Organizing Project Management Step 3: Coordinating

Welcome to Step 3 in our Organizing Project Management series! This series is designed specifically to help you learn how to manage large organizing projects.

If you haven’t yet had a chance to check out Steps 1 & 2: Planning and Budgeting, you can find them on our main blog page.

Step 3 is all about Coordinating!

As the project manager, you’re in charge of hiring and coordinating the contractors or vendors that you’ll need to help you complete the project; this could include organizers, a junk removal service, movers, consignment shops, appraisers, estate sale experts, and a handyman or contractor.

You should be prepared with a list of preferred service providers in your area that you know and trust and work with regularly or exclusively. If you are just starting out, try to get recommendations from people you know.

When you are coordinating others, you need to make sure you are providing them with all of the details, including; client name, address, scheduled times, your contact information, dress code, supplies list, whether or not they need to bring lunch, and any pertinent information they may need. If your client has pets, make sure no one is allergic. On more than one occasion, I have had an organizer leave because their allergies were so bad! You will also make sure you share your project plan with everyone and update them as things change.

Especially if you are working on a project where the client or situation is sensitive, you’ll want to make sure you set everyone’s expectations in advance. If you have trusted organizers and vendors, then they may already have an understanding of the work you do. But, always fill everyone in on any specifics as well as the sensitivities or special needs that the client may have.

The success of a project plan relies on the people who execute it! Equip yourself with the leadership skills necessary to build a strong, committed team and guide them to the desired outcome.

Here is a list of service providers you may need for a large organizing project:
NAPO Organizers
Local Charities – Drop off locations and those that pick up
Junk Removal Services
Movers
Consignment Resources
Appraisers
Estate Sale/Auction Professionals
Handymen
Closet Designers
Home Stagers
Interior Decorators

Many of these service professionals may be a Corporate Associate Member of your local NAPO Chapter, so check there first to find qualified individuals.

And remember; make sure all of your vendors have the proper liability insurance. Request a Certificate of Insurance from them before they start working for you. Keep this permanently on file and get an updated version each year.

Check in next week for Step 4: Scheduling.

Want to learn it all now? Download our e-course: Clients 301: Organizing Project Management  and learn everything you need to know to become an awesome project manager!