1. Increasing the Effectiveness of Commissions with Smart Administration
49th NACW Annual Conference Engineering Our Future: Blueprint for Women’s Leadership
Increasing the Effectiveness of Commissions with Smart Administration
Presented by: Sarah Brown

2. Topics We’ll Discuss: The Foundation
The Core of Smart Administration: People
Organizational Structure
Loyalty Analysis
By-laws
Culture Audit
Policies & Procedures
Gap Analysis
Financial Control
How to Design a High Performance Team
Smart Goals
Smart Strategies
Smart Communication Tactics
Mission Statements
Implementation
Taking Action- RACI chart

3. You must understand the foundation to define the boundaries!
Granting Authority
Statute
By-laws
You must understand the foundation to define the boundaries!

4. Organizational Structure
Staff
Leadership/Executive Board
Committees
Partnerships

5. Key Questions To Ask
What does the governing statute allow? What does it prohibit?
What is our budget?
Staff resources?
Who is in charge of employee management practices?
Membership parameters?
Reporting requirements?
What are the duties of each officer?

6. Smart Idea: Form an Advisory Council

7. By-laws Are Important! Key elements to consider:
Name, Purpose, Office Location, Statute
Membership
Reference relevant statute
Officers
Committees
Meeting procedures
Include relevant open meeting/records laws
Voting Procedures
Awards
Events
Publicity
Social media usage
Process for amending the by-laws

8. Smart Idea: Outline award criteria in the by-laws

9. Policies & Procedures Policy Procedure
A policy is a written statement intended to influence or determine decisions and courses of action, or uphold the organization’s principles.
A procedure is different from a policy. A procedure outlines the series of steps needed to implement the policies.

10. Policies & Procedures Before you adopt a policy, ask the 4 questions:
Is it legal?
Can we enforce it?
Will it change on a regular basis?
Is it necessary and appropriate for inclusion in the by-laws?

11. Financial Controls You must understand your operating budget.
Are sponsorship and fundraising opportunities available?
Implement essential controls:
Segregation of duties
Approvals
Audit trails
Reporting
Present a format that is comfortable to your members, elected officials, and other stakeholders

12. Smart Administration = Smart Goals
Think of your goals for your commission…

13. Goals are great! But…
A goal is not a strategy!

14. Smart Administration= Smart Strategy
We should not take action without a plan in place first.

15. Smart Idea: Host an annual planning retreat

16. Mission Statements
Make sure your commission members are aligned by having a clear mission and vision.

17. Mission Statements Identify Past Successes Identify Core Values
Identify Contributions
Identify Goals
Draft the Mission Statement
Plan your actions, meetings, and events around your mission.

18. Smart Idea: Share your mission statement!

19. Measurable w/Measurement
Now, back to your goals!
S.M.A.R.T. Goals!
Specific
Measurable w/Measurement
Achievable
Relevant
Time-Oriented

20. You have a strategy.
You have goals.
What’s next?
Implementation!

21. The Core of Smart Administration= PEOPLE!
“Successful organizations understand the importance of implementation, not just strategy, and, moreover, recognize the crucial role of their people in this process.” -Jeffrey Pfeffer

22. What’s the current state?
25% of Americans volunteer
The largest age group for volunteers was 35-44
Most volunteers were working with either one or two organizations.
Corporation for National and Community Service

23. For the first time in the modern age, there are five generations in the workplace:
iGen, aka Generation Z: born 1996 and after.
Millennials, aka Generation Y: born 1977 to 1995.
Generation X: born 1965 to 1976.
Baby Boomers: born 1946 to 1964.
Traditionalists: born 1945 and before.
The Center for Generational Kinetics

24. A modern network must include all generations
A modern network must include all generations! Smart administration must include practices that bridge the gap between generations.

25. How does this impact your administration strategy?
Long term members and new members will have different communication needs. You can overcome this challenge!

26. Make your Membership Needs Assessment a “Loyalty Analysis”
Goal: do your members recognize the value of their membership?
Timeline: 6-9 months into a member’s first year.
Should occur after on-boarding.
Develop a survey.
New members identify information gaps and communication gaps the best.
Ask members which organizations they compare yours with. (Great insight from this!)

27. Smart Idea: Host a new member orientation

28. Consider a Culture Audit.
For effective administration, we have to know what’s going on with our members.
Consider a Culture Audit.

29. Key Elements for a Culture Audit:
Gather data and administer member surveys
Put data/responses into a report for all members
Identify trends
Ask the right questions:
Where do we excel?
Where do we fail to excel
Establish a benchmark, so you can track improvements over the years.
Incorporate the culture audit report into all planning.

30. Examples of Areas of Focus for a Culture Audit:
Do members understand your mission, vision, and values?
Membership buy-in (attendance is an indicator).
How do you symbolize your values?
What are your hallmarks of success?
Behaviors and attitudes of leadership?
What are your buzzwords? Identify shared terminology and language.
Identify examples of events/initiatives that showcase what is important to your organization.
Do members understand the organization's history?
Are there subcultures? Or cliques?

31. When you understand your commission’s culture, you can identify the gaps!
Gap Analysis:
Where are we now? Use the Culture Audit Report.
Where do we wish we were?
How are we going to close this gap? This is your strategy for effective administration.

32. Design a High Performance Team
High-performing organizations must address the following elements:
Clarify the work
Determine the structure, roles, and responsibilities
Clarify key decisions and information requirements
Clarify the people requirements
Clarify the reward requirements
Clarify how the organization renews and improves

33. Why Teams Fail Lack of clear purpose and goals
Unsure of what requires a team effort
Lack of accountability
Lack of effective or shared leadership
Lack of trust among team members
Inability to deal with conflict
Ineffective problem-solving skills
Lack of focus on creativity and excellence
Eunice Parisi-Carew, The Ken Blanchard Companies

34. Smart Communication
Create an open communication environment: can every member share feedback and ideas?
You must use multiple channels to share the same message.
Important messages must be repeated.

35. Every Project Must Have a Communications Plan
Create value.
Determine goals (include key performance indicators).
Identify audience:
Members?
Prospective Members?
Community Partners?
Develop messages.
Select channels.
Choose materials and activities.
Establish partnerships.
Gather feedback and make corrections as needed.

36. Consider your Commission’s Brand:
Every good brand provides a FACT and a FEELING

37. Identify Stakeholders…But don’t ignore the community as a whole!
Make sure you’re communicating and connecting with stakeholders.
Be inclusive!
Don’t ignore underserved communities because you’re only focusing on internal communication and stakeholder communication.

38. Smart Idea: Host Community Conversations

39. Smart Idea: Involve stakeholders

40. Smart Idea: Nurture your network for maximum investment

41. Smart Idea: Honor Women

42. Oklahoma Women’s Hall of Fame

43. Taking Action- Getting Things Done
Create a Responsibility Matrix (or a RACI Chart) for each project and initiative:
Who will be responsible for making a Recommendation (R)?
Who must Approve (A) or sign off on a decision?
Who will be Consulted (C) and will be expected to provide support?
Who must be Informed (I) of decisions?

44. Thank you! Sarah Brown sarahbrownesq@gmail.com
Let’s connect on LinkedIn!
savvyfiles.com