best practices for organizational management

8/13/2019 Best Practices for Organizational Management

1/7

IndianaArtsCommissionRegionalArtsPartnership:BestPracticesforOrganizationalManagement

1) Definition: Managementmeansavarietyofactivitiesconductedbytheregionalartspartnerorganizationstaffthatarenotidentifiablewithanyoneprimaryorganizational

function

but

that

are

indispensable

to

the

conduct

of

all

primary

functions

and

to

the

organizationscorporateexistence.

2) Goal:Themanagementelementoftheorganizationseekstoensurethattheorganizationhasthenecessaryresources(human,financial,facilities,andequipment)toeffectively

implementprogramsandservicesandhaveapositivepresenceinthecommunity.

3) BestPractices:ThemanagementbestpracticesareorganizedintothefollowingcategoriesandwerecompiledforthePartnerstousetoenhanceperformanceintheseareas:

1) ProgramManagementa. OngoingProgramPlanningandEvaluationb. PoliciesandProceduresc. ServiceDelivery

2) HumanResourcesAdministrationa. PersonnelPoliciesb. PositionClassificationandSalaryAdministrationc. StaffSupervision,Evaluation,andRetentiond. VolunteerManagement

3) CommunityRelationsa. PublicRelationsb. InterOrganizationalRelationships

4) FacilitiesandEquipmenta. Adequacy,Safety,Security,andAccessibilityb. PropertyManagementandMaintenance

5) FinancialManagementa. BudgetAdministrationb. FinancialMeasurementandReportingc. FinancialPlanningandResourceDevelopmentd. RiskManagement

ProgramManagement.1) OngoingProgramPlanningandEvaluation.Theorganizationdevelopsplansforallprograms,

evaluatesprogramimplementation,andincorporatesitsfindings.

a. Eachprogramhaswrittengoals,measurableobjectivesandaplanforachievingtheobjectives.

b. Evaluationtechniquesareusedandfindingsareimplemented.c. Theplanforachievingtheobjectivesforeachprogramreflects(methodsand

activities,animplementationtimetable,theresourcesneeded,staffandvolunteer

responsibilities/jobdescriptions).

d. Theorganizationstaysinformedaboutcommunityneedsandnational/state/localtrendsinprogrammingtodetermineifprogramgoalsandobjectivesneedrevision.

e. Customerfeedbackinformationiscollectedandanalyzedatleastannually.f. Eachprogramhasdevelopedadatacollectionmechanismthatenablestheefficient

gatheringofservicestatisticsonatimelybasis.


2/7

P a g e | 2

RegionalArtsPartnership:BestPracticesforOrganizationalManagement

g. Programevaluationresultsrevealtheextenttowhich:theamountsofservicedeliveredmeettheprojectedlevels,thecharacteristicsofthepersonsservedmatch

thoseoftheprogramsprojectedtargetpopulation,andthatobjectivessetforth

weremet.

2) PoliciesandProcedures.Theorganizationhasclearlydefinedpoliciesandproceduresforprogramoperation.

a. Theorganizationreferscustomerstootherorganizationswhenitdoesnotprovidetherequestedserviceorwhentheservicerequestcannotbemetinatimelyorcost

efficientmanner.

b. Proceduresforhandlingcustomergrievancesandappealsareclearlystatedinwritingandaremadeknown.

c. Financialandothersensitiverecordsarekeptinasecureplaceandaccessislimitedtopersonswithauthorityandneedfortheinformation.

d. Theorganizationhaswrittenpoliciescoveringthescopeandlimitationofitsservices.

e. Theorganizationsfeescheduleandearnedincomeanalysisarereviewedannuallybythegoverningboard.

