Tag Archives: #company policy formulation

How to assess staff and volunteer training needs.

Training needs must be assessed in order to ensure that you are helping staff and volunteers to do their jobs well.You should do this when people first start work or volunteer for your organization, when their job or technology changes or when there is a change in priorities in your organization.

Problems that arise in the organization may be the result of skill shortages.For example, your team may fail to qualify for the finals of the competition because the head coach has not prepared it properly.Therefore when trying solve performance problems, you should ask your self the following questions:

  • Has a shortage of skills contributed to this problem?
  • What are the reasons for the skills shortage?
  • Can the shortage be addressed with training?
Company staff and volunteers sharing

Training needs analysis-Training needs analysis entails the following steps:

  • Break up the activities as part of the job into a series of tasks.
  • Describe the knowledge and skills required to perform each task.
  • Assess the person against the knowledge and skills.
  • Discuss with the job holder their perceived requirements.
  • Consider personal development needs.

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How to successfully create your organization/company brand.

Branding basically entails the promoting of a corporate brand to the customers.The whole organization (company) corporate brand and positive image must be promoted to the customer as opposed to just promoting the company products and services.

Organization(company) brand

To create effective brands the areas of identity, unique symbols, strategies, values &norms and marketing must all be well aligned and should positively resonate with the customer needs and demands.The following can guide in creating an effective organization (company) brand:

  • Do you have a suitable name for your organization (company)?
  • Does your company have a unique logo that can be used to identify it in the market place?
  • Are there some unique colours or uniform wear(like for a school) that you want to be identified with?Have you picked the perfect ones that resonates with your values and norms?
  • What is the address of your organization (company)?what is the physical location of the headquarters of your organization (company)? Does your organization have a mail address code like postal code?Does your organization have an official telephone contact? Does the company have an official email address bearing the name as well as logo of the company?Does the organization have a website?
  • Are all these means of accessing the company always available and accessible or Are they in a dysfunctional state?Are these means regularly updated with relevant information (like a website).Is there someone who engages customers through this channels (like for telephones, websites and social media platforms)?
  • What is your company vision?
  • What are your company goals?
  • Are the company vision as well as goals well defined and communicated?
  • What is the mission of your organization (company)?
  • Does the mission reflect the vision as well as goals of the organization?
  • What are the strategic objectives of your organization (company)?
  • Are the strategic objectives well stated?
  • Are the strategic objectives S.M.A.R.T (check out for Creating strategic objectives)?
  • Do the strategic objectives align with the mission ,goals and vision of the organization?
  • What is the strategy of your company?
  • Is the strategy aligned with the vision and regularly adapted to the environment?
  • Is the company strategy elaborate enough at the highest level of the company?
  • What problem does your organization (company) solve?
  • What solutions to the particular problem is your company set to offer or provide?
  • Are the solutions that you offer clearly defined and well communicated to the customers?
  • Does your organization have core values and norms?
  • Are the company core values and norms well defined and communicated?
  • Do the core values align with your organization vision and goals?
  • Do you have any marketing strategy for your organization?
  • Do you know your potential customers?
  • Do you know the history pertaining marketing of your company products or services?
  • What is your sales strategy?
  • Do you understand the competitors of your organization?( both their strengths and weaknesses)?
  • Do you know your organization strengths and weaknesses?
  • What is your strategy of solving your weaknesses?
  • How do you intend to promote your company services and products?
  • What is the projected total market sales volume?
  • What percentage share of the total market sales volume do you intend to achieve?
  • What is your price strategy?
  • How does your pricing strategy compare with other similar companies?
  • What are your company’s selling points or modes of selling?(physical store,agent store, online selling points,specify any other selling points or modes of selling)
  • What forms of sales force does your company employ(full time sales force,part time sales force, affiliate marketing,Agent marketing, subsidiaries, specify any other form of selling and marketing)?

Do you need help setting up an effective company brand ?If the answer is yes then I recommend that seek the services of a company organizations that deal in branding , you can find them both online and offline.A good place to begin is to peruse through the services that companies offer another viable way is by checking out any advert about companies that offer branding services to their clients.

