Organizational Development: Towards developing a professional organization in Cambodia Prepared and presented by: Leng Chhay Organizational Development Consultant Phnom Penh, Kingdom of Cambodia Website: 1

What is an Organization? In general term, an organization is a group of people who come together for a common purpose. 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 2 Leng Chhay: OD Towards developing a professional organization

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

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

Key features of an effective organization 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 Well resourced Human / expertise Financial Physical /material Increased organizational effectiveness Great Program Impact 5 Leng Chhay: OD Towards developing a professional organization

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

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

Reasons for programs cohesion Because: Because: All programs belong to one organization, so they must attempt to reach the same GOAL. 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. 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 integrate different methodologies into one cohesive approach It enables the organization to stay focused on its strengths to do best job It enables the organization to stay focused on its strengths to do best job It helps organization to better coordinate resources and learning It helps organization to better coordinate resources and learning 8 Leng Chhay: OD Towards developing a professional organization

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

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

Structure: Governance (2) How the Board work Voluntary recruited (invited) Voluntary recruited (invited) Members with diversified skills: skills related to the field organizational operation, management, finance etc. 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). 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) Set meeting schedule in advance, and meet regularly, e.g. every quarter (with some special meetings) Chairing / Running effective meeting: Chairing / Running effective meeting: Clear agenda and minutes Clear agenda and minutes Get updated about program and organization events/issues Get updated about program and organization events/issues Approve or make decisions Approve or make decisions 11 Leng Chhay: OD Towards developing a professional organization

Structure: Management Management Team (MT): Management Team (MT): A team of managers A team of managers From positions: ED (secretariat), project/unit managers From positions: ED (secretariat), project/unit managers Working together; meet on regular basis (chairing the meeting on rotating basis) 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) 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) 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. Benefits: Quality decisions; strong team work; Helping and learning from each others, leading to strong organization. 12 Leng Chhay: OD Towards developing a professional organization

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

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