3) ServiceDelivery.Theorganizationprovidesitsprogramsinwaysthatmostcloselymeettheneedsofthetargetpopulationofeachprogram.

a. Thereisnodiscriminationonthebasisofrace,color,religion,gender,sexualorientation,nationalorigin,age,ordisabilitywithregardtoservice exceptasmay

bespecifiedthrougheligibilityrequirementsconsistentwithprogramobjectives.

b. ProvidesequalaccesstoprogramsdetailedinSection504oftheRehabilitationAct.c. Programsitesarelocatedinareasthatareaccessibletothetargetpopulation.d. Theorganizationiseffectiveininformingpotentialcustomersaboutitsprograms

andservices.

e. Datesandtimesofprogramoperationareappropriatetotheneedsofthetargetpopulation.

f.There

are

sufficient

and

qualified

staff

and

volunteers

to

carry

out

the

organizations

programs.

g. Theorganizationcoordinatesserviceswithotheragenciesthroughjointprogramming,colocationofservices,sharedstaff,orothermethods.

HumanResourcesAdministration.1) PersonnelPolicies,ProceduresandPractices.Theorganizationhaspersonnelpolicies

detailingemployeeresponsibilities,rights,andbenefits.

a. Theorganizationhaswrittenpersonnelpoliciesthatincludegrievancepolicies,hiringandterminationprocedures,andjobdescriptions.

b. Thereisnoevidenceofdiscriminationwithregardtohiring,assignment,promotion,orotherconditionsofemployment.

c. Eachemployeereceivesacopyofthepersonnelpolicies,ajobdescription,andcompensationinformationuponenteringemployment.

d. Theorganizationmaintainsconfidentialpersonnelrecordsforallemployees.e. Jobvacanciesareadvertisedthroughnewspapers,newsletters,orotherchannelsto

provideasuitablenumberofcandidates.

f. Outsideorganizationsandprofessionalgroupsareusedinalertingminorityandotherspecialgroupmembersaboutpossiblejobopportunities.

g. Anestablishedorientationprogramfornewstaffmembersexistsandisused.


3/7

P a g e | 3


h. Exitinterviewswithdepartingstaffmembersareusedtodeterminethecircumstancesunderwhichtheyhavelefttheorganization.

2) PositionClassificationandSalaryAdministration.Theorganizationhasapositionclassificationsystemandsalaryadministrationplan.

a. Theorganizationhasestablishedsalaryrangesandbenefits(ifapplicable)foreachjobcategory.

b. Specificjobdescriptionsexistforeachpositionthatoutlinethequalificationsandresponsibilitiesthatpertaintoeachposition.

c. Theorganizationhasajobclassificationsystem.d. Salaryrangesarereviewedatleastbiennially.e. Jobdescriptionsandjobcontentarereviewedwheneverpositionsbecomevacant

orsignificantchangesoccurintheresponsibilitiesofpositionsduetoneworrevised

programandservicedeliveryactivities.

f. Salaryrangesandthequalityandcostofemployeebenefitprogramsarecompetitivewiththemarket.

3) StaffSupervision,Evaluation,andRetention.Theorganizationhasasystemofstaffsupervisionandevaluationtodevelopandretainqualifiedstaff.

a. Eachstaffmember,includingthechiefprofessionalofficer,isformallyevaluatedatleastannually.

b. Theorganizationmonitorstheextentandcausesofstaffturnoveranditseffectsonorganizationprograms.

c. Departmentororganizationstaffmeetingsareheldonaregularbasis.d. Everystaffmemberreportstoasupervisor.e. Staffmembersareprovidedwiththecriteriaorstandardsbywhichtheir

performancewillbeevaluatedinadvanceoftheirperformanceevaluations.

f. Theorganizationhasappraisedtheneedforstaffdevelopmentandhasincludedstaffdevelopmentexpensesinitsannualbudget.

g. Wheneverpossible,workassignmentsarestructuredinamannerwhichwillassiststaff

members

in

meeting

their

personal

career

goals.