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How to develop policies and procedures to prevent violence and harassment in sports

Effective prevention of violence and harassment is enormously helped by having in place policies with associated codes of practice, education and training of all involved with sport,complaint and support mechanisms for those who feel abused, and monitoring and evaluation systems to ensure best practices are being employed.Regardless of cultural differences, every sport organization should have these provisions in place.The policy is a statement of intent that demonstrates a commitment to create a safe and mutually respectful environment.The policy should state what is required in relation to the promotion of rights, well-being and protection.It allows the organization to take prompt,impartial and fair action when a complaint or allegation is made.It also allows the organization to take disciplinary,penal and other measures as appropriate.

A stadium just after fan violence

The policy should:

  • The policy should identify and address issues of violence, harassment and abuse in sports.
  • Be clear and easily understood.
  • Involve consultation with the athletes.
  • Be approved by the relevant management body(e.g Executive Board) and incorporated into it’s constitution and/or regulations.
  • Be widely communicated through publication and a comprehensive education and training strategy.
  • Apply to all involved in the organization.
  • State that all members have a right to respect,safety and protection.
  • State that the welfare of members is paramount.
  • Identify who has responsibility for implementing and upholding it.
  • Specify what constitutes a violation.
  • Specify the range of consequences for such violations.
  • Specify procedures for reporting and handling complaints.
  • Provide details of where to seek advice and support for all parties involved in a complaint.
  • Specify procedures for maintaining records.
  • Provide guidance for third party reporting (whistle blowing) and
  • Be reviewed and updated on a regular basis, particularly when there is a major change in the constitutional regulations of the organization or in the law.

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What are the principles of good governance in an organization?

Board leadership -Every organization should be led and governed by an effective Board which collectively ensures the delivery of it’s objectives,sets it’s strategic direction and upholds it’s values.Every member of the board should understand his or her individual responsibility of being a board member, including the legal responsibilities.

The board in control -Your Board should be collectively responsible and accountable for ensuring that the organization is performing well, is solvent and complies with the obligations.It must conduct it’s affairs so that it complies with it’s legal obligations as well as other requirements of it’s environment.

Board review and renewal -The board should periodically review it’s own and the organization’s effectiveness.Reviewing the performance of the organization as a whole through performance indicators and external review is critical in effective organizations.Renewing the composition of the board is often a delicate and difficult issue,but a critical one.

Board delegation -The Board should set out the role and function of sub-commitees, the officers of the organization (chair, secretary general,vice president, Treasurer), the CEO and other staff and agents and should monitor their performance.This should entail:

  • Setting out clear and discrete roles;
  • Effective delegation and empowerment of responsibilities;
  • Setting out clear, unambiguous terms of reference wherever appropriate; and
  • Monitoring performance of the organization as a whole, the board, staff members and its sub-commitees.

Board and board member integrity -The board and its members should act according to high ethical standards and ensure that conflicts of interest are properly dealt with.There should be no personal benefit from business transacted by the Board.

Board openness -Your Board should be open, responsive and accountable to stakeholders, beneficiaries,partners and others with an interest in it’s work.

Adherence to statutes -The adage “You cannot get lost on a straight road” applies to the statutes of an organization.If they are out of date,they should be reviewed.However,once agreed,they should be strictly observed.

Good management practice -The development of strategic plans, operational plans, performance indicators, risk and financial management, marketing practices, human resource management and many other modern management practices all ensure that effective and efficient organizations are appropriately led by the board.

Good governance culture -While it is possible to tick the boxes on a “good governance”checklist,it is even more important that a culture of good governance pervades the organization and that you and your Board buy into this principle.

Good partnership model -A well run organization depends on a wholesome partnership between the board,led by the chair/president, and the team that runs the organization.Of key importance is the relationship between the chair and the person responsible for managing the organization i.e the general Secretary or CEO.

Organization board in a meeting

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How to evaluate new projects

Workers working on a project

The following are the criteria by which new projects,programmes and activities can be evaluated in order to assess their relative merit and if applicable to assist with the allocation of limited resources.

