deliverables are completed on time.
Problem-Solving:
Unexpected challenges are par for the course. A successful project coordinator navigates problems strategically and with ease.
Attention to Detail:
Details matter. Setting due dates, scheduling meetings, and creating detailed process documentation all demand an eye for detail.
Coordination is Key to Project Success
Project coordination is the linchpin for project success throughout its lifecycle. While high-level project management and meticulous planning are essential, it's the day-to-day coordination that brings these plans to life, propelling your initiative from planning to completion.
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