Elements of organizational effectiveness

1. Elements of organizational effectiveness Cristian Andriciuc Association Development Coordinator IDF Europe

2. At the end of this presentation you should be able to: • indicate the six elements of organizational functionality; • understand the need for all these elements in order to have a functional and effective organization; • contact me if you need help in understanding and running your organization.

3. Good afternoon As I did not have any inspiration in bringing banshees, leprechauns, magic lamps, witches or enchanted gardens into our opening topic, I thought of another element dear to me: the sea and the sea goers…

4. The easy way in understanding effective organizations • A non for profit organization is similar to a ship: • It has its destination (the goal of the organization) • It has its own structure and capacity (small fright or long cruise) • It has leadership, crew (staff) and beneficiaries (passengers) • It sails the sea which can be friendly or rough • It has to obey the rules of the sea (legal environment) • It needs energy and dedication • It relates to other “ships” • It relates to its own passengers (as they pay for the journey) • It needs lights and signals to be seen and considered

5. Where do we fit ?

6. Please suggest what elements do you think make an effective organization….

7. Life cycle of an organization • A group within a community becomes aware of itself and its actual status • Through an act of will an official structure is registered - vision of a desired status is developed • Using limited resources (human, financial, material) and processes, the organization acts towards reaching its goal • Impact of the activities is evaluated against the vision and adjustments are made • The organization stops functioning: as it reached its vision; it exhausted its resources or the environment changes drastically

8. Six box model - Essential structures and functions of NGOs • Driving force/Governance • Human resources • Material and Financial resources • Internal relations / functions • External relations / functions • Outcomes / Service delivery

9. Six elements of organizational effectiveness

10. Driving force/Governance • Strategic decision body • Mission • Legal status • Membership

11. Human resources • Staff and volunteers • Task management • Performance and development • Conflict resolution

12. Material and Financial resources • Accountancy & property management • Budgeting / planning • Controls and audits • Financial and other material (re)sources

13. Internal functions -operations and management- • Information and documents • Activities and operations • Planning • Communication • Project development and implementation

14. External functions / relations • Representation • Public relations • Cooperation with local governments • Cooperation with private businesses • Cooperation with peer organizations • Resource mobilization • Monitoring, lobby and advocacy

15. Outcomes / Service delivery • Sectoral expertise • Outcomes / Services offered • Impact and feed back

16. Other essential elements- more complicated to evaluate - • Ties with the constituency • Motivation • Compliance, symbiosis, and complementarity with the local environment.

17. You can consult me, as I am your IDF-E Organizational Development Coordinator Cristian Andriciuc Tel:+40744373844 Fax:+40213480978 cristian@idf-europe.org

18. Volunteers • Volunteers may be used for temporary or routine (more constant) jobs. Even if they are not paid, they need a physical place in your organization. • Volunteers have to understand what are they needed for; they need to learn about you as well as about the rules of the game. They need to receive proper training for what you want them to do. In the same time they need to gain ownership of what they do. If your organization does not have the capacity to recruit and train volunteers ask for support from volunteer centres. • Volunteers can only be used for limited periods – they “burn out”: some in two weeks some after ten years… but you cannot expect to have them ‘for ever’ • Volunteers should be rewarded for their work in non monetary ways: awards, small gifts, hard workers should be also acknowledged. • Best social groups for recruiting volunteers: students and retired people. • Their work should be accounted and reported accordingly (it improves management and image).

19. Paid staff • It is essential for an effective organization: • They provide a constant point of contact; • They have the time to look for funds; • They can develop projects; • They will answer the phone or email in any day or hour of the week; • They are motivated to do the work; • In any office you will need an accountant, somebody going to the bank, somebody answering the phone, sending out the mail, doing secretary or specialized work; • They provide constant focus on your NGO issues.

20. Branches • Independent or affiliated offices in the territory; • Insure geographical coverage; • Insure consistency in approach and services; • Provide more credible feed back; • Bring more ideas and solutions to common problems.