4) VolunteerManagement.Theorganizationimplementsaplanforutilizingcommunityvolunteers.

a. Theorganizationsprogramshavebeenassessedtodetermineareaswherevolunteerskillsandcompetenciesmightbeused.

b. Jobdescriptionsexistforprogramvolunteerpositions.c. Programvolunteersaretrainedpriortotheirassignmentsandreceiveongoing

supervision.

d. Theorganizationhasasystemtorecognizevolunteers.e. Theorganizationpublicizesvolunteeropportunitiesaspartofanactiverecruitment

effort.

f. Theorganizationhasidentifiedbarrierstotheeffectiverecruitmentandinvolvement

of

volunteers

and

utilizes

feedback

from

its

volunteers.

g. Theorganizationhasaprocessforeffectiverecruitment,orientation,training,andinvolvementofnontraditionalvolunteers.

h. Programstaffreceivestraininginhowtoeffectivelyworkwithvolunteersintheirprograms.

i. Volunteerperformanceisevaluatedonaregularbasis.


4/7

P a g e | 4


CommunityRelations.1) PublicRelations.Theorganizationprojectsapositiveimageinthecommunitytothegeneral

public,includingpotentialcustomers,volunteers,anddonors.

a. Theorganizationhasdevelopedapublicrelationsprogramthatisconsistentwiththeorganizationsmissionstatement,goals,andobjectives.

b. Theorganizationspublicrelationseffortsarecoordinatedwithitsprogrammingandfundraisingefforts.

c. TheorganizationappropriatelyidentifiesprogramaffiliationwiththeIndianaArtsCommissionandtheNationalEndowmentfortheArts.

d. TheorganizationpreparesanAnnualReport,freelydistributedtothepublic,thatprovidesthefollowinginformation: organizationmission,asummaryofprogram

andservicestatistics,afinancialstatementfortheyearandcurrentboard/stafflist.

e. Newsletters,printedmaterials,videotapes,andelectroniccommunications(i.e.,website)usedformarketingandpublicitypurposesaccuratelyreflectthe

organizationscurrentoperationsandprogramming.

f. Theorganizationattemptstoevaluatethepublicsperceptionoftheorganizationanditsprograms.

g. Theorganizationhasdesignatedspokesperson(s)forrespondingtothemediaduringtimesofemergencyorcontroversy.

h. Theorganizationhasdevelopedworkingrelationshipswithprintandelectronicmediarepresentatives.

i. Organizationfacilities,includingorganizationownedvehicles,arewellmarkedwiththeorganizationsnameand/orlogo,asappropriate.

j. Theorganizationmakeseffortstobuildpositiverelationshipswithinitscommunity.k. Theorganizationattemptstoinformandinvolvelocalandstatelegislatorsinthe

missionoftheorganizationandthebenefitsofitsprograms

Iftheorganizationisamembershiporganization,thefollowingstandardsalsoapply:l. Theorganizationhasdevelopedandfollowswrittenmembershipguidelines,which

include

the

responsibilities

and

benefits

of

members.

m. Theeffectivenessofmembershipeffortsisevaluatedonaregularbasis.n. Membershipguidelinesareupdatedonaregularbasis.o. Potentialandnewmembersareprovidedcopiesofthemembershipguidelines.p. Theorganizationhasassessedtheaffordabilityofmembershipfees.q. Theorganizationhasassessedthecosteffectivenessofmemberincentivesit

provides.

r. Theorganizationholdsanannualmeetingofthemembership.s. Theorganizationhasregularcommunicationwithmembersthroughamember

newsletterorotherdevice.

t. Theorganizationconductsanannualmembershipdrive.u. Thereisanactivemembershipcommitteethatplansandimplementsall

membershipefforts.

v. Theorganizationsolicitsfeedbackfrommembersaboutitsservicesandprograms.w. Theorganizationhasaplanformembershipretention.

2) InterorganizationalRelationships.Theorganizationmaintainsrelationshipswithcommunitygroups,serviceproviders,funders,andothercommunityorganizations.

a. Theagencymaintainstieswithrelevantcivicorganizations,neighborhoodgroups,andprofessionalassociations.

b. Theagencyisknowledgeableaboutservicesofferedbysimilarproviders.


