2.0 Institutionalizing the VOPE This section contains information relevant to running the business side of the VOPE, and institutionalizing it. Click to continue…

How established is your VOPE? Read the questions and click on YES to navigate to additional content. Does your VOPE plan to produce annual reports? Do you plan to communicate with members via email? Does your VOPE plan a website? Is your VOPE considering a social media presence? Do you improve your Human Resource policies and procedures? Do you want to establish or improve your membership policy? Do you plan to administer a voting processes? Do you want to establish or improve your financial management? YES YES YES YES YES YES YES YES GO TO SECTION 1 GO TO SECTION 3

2.1 Compiling Annual Reports This section provides some ideas for compiling your VOPE’s annual report, and provides some examples and checklists for you to keep in mind. An annual report is a comprehensive report of an organization's activities throughout the preceding year. Specific rules, regulations and legislation about Annual Reports may apply in your specific country, so make sure that you are aware of what they are, and that you comply. Some important considerations: An annual report should focus on accomplishments rather than activities.  The annual report is not a description of activities and rather should summarize what was achieved. The annual report should be easy to read, easy to view (consider a .pdf version, an online version, presentation or separate executive summary), easy to understand (especially the numbers; provide enough information to keep the reader engaged but do not overwhelm your readers with huge amounts of data and complicated graphs) and include visuals (photos, diagrams). A taste of useful resources Go to online toolkit resources

These great resources are available in the Toolkit!

2.2 Administering Email Communication Efficiently This section shares some options for managing email communication between the VOPE and its members in an efficient manner. Setting up a listserv (mailing list) is one of the easiest and most cost effective (read free) start-up requirements of a VOPE. Examples of popular paid listserv software with free versions available are L-soft Listserv and Groupmail Free. There are also free online applications such as Yahoo Groups and/or Google Groups. Remember: Any listserv requires some degree of management. A taste of useful resources Go to online toolkit resources

These great resources are available in the Toolkit!

2.3 Developing a Website for the VOPE This section provides some practical advice for VOPEs which are about to develop a new website. In many instances, a VOPE’s website is its flagship product. First Things First You can register and pay for your VOPE’s domain or include it in your web developer’s contract. Most VOPEs choose an .org domain as it is associated with non-profit organizations. Managing the website Design the website in such a way that VOPE members can easily add and edit content. Membership information should always be password protected in line with your VOPE’s Privacy Policy. Creating Traffic to your Website and Website Analytics Link exchanges/business directories are the most common way of diverting additional traffic to your site. Another user-friendly method to generate traffic is search engine optimization. A taste of useful resources Go to online toolkit resources

These great resources are available in the Toolkit!

2.4 Developing a Social Media presence This section will assist to take note of some social media tools that VOPEs typically use to bolster their online presence Social media is a great, cost-effective way of disseminating your content and creating increased visibility for your VOPE. Some things to consider: The establishment of your VOPE’s social media identity (including VOPE logo) should not infringe on any international or local copyright or duplicate another entity. Prominently display your VOPE’s contact details where possible – donations and volunteerism are great social media spinoffs. Keep content on social media platforms current – it is advisable rather to have two active profiles than ten semi-active and outdated ones. If you are unable to remove abusive users yourself, report any forms of abuse in violation with the Terms of Use/ Terms of Service to the site administrators immediately. A taste of useful resources Go to online toolkit resources

These great resources are available in the Toolkit!

2.5 Managing Human Resources This section will help you think through some of the human resource management issues that VOPEs typically have to deal with. A VOPE is usually governed by a volunteer Board or Governing Body. This Board may have multiple roles Doing the VOPE Work – where the Board helps with the functioning of the organization by carrying out tasks; Providing credibility – where they show members that the organization is legitimate; Providing relevant experience – e.g. where an accountant or lawyer is brought in for their special expertise; Assisting with fundraising – where the networks of Board members help the VOPE to secure financial or other in-kind resources Safeguarding the VOPEs mission and philosophy – by providing oversight and guidance to activities. A taste of useful resources Go to online toolkit resources

These great resources are available in the Toolkit!

2.6 Administering Membership Efficiently This section provides some insight into the administration aspects of the VOPE member management system. For membership administration databases, a VOPE generally has three options available: Use paper or emailed forms to collect information, and have someone capture it in a separate spreadsheet (e.g. Microsoft Excel) or database (E.g. Microsoft Access) General purpose membership management databases and software systems A custom-developed membership system for your specific VOPE integrated with your own website, and possibly a payment system (an example of one such system is provided). A taste of useful resources Go to online toolkit resources

These great resources are available in the Toolkit!

2.7 Administering Voting This section shares some ideas about how a VOPE could run its process for the nominating, voting and appointing of Board members. The elections process usually consists of four steps: nomination; confirmation of nominations; voting: appointment of Board Members. The voting administration system should allow the VOPE to: provide information about the members that can be nominated (members list); email / notify members of the nomination period and process; open the nomination process; allow members to nominate (checking against the membership database); store the nomination information; close the nomination process. A taste of useful resources Go to online toolkit resources

These great resources are available in the Toolkit!

2.8.2 Setting up Financial policies and procedures This section shares some ideas about tools and examples to use when defining a VOPE’s financial policies and procedures A good financial policy should be easy to understand, flexible, developed by involving employees and other stakeholders as well as easy to implement and administer. It is imperative for a VOPE to practise sound financial management in the most efficient way possible since VOPEs generally do not have the personnel to maintain and work with complicated financial systems. A taste of useful resources Go to online toolkit resources

These great resources are available in the Toolkit!