In October 2023, we had the pleasure of collaborating with international organizations as part of the observation of the parliamentary elections in Poland. This project required extensive coordination and the full commitment of our team to ensure smooth operations and logistical support for the delegation of observers. A key element of success was the precise management of the team of linguistic assistants and drivers to prevent any disruptions in the execution of the observation mission.
Risks resulting from a lack of proper coordination
Without effective organization and coordination, the project could face significant challenges. The absence of well-selected linguistic assistants could lead to communication disruptions between observers, Election Commission members, and voters, ultimately affecting the reliability of the entire mission. Inadequate synchronization of assistants’ and drivers’ activities could result in delays and logistical chaos, making it difficult for the delegation to move smoothly between designated polling stations. As a result, the observation mission might fail to achieve its objectives, impacting the overall perception of the project and the quality of client service.
Effective recruitment and training of linguistic assistants
The project required a comprehensive approach – from recruiting suitable assistants, considering their location and availability on election day, to providing administrative support and full coordination of execution across Poland. We did not limit ourselves to simply providing interpreters; we ensured they were properly prepared for their role by:
- Creating detailed instructions,
- Organizing webinars to introduce the topic and client expectations,
- Preparing them not only as interpreters but also as support personnel, providing information to the delegation about the region and its cultural context.
Logistics and dynamic response to changes
Managing such an extensive operational structure required precise synchronization of activities. One of the biggest challenges was coordinating the work of linguistic assistants with drivers assigned from an external transportation company. To ensure the smooth execution of the entire project, our Project Managers were available 24/7, ensuring seamless communication and the swift resolution of any potential issues. The most common challenges included difficulties in contacting drivers, unforeseen changes in the delegation’s schedule, and the need for rapid route adjustments based on the evolving situation. Thanks to close teamwork and a flexible approach, we successfully avoided disruptions, and the entire operation proceeded according to plan..
Summary and results
Thanks to our dedication and effective organization, the project was successfully completed without disruptions. The client particularly appreciated the professionalism of our linguistic assistants, as well as our team’s flexibility and readiness to operate almost around the clock. Our comprehensive support allowed the delegation to focus entirely on fulfilling their mission without concerns over logistical or organizational matters. Our quality-oriented approach and detailed planning confirmed that we do more than just organize events –we provide full, multidimensional support, even for the most demanding international projects..