5/7

P a g e | 5


c. Theagencyparticipatesinorinitiatespartnershipsorcoalitionsthataddressproblemsandissuesrelatedtotheagencysservices.

d. Theagencymaintainsrespectfulandtimelycommunicationwithitsvariousfundingsources.

e. Theagencymaintainsongoingcommunicationwithstate ornationwideorganizationstowhichitisaffiliated.

FacilitiesandEquipment.1) Adequacy,Safety,Security,andAccessibility.Theorganizationsphysicalassetsare

accessibleandadequatefortheprogramsprovidedandaremaintainedinsuchamanneras

topromotesafetyandsecurityforcustomers,staff,guests,andorganizationproperty.

a. Agencyfacilitiesprovideadequateoffice,program,andstoragespacetomeettheneedsofcustomersandstaff.

b. Theagencyhascompletedanaccessibilityassessmentofprogramsandservices.Modificationsaremadeasnecessaryand/orappropriate.

c. Agencyfacilitiesareaccessibletopersonswithdisabilitiesorprovidedreadilyachievable,reasonableaccommodation,asneeded.

d. Theagencyhasdevelopedandpracticessecurityandsafetyproceduresdesignedtoprovideappropriatetypesofprotectionforstaff,usersofagencyservices,guests,

andagencyproperty.

e. Specialequipmentneededforprogramsandsupportservices(i.e.,computers,copiers,TTYmachines/numbers)isavailable.

f. Agencyfacilities,property(includingvehicles)andequipmentareproperlymaintainedoperationallyandregularlyinspectedforsafety.

g. Facilitiesprojectawellmaintainedappearance.2) PropertyManagementandMaintenance.Theorganizationsfacilities,grounds,and

equipmentaremanagedandmaintainedeffectivelyandefficiently.

a. Theagencyhasandimplementsapreventivemaintenanceplan.b.

The

agencys

insurance

coverage

of

its

facilities,

grounds,

and

equipment

is

adequate.

c. Adequatemaintenanceandjanitorialservicesareprovidedfortheagencysfacilities,property,andequipment.

d. Aninventoryofagencyequipmentandfurnishingsismaintainedandreviewedatleastbiennially.

e. Theagencyhasalongrangeplanforfacilitymaintenanceandreplacementoffacilities,property,andequipment,whichisapprovedbytheagencysgoverningboard.

FinancialManagement.1) Budgetadministration.Theorganizationhaspoliciesandproceduresforthepreparation,

administration,use,andreviewoftheannualbudget.

a. Programbudgets,includinganticipatedexpensesandincome,areprepared,understood,andused.

b. Thecostallocationmethodologyemployedbytheagencyisappropriatefortheagencyssize,resources,anddiversityofprogramming.

c. Themethodologyemployedbytheagencytoallocateunrestrictedrevenueisappropriatefortheagencyssize,resources,anddiversityofprogramming.


6/7

P a g e | 6


d. Thelevelofsupportingservicesexpense(managementandgeneralandfundraising)isinkeepingwithgoodmanagementpractice,theagencyssize,resources,

anddiversityofprogramming.

e. Thebudgetisusedasamanagementtooltocontroltheuseofresources.f. Thebudgetingprocessrequiresparticipationatalllevelsofmanagement,is

coordinatedamongagencyprograms,andisintegratedwithlongrangeagency

plans.

g. Thereisabudgetamendmentprocedureinplaceformakingchangesintheoperatingbudget. Budgetsandbudgetamendmentsrequiregoverningboard

approval.

