Motivating your Study Coordinators

As monitors, we rely on the Study Coordinators (SC) to assist us in site management activities like record-keeping and re-supply.  We ask them to keep us informed of progress at the study site through reporting, screening/enrollment logs, issue identification, etc.  We have them prepare the CRFs, complete data-entry, attend trainings, review newsletters/correspondence/memos, answer emails, fax in documents, and answer queries.  On top of everything else, we insist that they organize and prepare for our monitoring visits.  During the monitoring visits, we request that they are available to resolve any issues that are identified or to complete additional training.  This ongoing administrative burden during study conduct is all in addition to the primary requirements that they assist the Principal Investigator in executing the study according to the protocol and monitor the safety of all study participants.

In short, we ask a lot.  Many coordinators have several studies competing for their time and attention and one of the most important skills for a CRA is to motivate the SC to focus and respond to the demands of the trial at hand.  For the most part, my coordinators are prepared for my visits; I owe that to a mix of luck, experience, and the following techniques:

Establish and Maintain Rapport - Whether you meet your coordinator for the first time at an Investigator's Meeting or a pre-study or initiation visit, every interaction is a chance to build the relationship.  Answer your voicemails and emails promptly and invite your coordinators to reach out to you with their concerns. If you can listen and empathize, your coordinator will trust you more and keep you informed if they are falling behind.  If your coordinator feels respected and valued they will put in the time to get the work done properly.

Communicate the Timelines and Study Status - Share the study progress through regular site contacts or a newsletter and ensure that study staff know the timelines and overall picture of the trial.  Review site performance regularly and let coordinators and investigators know how they are doing compared to other sites.  You can set goals and make comparisons in terms of recruitment, enrollment, data entry/query resolution, and monitoring completion; sites find this extremely motivating if you can deliver the message and metrics in a non-confrontational way.  SCs are juggling so many competing priorities that they may not be working on something you need just because they don't realize it is "on fire" at the moment, that is way regular site contact and effective communication is so important.

Recognize Good Performance - When your site completes a required task or important milestone let them know you appreciate this and thank them for their contributions. I am constantly complimenting my sites; they are not perfect but they do lots of things well and I think they deserve that recognition.  I produce a monthly newsletter and I try to include a regular "Site Profile" section where I introduce the site, highlight their study accomplishments, and discuss their tips for success. It is a bit corny but my sites are always flattered and this seems to produce great results.

Don't be afraid to submit to bribery.

Understand and adhere to your company's

policy on gifts. Typically a non-material

small appropriate token such as a box of

donuts or pastries will do a lot to "butter-up"

and endear you to your coordinator

without the risk of appearing coercive.

Partner with your Coordinator - Convince your coordinator that you are a team and that you want them to be successful, "I know you have a lot on your plate, so let's get through this so I can get out of your hair."  Ask your coordinator, "What are the obstacles preventing you from getting your work done? Would you find it helpful if the sponsor, the Project Leader, or I spoke to the PI?"


Break out the Big Guns - All of the techniques I mentioned above will keep your study sites on track and foster a productive and collaborative working relationship.  At the end of the day however, if the work just isn't getting done you may explore alternative less positive methods of motivation.  Expose the deficiencies to the Principal Investigator or withhold site payments pending completion of the work.


Above All, Be Patient - See a related post where I discuss how issues outside of work can sometimes distract coordinators: What is up with this coordinator?

Please comment to let me know if there are other tips or techniques I should highlight in regards to motivating study coordinators.

You may also like...from The Lead CRA:

• Tips for Better Monitoring Visits March 2012
• What is up with this coordinator? November 2010
• Routine Monitoring Visits March 2008