  • Is it consistent with the mission,goals and objectives of the organization?
  • Is it consistent with the organization’s by-laws and constitution?
  • Is it consistent with the policy statement?
  • Are sufficient human and material resources currently, likely to be or potentially available?
  • Is any other organization addressing or carrying out(or likely to address) the same activity or project?
  • Does it require the involvement or support of outside agencies (i.e fosters partnerships/collaboration)?
  • Is it oriented to national or regional interests?
  • Does it contribute to the organization’s needs?(future funding, current programmes, opportunities)
  • Does fall within the scope of an existing activity?
  • Does research or previous evaluation show this project/activity to have potential for significant impact?
  • Will the activity or project results be measurable?
  • What,if any are the consequences (positive/negative) of carrying out the project or activity?
  • What cost-effectiveness rating is likely to be achieveable?

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How to develop organization strategic plan

Members of the organization planning

The purpose of planning should be led by you,in consultation with your board and other stakeholders such as funding sources, the government and sponsors.You will be responsible for drafting plans that enable the expectations and desires of your stakeholders to be met.The following process may help:

  • Set timelines for completion of the plan.
  • Consult stakeholders about what they think the organization should do and what they want from it.
  • Draft the vision, values and mission statement in light of this information.
  • Carry out environment audits.
  • Draft organization profile, identifying strategic issues and questions related to:
    • Who we are
    • Where we are now
    • What we are currently doing
    • Why we are doing it
    • Where we want to be
    • Why we want to be there
    • How we get there and when
    • What we change and who does it
    • What it will take ,next steps
  • Establish strategic objectives
  • Establish a draft initial strategic plan (vision, values,mission, objectives) and proposed priorities for future action.
  • Undertake a second round of consultation with stakeholders and determine their input on priorities, resource allocation and criteria for evaluation.
  • Develop a final strategic plan.
  • Develop a 1-2 year operational plan that allows the strategic plan to be delivered.
  • Submit strategic and operational plans to the board for approval.

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How to tell whether you are managing the finances of your organization in a prudent manner

Managing money

The following questions can help you understand whether you are managing the finances of your organization in a prudent and sensible manner.

  • Where is your organization money kept?
  • What interest are you earning on it?
  • Is this the best place for your money?
  • Who has authority to withdraw money, how much and for what reasons?
  • What policy statements exist to guide levels and items of expenditure?
  • How do you report what was spent?
  • Who keeps the records?
  • Who checks the records?who audits your accounts?
  • What financial controls are in place in your organization?
  • How do you save on projected expenditure?For example:
  • Travel-look for accounts, group rates.
  • Accommodation-seek volume discounts,make arrangements with one hotel and use it whenever needed.
  • Seek donations of resources-e.g office space, office equipment, vehicles,fuel, insurance and clothing.Are there others?
  • How successful have your money management practices been in the past?
  • What do you need to improve?

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How to manage organization finance.

One of the cornerstones of a successful organization is having a sound financial management.Everyone with financial responsibility must understand the following terms:Assets, Liability, Running costs, Surplus,Deficit,Liquidity,Reserves, Balance sheet, Income and expenditure statement, Capital expenditure, Operating expenditure.

Keeping accounts-Accounting is the process of tracking and cataloguing income and expenditure.It is also a key tool for financial control.You will need to keep accounts that show daily transactions as well as an overall picture of the financial workings of the organization.Accounts should show income and expenditure and keep track of assets and liabilities.A petty cash account should be opened and kept separately to account for the actual cash kept by the organization.

Financial statements -The two main documents that need to be be presented to the membership of the organization are balance sheet and the income and expenditure statement (or profit and loss account). Complementary documents may be required.These documents will give members a feel for the financial stability of the organization and as stated above are tools for financial control.

Balance sheet – Your balance sheet is the list of assets and liabilities your organization has at a given time.It sets out the fullest financial picture of your organization at a particular time and reading.The balance sheet must contain the following:

  • The final balances of the preceeding financial year.
  • Break down of the capital employed
  • Details of freeholds and leases.
  • Value of patents and trademarks
  • Valuation of fixed assets and how the figures we’re arrived at.
  • Details of any investments and their values.
  • Loans
  • Cash and debts
  • Stock and the basis of it’s valuation.
  • Total bank loans and overdrafts.

