Regular team communication is crucial to the success of the logistics team. Communication is the first thing that needs to happen once your team has been determined (usually at the end of the previous term or during the holidays).
Welcome email and first team meeting
The welcome email and first team meeting will set the tone for the rest of the term, so make sure they are clear, concise, and fun! Here are some important points to cover and strategies to make the most of these initial communications:
- Send the welcome email to all team members before the start of the term
- Organize a Team Meeting for the first week back to school.
- Have your Coordinators collect the course syllabi for their courses to bring to the meeting.
- During the first meeting, have Coordinators connect with their Tutors to set up schedules for working on course packages and availability Exam-AIDs.
- Some Coordinators may still be in need of Tutors for their courses. If so, set up a plan with them to work with HR and recruit the necessary Tutors.
- Schedule a Coordinator Orientation where you will train Coordinators on the materials they will need to complete their role.
- Go through the SOS Portal tools for each position and explain how to use them.
- Read the Running Effective Meetings E-Manual post
Establishing Coordinator Deadlines and regular team communication
Either at the first meeting or the Coordinator Orientation, establish specific deadlines for Coordinators to complete major tasks. Strong communication with the Coordinators is a must. Here are some suggestions for building and maintaining strong, clear communication:
- Know the role of a coordinator. You need to be very familiar with everything coordinators are responsible for to ensure you will be able to guide them through any bumps in the road.
- Hold weekly team meetings. This will help you keep track on the progress that each course team is making.
- Alternative: hold office hours where every course team needs to drop by and give you an update
- Set Due Dates for the following Coordinator tasks:
- Complete course packages
- Tutor confirmation
- Exam dates (for Midterms and Finals)
- Tentative Exam-AID schedule (for Midterms and Finals)
- Room booking (for Midterms and Finals)
- Uploading course packages
- Schedule trial Exam-AIDs (in the absence of a Head Tutor)
- Give feedback to tutors
- Create a Google Document Calendar and share it with Coordinators, Marketing, and Finance with the due dates that Coordinators need to meet.
- Send out reminders
- Email specific coordinators to find out specific information. Use emails, text messages, phone calls. Do whatever you need to do to get in contact with them.
- Enforce a Reply Policy: whether it is a 24 hour or a 48 hour policy, stress to your team that they must reply within the specified time period.
- Don’t stress: the Logistics Team is the team that changes all the time. Remember that you don’t need to take on everything yourself; you have a team that you can delegate tasks to. Take advantage of this.
- Attend Exam-AID Sessions: It will be necessary for you to attend the first session for all the courses during the midterm Exam-AID sessions. From there, you can determine what Coordinators are capable of running sessions on their own and attend only the sessions of Coordinators that need extra guidance.
- Have fun! Try and create a light and fun atmosphere among your team. Reward your team with treats (candy, chocolate, etc) during your team meetings once in a while. Coordinators have one of the biggest roles with the most responsibilities in the SOS chapter. Let them know the importance of their contribution!
If you have any questions, please email firstname.lastname@example.org.
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