Coord 201: How to be a Responsible Coordinator

The election is won, the handover of documents has been completed,and everything else associated with gaining the position is finished. You are now a Coordinator in Minds Eye Society. Congratulations. There is now a coordinator at the chapter, domain, regional or even national level. What does it mean to be a “responsible” coordinator? This document is meant to provide some guidance in that very direction to members. So let us begin with the position itself and what is required of it.

The coordinator position as defined in the Membership Handbook is:

Provide and perform administrative duties in support of the appropriate level of the organization to which they have been elected. Duties can include at a minimum, answering questions from constituents and supervising coordinators, tracking of active, temporary, and expired members, award prestige for services rendered to the organization, tracking and awarding member class, conduct conflict resolution procedures, and finally investigate/issue appropriate disciplinary actions if required.

Please note that this is an aggregate of the overall position.

What does all that mean and how is a coordinator responsible with doing all those duties? The first thing to remember is to draw from other coordinators and former coordinators as a vast library of experience. Network and ask questions and also pay attention to constituents. Often, at least a few of them have been a coordinator before themselves. Active listening and communication skills are a MUST. In fact, the foundation of everything a coordinator does is built upon these two things.

Responsible coordinating isn’t simply doing the job within the standards presented in the MBH or other organizational documents.  Being a ‘responsible’ coordinator requires knowing the job well and being willing to ask questions when you’re unsure about something. Information should be known well enough that you are fully capable of training a replacement. A coordinator instills in constituents a sense that one is acting ethically and morally, providing a strong example of such behavior.  Exhibiting this behavior will further reinforce a coordinator’s credibility and authority in every possible way.  What does responsible behavior mean within the context of being a coordinator? Below are a few of the key areas.

  • Leadership: Get to know the human aspects of leadership; everyone is human and fallible. There will be mistakes, missteps, and misunderstandings from time to time. Know that leadership is a multi-faceted skill set and leaders are made, not born. They should learn from their mistakes and own them publicly, then hold others to that same standard of behavior.
  • Administrative and Logistical aspects: Coordinators are responsible for securing a safe and easily accessible place to play games.  For information see the Officer 142 Education Document: Securing an Event or Game Site.
  • Organizational Finances: Coordinators are responsible for keeping track of Domain’s finances. They can designate one other person to act as the Treasurer. Both Administrative and Logical aspects and Organizational Finances require a highly responsible coordinator to handle them properly.

Develop a clear plan of action and communicate your intent to your subordinates, peers, and superiors. Executing your plan and adjusting as situations change or evolve while being responsible is both rewarding and requires your full effort.

This document cannot cover all possible aspects of being a responsible coordinator. Ask questions, seek answers to those questions, and be effectively engaged in being a coordinator. Best of luck and happy coordinating.

Additional Reference Materials: