As experts can often be expensive,it is important that you make the best use their expertise and time they have with your organization.The following will help you to manage expertise within your organization or company.
Be very clear about why you need an expert what it is you expect them to achieve.
Create a scope of work for the project and use this to recruit your expert.
Look for the best help possible.Ask others whom they have used in the past or seek advice from funding bodies on who they would recommend.
Decide how you will recruit; will you use a tender process or will you approach someone on the basis of information you have been given?
Consider setting up a contractual relationship with the expert you choose.This is essential if you are intending to pay for their expertise.
Have an agreed and set budget for the project and make sure this is communicated to your expert.
Agree what the final output should be and the form it should take e.g a marketing plan or a series of training sessions for specific workers , students or athletes.
Manage your expert to agreed deadlines and make sure that you provide all information and resources.
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Training needs must be assessed in order to ensure that you are helping staff and volunteers to do their jobs well.You should do this when people first start work or volunteer for your organization, when their job or technology changes or when there is a change in priorities in your organization.
Problems that arise in the organization may be the result of skill shortages.For example, your team may fail to qualify for the finals of the competition because the head coach has not prepared it properly.Therefore when trying solve performance problems, you should ask your self the following questions:
Has a shortage of skills contributed to this problem?
What are the reasons for the skills shortage?
Can the shortage be addressed with training?
Company staff and volunteers sharing
Training needs analysis-Training needs analysis entails the following steps:
Break up the activities as part of the job into a series of tasks.
Describe the knowledge and skills required to perform each task.
Assess the person against the knowledge and skills.
Discuss with the job holder their perceived requirements.
Consider personal development needs.
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Board leadership -Every organization should be led and governed by an effective Board which collectively ensures the delivery of it’s objectives,sets it’s strategic direction and upholds it’s values.Every member of the board should understand his or her individual responsibility of being a board member, including the legal responsibilities.
The board in control -Your Board should be collectively responsible and accountable for ensuring that the organization is performing well, is solvent and complies with the obligations.It must conduct it’s affairs so that it complies with it’s legal obligations as well as other requirements of it’s environment.
Board review and renewal -The board should periodically review it’s own and the organization’s effectiveness.Reviewing the performance of the organization as a whole through performance indicators and external review is critical in effective organizations.Renewing the composition of the board is often a delicate and difficult issue,but a critical one.
Board delegation -The Board should set out the role and function of sub-commitees, the officers of the organization (chair, secretary general,vice president, Treasurer), the CEO and other staff and agents and should monitor their performance.This should entail:
Setting out clear and discrete roles;
Effective delegation and empowerment of responsibilities;
Setting out clear, unambiguous terms of reference wherever appropriate; and
Monitoring performance of the organization as a whole, the board, staff members and its sub-commitees.
Board and board member integrity -The board and its members should act according to high ethical standards and ensure that conflicts of interest are properly dealt with.There should be no personal benefit from business transacted by the Board.
Board openness -Your Board should be open, responsive and accountable to stakeholders, beneficiaries,partners and others with an interest in it’s work.
Adherence to statutes -The adage “You cannot get lost on a straight road” applies to the statutes of an organization.If they are out of date,they should be reviewed.However,once agreed,they should be strictly observed.
Good management practice -The development of strategic plans, operational plans, performance indicators, risk and financial management, marketing practices, human resource management and many other modern management practices all ensure that effective and efficient organizations are appropriately led by the board.
Good governance culture -While it is possible to tick the boxes on a “good governance”checklist,it is even more important that a culture of good governance pervades the organization and that you and your Board buy into this principle.
Good partnership model -A well run organization depends on a wholesome partnership between the board,led by the chair/president, and the team that runs the organization.Of key importance is the relationship between the chair and the person responsible for managing the organization i.e the general Secretary or CEO.
Organization board in a meeting
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All bodies, whether elected or appointed shall be accountable to the members of the organization and in certain cases to their stakeholders.
In particular the executive body shall be accountable to the General Assembly of the organization.
Management shall be accountable to the executive body.
All employees shall be accountable to management.
