Community Tool Box - Defining Organizational Structure and Operating Mechanisms

Promising Approaches that Promote Community Change and Improvement

Supports for Core Tasks - Defining Organizational Structure and Operating Mechanisms

CORE TASKS:

SOME CTB SUPPORTS:

1. Assess organizational needs and resources and develop goals to enhance the functioning of the organization.

The group regularly assesses organizational strengths & weaknesses.
The group regularly assesses organizational resources & community assets.
The group regularly identifies organizational needs or barriers.
Assess organizational needs & resources include diverse stakeholders with varied roles & responsibilities within the group.
The organization has stated goals & objectives for improving the internal structure & operations of the organization.

CHAPTER 3: Assessing Community Needs and Resources

Chapter 3, Section 1: Developing a Plan for Identifying Local Needs and Resources

Chapter 3, Section 2: Understanding and Describing the Community

Chapter 3, Section 4: Collecting Information about the Problem

Chapter 3, Section 5: Analyzing Community Problems

Chapter 3, Section 7: Conducting Needs Assessment Surveys

Chapter 3, Section 8: Identifying Community Assets and Resources

2. Develop an organizational structure.

Establish a clear governing structure appropriate for the goals of the organization & its stage of development.
Establish a clearly defined structure or method for operating to support the functions & activities of the organization or group.
There are formal roles & responsibilities established for all levels of the organizational structure.
The group regularly reviews the structure of the organization to identify potential needs.

CHAPTER 8: Developing a Strategic Plan

Chapter 8, Section 2: Proclaiming Your Dream: Developing Vision and Mission Statements

Chapter 8, Section 4: Developing Successful Strategies: Planning to Win

CHAPTER 9: Developing an Organizational Structure for the Initiative

Chapter 9, Section 1: Organizational Structure: An Overview

3. Establish operating mechanisms for doing things within the organization.

The organization has bylaws.
The organization has a document that summarizes the responsibilities & procedures of the organization including protocols & rules for decision making, information sharing, conflict resolution, & financial policies.
The group uses & regularly reviews the operational procedures & makes any necessary changes.
The group holds regular & consistent meetings at all appropriate levels.
There is a clear method & protocol for communication in the organization across multiple levels.
The organization appropriately documents & records organizational activities.
The group has adequate access to technology including: (a) communication technology & (b) computer equipment & software.
The group has an appropriate working environment & sufficient resources necessary to support the operations of the group.

CHAPTER 9: Developing an Organizational Structure for the Initiative

Chapter 9, Section 3: Developing Mulitsector Task Forces or Action Committees for the Initiative

Chapter 9, Section 4: Developing an Ongoing Board of Directors

Chapter 9, Section 6: Maintaining a Board of Directors

Chapter 9, Section 7: Writing Bylaws

Chapter 9, Section 9: Understanding and Writing Contracts and Memoranda of Agreement

4. Determine how volunteers will be recruited and used in the organization.

Decide whether volunteers are appropriate to be used in the organization at the current stage of development.
The organization has a process or plan for identifying & recruiting volunteers.
The organization or group recruits volunteers with diverse skills, professional expertise, background, & experience.
The organization provides orientation, training, & supervision for all volunteers.
All volunteer positions have written roles & responsibilities that are clearly stated.
Volunteers are screened as appropriate for their roles & responsibilities in the organization.
There is a process for ensuring that volunteers are matched with appropriate volunteer opportunities that maximize the interest, skills, knowledge, expertise, & experience of the volunteers.
The organization has identified & protected volunteers from any liabilities.

CHAPTER 7: Encouraging Involvement in Community Work

Chapter 7, Section 1: Developing a Plan for Increased Participation in Community Action

Chapter 7, Section 3: Methods of Contacting Potential Participants

Chapter 7, Section 5: Making Personal Contact with Potential Participants

CHAPTER 11: Recruiting and Training Volunteers

5. Determine how the organization will recruit, hire, and use paid employees.

The organization has identified which roles & responsibilities are better served by staff, consultants, &/or volunteers.
The organization has written job descriptions & responsibilities for all paid positions.
The organization has a fair process & written protocol for recruiting & hiring staff & consultants.
The organization regularly identifies the training & technical support needs of staff & develops ongoing plans to assure necessary training or technical support for staff members.
The organization has an appropriate division of labor in which tasks are appropriately delegated to staff & other paid positions.
All staff are adequately supervised & supported & have some form of accountability for work performance.
The organization formally recognizes & rewards the performance & contributions of volunteers.

CHAPTER 10: Hiring and Training Key Staff of Community Organizations

6. Evaluate and recognize the performance of staff and volunteers.

The organization formally recognizes & rewards the performance & accomplishments of staff on a regular basis.
Volunteers & staff are given formal opportunities to regularly assess/provide feedback to management regarding the group.
There is a clear evaluation process used by the group to assess performance of staff & volunteers (including board members.
Establish clear benchmarks & a written statement for all staff & volunteers (including board members) regarding how individual performance will be measured & assessed.

CHAPTER 40: Maintaining Quality Performance

CHAPTER 41: Rewarding Accomplishments

7. Monitor financial resources of the organization.

The organization has clearly identified & written roles & responsibilities for the governing structure & staff for monitoring the financial resources of the organization.
The organization has an operational budget that indicates all income & expenses from all revenue sources.
Written policies & procedures are established & followed to assure appropriate financial procedures & fiscal controls.
The organization or group has identified an appropriate level for cash operating reserves.
The governing structure of the organization understands the financial position of the organization & regularly reviews financial statements & reports.
Conduct regular audit & review of financial records by a finance professional with no vested interest in the organization.
The governing body monitor requires financial reports & assures reporting requirements of appropriate federal & state agencies & funding agencies are appropriately filed & submitted.
The organization has & uses a plan for securing financial resources for the organization.

CHAPTER 42: Getting Grants and Financial Resources

CHAPTER 43: Managing Finances

CHAPTER 44: Investing in Community Resources

CHAPTER 46: Planning for Long-Term Institutionalization

Chapter 46, Section 4: Attracting Support for Specific Programs

Chapter 46, Section 5: Marketing the Initiative to Secure Financial Support

Chapter 46, Section 7: Becoming a Line Item in an Existing Budget

Chapter 46, Section 9: Obtaining Corporate Resources

Chapter 46, Section 10: Tapping into Existing Personnel Resources

Chapter 46, Section 11: Soliciting Contributions and In-kind Support

Chapter 46, Section 12: Designing and Implementing a Fund-raiser

Chapter 46, Section 13: Pursuing a Third Party Funding