Coordinators and work-package leaders need a shared view of what is due, what depends on another partner and which decisions need attention. We can help set up these routines at kick-off or provide focused support during a reporting period, review or change in the work plan.
How we work
Set up the project
Agree responsibilities, deadlines and decision-making arrangements at kick-off.
Output · Project calendar and responsibilities
Coordinate delivery
Review progress, dependencies and risks with partners, and follow up on agreed actions.
Output · Progress and risk records
Prepare for reporting and reviews
Consolidate evidence and partner inputs so the coordinator can report progress and prepare for reviews.
Output · Reporting and review material
Set up the project
Turn the grant agreement and work plan into a shared calendar of milestones, deliverables and reporting dates. Agree who owns each task and how decisions are recorded.
- Build a shared calendar from the grant agreement and work plan. Record deliverable, milestone and reporting dates, then work backwards to set internal dates for drafting, review and approval.
- Assign a lead, contributors and a reviewer to each deliverable. Confirm who approves changes, who records decisions and when an issue should go to the coordinator.
- Use the kick-off meeting to check dependencies between work packages, agree the meeting schedule and open a shared workspace for templates, decisions and approved documents.
Coordinate delivery
Track progress across work packages, follow up on actions and help partners resolve delays and dependencies.
- Review planned and actual progress with work-package leads. Check which outputs are ready, which are at risk and what each partner needs from the others.
- Record each action with an owner and deadline. Follow up before the next meeting and update the action, decision and risk logs as issues are resolved.
- When work slips, identify affected tasks and milestones, agree a recovery plan and bring any proposed change to scope, schedule or budget to the coordinator for assessment.
Prepare for reporting and reviews
Consolidate partner contributions, check progress against the work plan and help the coordinator prepare for project reviews.
- Set internal reporting deadlines and give partners a common template for activities, outputs, deviations and supporting evidence. Follow up on missing or unclear contributions.
- Consolidate inputs and check them against the work plan, milestone records and approved changes. Flag discrepancies for the coordinator and finance leads to resolve before submission.
- Prepare a review briefing with results, evidence, open risks and planned corrective actions. Agree who presents each topic, rehearse likely questions and record follow-up actions after the review.
What you can expect
- Project calendar and responsibilities
- A shared view of deadlines, dependencies, meeting dates and the people responsible for each item.
- Progress and risk records
- Action lists, decision notes and a risk register that make follow-up easier between meetings.
- Reporting and review material
- Consolidated partner inputs, checks against the work plan and briefing material for the coordinator.