7. start of the cooperation

Starting a cooperation after finding a partner and signing contracts requires a series of strategic and operational steps to ensure a smooth start. Below you will find a detailed breakdown of how you can effectively start a cooperation:

1st kick-off meeting:

  • Purpose: Plan a kick-off meeting attended by all key players from both parties. This serves as a platform for coordinating the understanding of the project, roles and responsibilities of all those involved.
  • Agenda: Discuss the project’s goals, scope, timeline, resource allocation, communication plan and other important details.

2. detailed project planning:

  • Task breakdown: Create a detailed breakdown of tasks, deliverables and milestones together. Determine who is responsible for the individual tasks and set clear deadlines.
  • Schedule: Develop a project schedule that includes start and end dates for each phase or deliverable. Make sure that the schedule matches the expectations of both parties.

3. resource allocation:

  • Resource allocation: Determine how resources, including funding, personnel, technology and equipment, should be allocated for each phase of the collaboration.
  • Accountability: Determine who should oversee and manage resource allocation. This could be a project manager or a specific contact person.

4. communication and reporting:

  • Communication channels: Establish clear communication channels for regular updates, progress reports and problem resolution. This can include e-mail, online meetings, project management tools, etc.
  • Reporting structure: Determine how both parties should be informed about progress and performance. Specify the frequency and format for status updates.

5. implementation of quality control:

  • Quality standards: Agree on the quality standards and benchmarks that must be met for each service. Specify how quality is to be monitored and maintained.
  • Quality assurance: Designate persons responsible for monitoring quality control and quality assurance. Create a feedback loop for improvements.

6. assignment of roles and responsibilities:

  • Team building: Form cross-functional teams made up of members from both parties. Make sure that each team member knows their role, their tasks and their contribution.
  • Clear delegation: Communicate clearly the hierarchy and authority within the teams. Delegate decision-making authority based on expertise and project scope.

7. implementation of the cooperation or project:

  • Introduction: Start implementing the collaboration or project according to the defined schedule and tasks. Ensure that tasks are completed according to the project plan.
  • Regular monitoring visits: Regular monitoring visits to monitor progress, address challenges and make necessary adjustments.

8. tackling challenges:

  • Proactive approach: When challenges arise, tackle them proactively instead of ignoring or postponing them. Develop solutions together and involve the relevant interest groups.
  • Effective communication: Maintain open and transparent communication about challenges, potential risks and proposed solutions.

9. monitoring of finances:

  • Financial monitoring: Regularly monitor the financial aspects of the collaboration, such as expenses, budget utilization and income (if applicable).
  • Financial reporting: providing financial reports to ensure that both parties have insight into the financial health of the collaboration.

10. documentation of progress:

  • Documentation: Keep detailed records of all project activities, decisions and changes. These records serve as a valuable resource for future reference.
  • Project archive: Maintain a central archive for project-related documents, reports and communication logs.

11. evaluation of progress:

  • Regular evaluation: Regular evaluation of the progress of the collaboration based on the defined milestones and targets.
  • Key performance indicators: Use key performance indicators (KPIs) to measure the success of the project. Analyze whether the collaboration is achieving its goals.

12. celebrate achievements:

  • Milestone celebrations: Celebrate the successes and milestones achieved in the course of the project. Recognize the efforts of everyone involved.

13. maintenance of communication:

  • Ongoing communication: Maintain regular communication throughout the entire collaboration. Review the communication plan regularly and adjust it if necessary.

14. flexibility and customization:

  • Adapt to change: Be prepared to adapt to changing circumstances, requirements or goals. Flexibility is essential to overcome unforeseen challenges.

Starting a collaboration requires careful planning, effective communication and continuous monitoring. By following these steps, you can create a solid foundation for a successful partnership and ensure that the cooperation develops as planned.