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Defining Organizational Structure and Operating Mechanisms


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

__ The group regularly assesses organizational strengths and weaknesses.

__ The group regularly assesses organizational resources and community assets

__ The group regularly identifies organizational needs or barriers.

__ Assess organizational needs and resources include diverse stakeholders with varied roles and responsibilities within the group

__ The organization has stated goals and objectives for improving the internal structure and operations of the organization.

2. Develop an organizational structure.

__ Establish a clear governing structure appropriate for the goals of the organization and its stage of development.

__ Establish a clearly defined structure or method for operating to support the functions and activities of the organization or group.

__ There are formal roles and responsibilities established for all levels of the organizational structure.

__ The group regularly reviews the structure of the organization to identify potential needs.

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

__ The organization has bylaws.

__ The organization has a document that summarizes the responsibilities and procedures of the organization including protocols and rules for decision making, information sharing, conflict resolution, and financial policies.

__ The group uses and regularly reviews the operational procedures and makes any necessary changes.

__ The group holds regular and consistent meetings at all appropriate levels.

__ There is a clear method and protocol for communication in the organization across multiple levels.

__ The organization appropriately documents and records organizational activities.

__ The group has adequate access to technology including: (a) communication technology and (b) computer equipment and software.

__ The group has an appropriate working environment and sufficient resources necessary to support the operations of the group.

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 and recruiting volunteers

__ The organization or group recruits volunteers with diverse skills, professional expertise, background, and experience.

__ The organization provides orientation, training, and supervision for all volunteers.

__ All volunteer positions have written roles and responsibilities that are clearly stated.

__ Volunteers are screened as appropriate for their roles and 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, and experience of the volunteers.

__ The organization has identified and protected volunteers from any liabilities.

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

__ The organization has identified which roles and responsibilities are better served by staff, consultants, and/or volunteers.

__ The organization has written job descriptions and responsibilities for all paid positions.

__ The organization has a fair process and written protocol for recruiting and hiring staff and consultants.

__ The organization regularly identifies the training and technical support needs of staff and 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 and other paid positions.

__ All staff are adequately supervised and supported and have some form of accountability for work performance.

__The organization formally recognizes and rewards the performance and contributions of volunteers.

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

__ The organization formally recognizes and rewards the performance and accomplishments of staff on a regular basis.

__ Volunteers and 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 and volunteers (including board members.

__ Establish clear benchmarks and a written statement for all staff and volunteers (including board members) regarding how individual performance will be measured and assessed.

7. Monitor financial resources of the organization.

__ The organization has clearly identified and written roles and responsibilities for the governing structure - staff for monitoring the financial resources of the organization.

__ The organization has an operational budget that indicates all income and expenses from all revenue sources.

__ Written policies and procedures are established and followed to assure appropriate financial procedures and 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 and regularly reviews financial statements and reports.

__ Conduct regular audit and review of financial records by a finance professional with no vested interest in the organization.

__ The governing body monitor requires financial reports and assures reporting requirements of appropriate federal and state agencies and funding agencies are appropriately filed and submitted.

__ The organization has and uses a plan for securing financial resources for the organization