Top Ten Strategies For Managing A Non-profit Family Voices June, 2008

1.Keep All Aspects Of Your Agency Beyond Reproach An advocacy organization is highly vulnerable to challenges and scrutiny. Pay special attention to: Accounting Personnel HIPPA requirements Reporting on grants and contracts Staff training and staff conduct

2. Hire A Good Accountant We had no budget for a staff position We contracted with an accounting agency that understands our grant and contract reporting They helped us set up fiscal policies They manage our payroll They work well with the auditors during our annual federal audits

3. Find A Good Lawyer Review all personnel policies. Review all by-laws and operational needs. Consult with the Board as needed.

Set Up A Good Communication System Like many advocacy agencies, our staff work in the field, not in the office. Purchase a good phone system. Use cell phones. Use e-mail.

5. Find An Efficient System To Produce And Manage Documents Get a secure system for HIPPA requirements. Produce documents in-house as needed to save dollars and customize materials. Allow for easy access by staff to documents they frequently need.

6. Invest In Technology! Hire a good IT service with knowledge of your system and the ability to respond to problems within 4 hours. Wire your office with a plan to grow! Secure your computers.

7. Grow Your Board Try and get the skills you need on your board—financial, outreach, legal. Get a consultant to focus on Board development, strategic planning and accountability and oversight Use your auditor to explain accounting, audits and Sarbanes Oxley issues if you don’t have anyone on the board to address this. Use an attorney to review ethical issues that may arise with your board.

8. Stay Organized Put aside time to plan your office, files and basic office operations. Review the plan and modify as you grow.

9. Document Everything! Develop a good system for tracking accruals of time off, benefits, etc. Document any staff communication that may lead to disciplinary action. Keep meeting notes of all supervision.

10. Relax, Have Fun and Celebrate! Develop an office culture that is professional but fun. Take time out with the staff to talk, laugh and support each other. Be flexible when you can. Don’t lose your focus as a family organization-and let your office look like a family organization—pictures, decorations, etc,