2) FinancialMeasurementandReporting.Theorganizationmonitorscoststoensureefficientandeffectiveoperationsandprograms,andprovidesfinancialinformationtointerested

parties,particularlyfordecisionmakingpurposes.

a. Agencymanagementandthegoverningboardreviewinformationonprogramcostsandresultsonaregularbasis,atleastquarterly.

b. Thegoverningboardandmanagementreviewfinancialreportsonascheduledbasis.

c. Anannualreportincludingstatementsoffinancialcondition,revenueandexpenseispreparedandmadeavailabletointerestedpersons.

d. Anindependentaccountantsauditandreportisobtainedannuallyandreviewedbythegoverningboard.Ifamanagementletterisissued,thegoverningboardreviews

andtakesappropriateaction.

e. Theagencyadequatelyaddressesanyseriousissue(s)identifiedinmanagementletters,whenissued.

f. Effortsaremadetomakefinancialinformationreadilyunderstandabletomembersofthegoverningboard.

g. TheagencyacknowledgesandadherestoaccurateandtimelyreporttoallfundingsourcesincludingtheIAC.

3)Financial

Planning

and

Resource

Development.

The

organization

has

a

funding

plan

that

providesforfinancialresourcestosupportservicesconsistentwiththeorganizations

mission.

a. Theagencyhascompletedaconstituencyanalysiswhichidentifiesthemarkets(individuals,corporations,foundations,associations)thathavethegreatestfunding

potential.

b. Theagencyhasanalyzedthemarketanalysistoidentifyspecificprospects,theirlinkages,interestin,givingabilityinrelationshiptoyourorganization.

c. Boardmembersandstaffareawareofandinvolvedinprospectidentificationandcultivation.

d. Theagencyregularlyanalyzesitsmixofpublicandprivatefunding,andprojectsfuturegainsandlossesinvarioussourcesofrevenue. Onesourceshouldnever

representmore

than

50%

of

the

agencys

budget.

e. Theagencysfundraisingeffortsareincludedintheagencysoverallfinancialplan.f. Boththeboardandstaffhavebeeninvolvedinthedevelopmentofthefinancial

plan.

g. Bothboardandstaffhavemadeajointcommitmenttoparticipateinthefinancialplansimplementationandevaluation.

h. Thefinancialplanreflectsincomeandexpenserequirementsforeachyear.i. Thefinancialplanidentifiesgiftdollarsthatmustberaisedeachyear.


7/7

P a g e | 7


j. Theagencyhasawrittenpolicyonreservesexplaininghowfundsaredesignatedtocoverunexpectedexpensesandwhattheagencyplanstodowithunexpected

revenuesattheendoftheirfiscalyear.

k. Thereisanactivedevelopmentcommitteeoftheboard.l. Boardmemberscontributeaccordingtotheirabilitiesandalsoaskotherstodoso.m. Astaffpersonwhohasprimaryresponsibilityforfundraisinghasbeenidentified.n. Thereisanactiveannualgivingprogrambasedonaspecificgoal.o. Thereisanactiveplannedgivingprograminplace.p. Theagencysfeescheduleisexaminedannuallywithregardtoitspotentialfor

generatingrevenue.

q. Theagencyhasacontingencyplanforrespondingtounexpectedreductionsinresources,includingstateandfederalfundingcuts.

4) RiskManagement.Theorganizationperiodicallyassessesitsamountofriskandimplementsappropriatemeasurestomanagesuchrisk.Thefollowingtypesofinsurancehavebeen

consideredandobtainedasneededtomeetspecificorganizationalneeds:Automobile

Liability,GeneralLiability,Property,FidelityBond,Malpractice/ProfessionalLiability,Key

Maninsurance,DirectorsandOfficersLiability,WorkersCompensation,and

UnemploymentCompensation.

a. Theagencydevelopsandperiodicallyassessesitspolicies,procedures,andpracticestoidentifyandmanagesituationsandconditionsthatmightplaceundueriskonthe

organization.

b. Thefollowingtypesofinsurancehavebeenconsideredandobtained,asindicated:1) AutomobileLiability.2) GeneralLiability.3) Property.4) FidelityBond.5) Malpractice/ProfessionalLiability;KeyManinsurance.6) DirectorsandOfficersLiability.7)

Workers

Compensation.

8) UnemploymentCompensation9) Other:_______________________

best practices for organizational management

Documents