Income and expenditure statement This statement is an analysis of how the capital or net worth of your organization has changed over a given period.It is a record of income generated and expenditure incurred over this period.An income and expenditure account must show:

  • Turnover: total value of income that your organization receives during a particular period of time.
  • Income from rents and invest
  • Equipment hire charges
  • Depreciation charges and how they are arrived at.
  • Interest on loans
  • Tax charges (if applicable)
  • Transfer to and from reserves
  • Any exceptional accounting adjustments.

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How to manage organization finance.

One of the cornerstones of a successful organization is having a sound financial management.Everyone with financial responsibility must understand the following terms:Assets, Liability, Running costs, Surplus,Deficit,Liquidity,Reserves, Balance sheet, Income and expenditure statement, Capital expenditure, Operating expenditure.

Keeping accounts-Accounting is the process of tracking and cataloguing income and expenditure.It is also a key tool for financial control.You will need to keep accounts that show daily transactions as well as an overall picture of the financial workings of the organization.Accounts should show income and expenditure and keep track of assets and liabilities.A petty cash account should be opened and kept separately to account for the actual cash kept by the organization.

Financial statements -The two main documents that need to be be presented to the membership of the organization are balance sheet and the income and expenditure statement (or profit and loss account). Complementary documents may be required.These documents will give members a feel for the financial stability of the organization and as stated above are tools for financial control.

Balance sheet – Your balance sheet is the list of assets and liabilities your organization has at a given time.It sets out the fullest financial picture of your organization at a particular time and reading.The balance sheet must contain the following:

  • The final balances of the preceeding financial year.
  • Break down of the capital employed
  • Details of freeholds and leases.
  • Value of patents and trademarks
  • Valuation of fixed assets and how the figures we’re arrived at.
  • Details of any investments and their values.
  • Loans
  • Cash and debts
  • Stock and the basis of it’s valuation.
  • Total bank loans and overdrafts.

Income and expenditure statement This statement is an analysis of how the capital or net worth of your organization has changed over a given period.It is a record of income generated and expenditure incurred over this period.An income and expenditure account must show:

  • Turnover: total value of income that your organization receives during a particular period of time.
  • Income from rents and invest
  • Equipment hire charges
  • Depreciation charges and how they are arrived at.
  • Interest on loans
  • Tax charges (if applicable)
  • Transfer to and from reserves
  • Any exceptional accounting adjustments.

How to write an organization constitution

Drafting an organization constitution

Title

The name of an organization as it shall be called.

Objectives

State the objectives clearly and they must be SMART.check out for meaning of SMART from our previous posts here.

Membership

Members shall include all those accepted at the general meeting of the organization and members who also have paid for membership of the organization.

Finance

Talk about the sources of finances and when such finances are expected.

State the starting time as well as the ending of financial year.

The officers

An executive Board of an organization shall be elected .The officers of the organization shall be:

  • The president/chairperson
  • Vice president
  • The secretary
  • The treasurer
  • Othe elected officers
  • The officers may be ex- officio members of all committees with voting powers.They shall be elected by the membership at the AGM and shall be eligible for re-election.

The annual general meeting

Must be held each calendar and shall at least:

  • Receive the balance sheet and accounts of the previous year.
  • Receive and adopt the annual report.
  • Appoint such sub-commitees as it sees it, from time to time.
  • Elect the officers and
  • Appoint the auditors

Executive Board

The executive board shall consist of the officers (with voting powers)and special representatives.

Committees

Committees shall be established by the executive board when needed.

Conduct of meetings

  • The place and date of the next meeting.
  • The quorum for each meeting.
  • Items for the agenda must be received by the secretary weeks before the meeting.
  • The agenda for the meeting shall be circulated at least weeks before the meeting..

Alteration of the constitution

Changes to any section of the constitution shall only occur when clear days notice is given to the delegates and by two thirds majority of those present and entitled to vote changes are effected.

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