Creating Policies and Procedures that Build Performance Michigan Association of Conservation Districts © Copyright 2011, NorthSky Nonprofit Network All rights reserved

A brief commercial moment NorthSky Nonprofit Network The capacity building arm of Rotary Charities of Traverse City Serves Northern Michigan Provides - Leadership development - Free business counseling - Online Resource Center - Fee-based consulting Serves as a convener and advocate

Session Objectives Understand why policies are important Discuss how to create an effective organization Understand which policies are needed Review an approach for creating policies Discuss how to use policies to create a culture of accountability Review a policy manual template Share our ideas and experience; have some fun

Why do we do what we do? Why is our work important?

Ultimately, we all want Impact Outcomes Results Anything else? ROI?

What is Organizational Effectiveness? An effective organization establishes and acts upon mission-based priorities, has a clear vision, sets direction, innovates, and adapts to change. Organizational effectiveness relies on the leader or leaders’ ability to mobilize the resources (staff, volunteers, funds, technology, partnerships, influence, etc.) needed to achieve the mission. Leadership Management Technical Adaptive

Organizational Life Cycle STAGECHARACTERISTICS Core Program Development - Development of a set of programs that are central to mission - Success and have begun achieving a consistent level of desired results for those being served Infrastructure Development - Development of an organizational infrastructure necessary for supporting core programs and increasing the number of clients or service recipients Impact Expansion- Achieving Impact - Engaging in activities like collaboration, strategic alliances, partnerships, and joint policy - Advocacy efforts, in order to create a greater change

A progressive, additive process As nonprofit organizations increasingly serve more people with better quality services, they must themselves incorporate more capacities. Each successive stage requires more growth in the development of prior stage Fulfilling one’s mission/vision is critical to all stages. Later stages aim to grow the capacity to fulfill its mission/vision for an increasingly larger audience. Organizational Life Cycle

Key Policies and Procedures Financial controls Human resources policies Organizational policies Board policies

Financial Controls General Cash receipts Cash disbursements Purchasing Budgeting Property Insurance Grants and contracts Books of original origin Sample policies and procedures at

Human Resources Policies Employment Employment status Compensation and benefits Work conditions and hours Conduct Sample employment manual and employment law manual at

Organizational Policies Communication and marketing Fundraising Technology Social media Any others you can think of? Sample policies and procedures at

Board Policies Conflict of Interest Whistleblower Document Retention Absenteeism Confidentiality Sample policies and procedures at

Creating a Culture of Accountability How we work together Our habits, practices and traditions – good and bad A few tips Be deliberate It’s all about behaviors It takes discipline and persistence to change culture

Creating a Culture of Accountability Integrate into mission, vision and strategic direction Start with orientation – Board, staff and volunteers Board commitment contract Regular Board policy review and sign – annual Dashboard report Compliance checklist

Creating a Policy Manual Executive Director Led Board Committee Led Fewer policies are more

Manual Template Consider electronic Include: Annual Board calendar - Board only Organizational overview – Board, staff and volunteers Mission statement –Board, staff and volunteers Statement of core values- Board, staff and volunteers Strategic vision - Board, staff and volunteers History - Board, staff and volunteers Listing of services and programs - Board, staff and volunteers Key statistics- number of clients, units of service, donors, etc. – Board, staff and volunteers

Manual, continued Bylaws-Board only Organizational Structure/ flowchart - Board, staff and volunteers Board role description – Board only Board committees – Board only Policies –Board, staff and volunteers Strategic plan -Board only Fundraising plan - Board only Minutes – last 12 months - Board only Financial reports – last 12 months - Board only

Feel free to contact me at: Pam Evans, Principal Consultant , x 208

We’re done!!!