Organizational Development: Towards developing a professional organization in Cambodia

1. Prepared and presented by: Leng Chhay Organizational Development Consultant Phnom Penh, Kingdom of Cambodia E-mail: learning@camlefa.org Website: www.camlefa.org Organizational Development:Towards developing a professional organization in Cambodia

2. What is an Organization? • In general term, an organization is a group of people who come together for a common purpose. Examples: • Government/Public Institutions • Private companies • Civil Society Organizations (CSOs) • Schools/Universities • Pagoda, churches Leng Chhay: OD Towards developing a professional organization

3. Common Types of CSOs (1) • Public NGOs • Serve community interest (directly); non-profit, non-political • Funds – Donors, organizations, individuals; internal incomes (services/goods) • Associations • Serve the benefits of members (individuals); membership required • Can do business for members (even shared profits for the members) Leng Chhay: OD Towards developing a professional organization

4. Common Types of CSOs (2) • Membership organizations • Serve organizations as members (membership required) • Funds – membership fees; other sources (donors, internal incomes) • Network organizations • Facilitate cooperation amongst organizations (alliance) from same discipline • Membership not required (no membership fees required) Leng Chhay: OD Towards developing a professional organization

5. Key features of an effective organization Great Program Impact • Clear direction • Coherent program • Clear structure • Sufficient and applied systems +policies • On-going monitoring and evaluation • Supportive Leadership • Practiced values • Good internal relationships • Strong external links & communication Increased organizational effectiveness • Well resourced • Human / expertise • Financial • Physical /material Leng Chhay: OD Towards developing a professional organization

6. Organizational Direction • Organization has clear and shared: • Identity: who we are? • Vision: what is our dream? • Mission: What we do (business)? • GOAL: what combined impact (from programs/project) we expect? • All staff/managers work toward the same direction. Leng Chhay: OD Towards developing a professional organization

7. Coherent program • Programs and projects relate and complement each others to achieve the same GOAL (organizational goal). • All program/project managers work closely with each others toward the GOAL. Organizational GOAL Program Project Project Project Project Leng Chhay: OD Towards developing a professional organization

8. Reasons for programs cohesion • Because: • All programs belong to one organization, so they must attempt to reach the same GOAL. • They will lead to great impact if they are linked or integrated with each others. • It enables the organization to integrate different methodologies into one cohesive approach • It enables the organization to stay focused on its strengths to do best job • It helps organization to better coordinate resources and learning Leng Chhay: OD Towards developing a professional organization

9. Organizational structure Governance Well-functioning Board Governing documents With clear defined authorities, roles and responsibilities Management Executive Director (or Secretariat) Management Team Managers / Staff • By-laws • Policies • Job descriptions • Terms of References (TOR) Leng Chhay: OD Towards developing a professional organization

10. Structure: Governance 3 Types of Boards • Advisory Board • Provide advices; no formal power • Governing Board • Provide strategic guidance, support to Management • Ultimate power – approve & ensure the implementation of direction, strategy, policies, accountability up to hiring/firing director • Management/Executive Committee • Is the Board of a membership organization • Elected during annual general meeting • Oversee operation, ensure plan/policies implementation • Policy-level decisions made by membership Leng Chhay: OD Towards developing a professional organization

11. Structure: Governance (2) How the Board work • Voluntary recruited (invited) • Members with diversified skills: skills related to the field organizational operation, management, finance etc. • Decisions are valid if it made by the group with sufficient quorum (no individual power of Board members). • Set meeting schedule in advance, and meet regularly, e.g. every quarter (with some special meetings) • Chairing / Running effective meeting: • Clear agenda and minutes • Get updated about program and organization events/issues • Approve or make decisions Leng Chhay: OD Towards developing a professional organization

12. Structure: Management • Management Team (MT): • A team of managers • From positions: ED (secretariat), project/unit managers • Working together; meet on regular basis (chairing the meeting on rotating basis) • Role – to manage the whole organization in a democratic way (represents participatory decision-making process) • No permanent or hierarchy position in MT (everyone considered as equal) • Benefits: Quality decisions; strong team work; Helping and learning from each others, leading to strong organization. Leng Chhay: OD Towards developing a professional organization

13. Systems and policies • Why we need policies/rules? • Clarify expectations for all staff • Guide actions and decisions • Efficiency - avoid case-by-case management • Fairness – everyone stick to one rule. Applied for the whole organization • Governance – predictability (will be used for conflict resolution) Leng Chhay: OD Towards developing a professional organization

14. Systems and policies • Important documents (rules): • By-laws (or statutes, constitution, charter) • Personnel policy (and procedures) • Financial policy ad procedures • Other policy (Gender, staff development etc.) • Admin procedures, work process/procedures • Guideline (e.g. equipment, vehicles use) • Systems (appraisal scheme, M+E, reporting, salary scale etc.) Important: One Organization - One Rule. Reason: to avoid messy/unmanageable practices. Leng Chhay: OD Towards developing a professional organization