Primary Community Tool Box Supports for this Process:
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.
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 communication technology needed 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 and 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.