Ensuring excellence on a day to day: A Comprehensive Training for PJL Coordinators and Assistants

"I loved this training. It taught me so much, especially about stress management and project management, which I'm incredibly eager to apply. The practical cases were what I enjoyed the most. They allowed us to immediately put our new knowledge into practice and retain it well [...] After this training, I feel confident. I already know that I will grow professionally and personally, and that I will accomplish great things."

Sarobidy ANDRIAMBELOTIANA, Monitoring & Evaluation Assisant

What do a logistics assistant, an administrative assistant, a research coordinator, and a technical assistant have in common? Aside from all working at Projet Jeune Leader (PJL), at first glance, one might think "not much"!

However, this question was central to the design of the latest training provided by PJL to all its coordinators and assistants from June 20 to 24th, 2025, at the Kung Fu Hotel Ampefy.

Coordinators and assistants play a crucial role in the operational execution of PJL's activities. Even though their core professions differ, their solid technical skills ensure quality work at all levels. Nevertheless, strengthening transversal capacities, which are fundamental components of all types of positions at PJL, is necessary to ensure excellence in daily work.

Thus, as part of its employees' continuous training, PJL offered a course covering fundamental concepts, broken down into the following objectives:

1. Develop effective mastery of Google Workspace tools and applications.

2. Understand the meaning of professionalism in the workplace.

3. Strengthen confidence in one's own abilities and the quality of one's work.

4. Apply effective levers for stress management.

5. Manage time and priorities efficiently.

6. Plan activities and manage projects.

7. Communicate in a professional environment. Master the use of communication channels, apply the principles of Nonviolent Communication (NVC), and be able to give and receive constructive feedback.

   
   

Day 1 - Becoming an Exceptional Coordinator and Assistant: Keys to Success

The first day of training was divided into two stages. 

The morning was dedicated to strengthening IT skills on Google Workspace, which is now PJL's primary tool. It's crucial for all assistants and coordinators to master various apps such as Gsheet, Gdoc, Google Calendar, etc. The session combined demonstrations and practical exercises to ensure effective learning.

The implementation of work groups per initial level to better learn about Google Workspace proved crucial and beneficial for all participants. This encourages organizing future sessions dedicated to IT skills with more practical exercises to continuously improve PJL employees' IT competencies.

The afternoon focused on professional posture and the development of soft skills. We discussed the importance of impeccable professional behavior and the meaning of professionalism in various areas such as internal and external communication, office etiquette, ethics, work submitted, etc. We then proceeded to a personal introspection and a self-appreciation exercise to develop self-confidence and confidence in one's work. The day concluded with an exploration of stress management levers and a practical session on tools to better control it.

Day 2 - Boosting Efficiency: Time and Projects Under Control

The second day focused on managing time, priorities, and generally how to successfully carry out a complex project.

We started the morning by exploring five time optimization techniques (Getting Things Done, Eat the Frog, Pomodoro, Timeboxing, Timeblocking) through videos and exercises in personal reflection and small group sharing. Then, we delved into priority management, studying tools like the prioritization radar, the Eisenhower Matrix, and the MoSCoW method. A practical workshop on organizing a surprise birthday party demonstrated the complexity of prioritization, especially for a project manager.

In the afternoon, we introduced the concept of a roadmap with the example of the Gantt chart, highlighting the importance of forecasting and anticipating deadlines. The R.A.C.I. tool (Responsible, Accountable, Consulted, Informed) was presented and put into practice for a clear distribution of roles.

The day concluded with a nearly two-hour serious game, applying all the concepts covered during the day. Divided into groups, participants had to simulate the planning of the Jeune Leaders' training for 2025/2026, using the Eisenhower matrix for tasks, the RACI method for roles, with the aim of finally creating a detailed roadmap. This exercise was a real challenge but led to a deep understanding of the tools. Each group presented their work, receiving feedback from the facilitator.

Day 3 - Ending on a High Note: Effective Communication and having some fun!

The third and final day of training was divided into two parts: the morning dedicated to organizational communication and the afternoon for recreation to foster interpersonal bonds.

We explored the different communication channels used within PJL and their contexts of application. A video introduced the concept of Nonviolent Communication (NVC) with the "OSBD" method (Observe, Sentiment, Need, Demand), followed by examples and practical applications by the participants. We also discussed the art of feedback, giving advice on how to give and receive it. Finally, effective communication with one's manager was discussed, addressing questions of "where, when, and how." To consolidate these learnings, participants completed practical exercises in pairs, simulating conflicts with NVC and feedback situations.

The afternoon was dedicated to relaxation and team-building at ALA activities and leisure. To promote a cohesive team, foster a sense of belonging to PJL, and ensure the integration of new staff, PJL took advantage of this gathering to organize team-building activities throughout this training week to strengthen interpersonal bonds and encourage exchanges between coordinators and assistants who don't always have the opportunity to meet, given their different positions.

Thus, during the gathering, participants enjoyed activities such as "Pictionary, PJL-style " "Questions for a Jeune Leader" (inspired by the classics Pictionary and Questions pour un Champion), and more sports-oriented activities like basketball, foosball, and billiards. Before leaving, participants enjoyed an afternoon of paintball and a quad bike outing, followed by a nice meal all together, where participants for the most part tasted paella for the first time! 

Mission Accomplished... leaving the Participants wanting for more

At PJL, we are committed to the individualized support of all our employees. This training was a real opportunity for all participants to acquire new skills while reinforcing their foundations. Through seven interactive modules blending theory and practice, dynamic discussions, and serious games, we ensured a comprehensive learning experience. All the expectations initially defined at the beginning of the training were fully met! Overall, participant satisfaction was excellent, and the feedback we collected is extremely positive. The only slight drawback of this training... is that it was so successful, the participants keep asking for more!

"This training is essential for improving our work. Is it possible to give us training twice a year (with other themes)?"

Fandresena ANJARATODISOA, Research Coordinator