Process and mechanisms
Adequate standards and processes for accountability should be in place and available to all organizations and consistently applied and monitored.
Clear and measurable objectives and targets must be set for the organization, its boards, management and staff, including also appropriate tools for assessment.
Transparency and communication
Financial information should be disclosed gradually and in appropriate form to members, stakeholders and the public.
Disclosure of financial information should be done on an annual basis.
The financial statements of organizations should be presented in a consistent way in order to be easily understood.
Financial matters-applicable laws,procedures and standards.
Accounts should be established in accordance with the applicable laws and True and fair view principle.
The application of internationally recognised standards should be strongly encouraged in all organizations.
For all organizations, annual financial statements are to be audited by independent qualified auditors.
Accountability and financial reports should be produced on a regular basis.
Information about renumeration and financial arrangements of the governing bodies’ members should be part of the annual accounts.
Clear rules regarding renumeration of the members of governing body and managers should be enforced.
Renumeration procedures should be transparent and predictable.
Internal control system
Internal control of the financial processes and operations should be established within the organization.
The adoption of a compliance system, document retention system and information security system should be encouraged.
The structure of the internal control system should depend on the size and importance of the organization.
Audit committees should be appointed for large organizations.
Education and training
There should be an induction program for all new members of staff, volunteer officers and all board members.
Ongoing education and training of executives,volunteers and employees should be integral to operations.
The promotion of self education and regular training within the organization should be encouraged.
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Much of the work that you and your organization do will require you to work in partnerships with other organizations.Partnersips will allow you to offer services that you may not have the capacity to provide on your own.For example by working in partnership with a university, you may be able to offer sports science support to your athletes that would not be possible from your own resources.The concept of synergy is important here regardless of the organization that you are in.This is the idea that,by working in partnership,two organizations can deliver more than they could on their own.
Partnerships can help with:
The staging of an organization event.
The provision of expertise and expert services.
Delivery of government objectives for sport, health and education.
Increasing access to funds and other resources.
Preparation of teams for major events and
Training of organization staff and volunteers.
Establishing and maintaining partnerships is hard work.It requires you to identify a willing partner and then for both of you to commit to the partnership fully.Partnerships will work effectively if there are:
Clear objectives for the partnership.Without these,it may not be clear why the partnership is necessary, indeed if you cannot set clear objectives,you should question the rationale to the partnership.
Clearly allocated work roles.These will set out what has to be achieved and who is responsible for what.
Agreed performance indicators and tarets.These will allow progress and performance to be monitored and will show whether the partnership is working effectively or not.
Agreed resources.The resources required to meet the partnership’s objectives do not have to be shared equally,but they must be agreed.Whatever is agreed must be made available.
Strong interpersonal relationships based on trust and honesty. These are often more important than the points above us, without them,the partnership will not work and
A method of dealing with dusputes . Inevitably,there will be disagreement about the way the partnership operates,what it is to achieve and how it should be resourced.You need to anticipate this and have a mechanism of dealing with it.
When creating a partnership you should consider the following:
Aims and objectives.
Strategy and activities
Membership
Management of the partnership
Resources.
Are there areas for creating potential partnerships in the work that your organization does?
What do you need to do to create these partnerships?
How effective are your existing partnerships?
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Managing time is one of the challenges of being a successful manager.If time is not managed properly you run the risk of being unable to work as well as you would like.Alternatively you may end up with so much work that you cannot complete all that you need to.
Time wasting activities
In order to have the time to do the work required you will need a time management strategy.First ,however it is important to know what might lead you to waste time.These activities include:
Not spending enough time prioritising tasks or being clear about what has to be achieved.
Putting off tasks that have to be achieved because they are too difficult or boring.
Working on tasks that are simple rather than important.
Responding to the person who shouts the loudest rather than doing the most important task.
Trying to do everything rather than getting someone to assist.
Giving out incorrect or poorly expressed information so that time is wasted by having to provide more information or correcting errors and unnecessarily lengthy phone calls, meetings or conversations.
Time management strategies
Once time wasting activities have been identified,a time management strategy should be formed based on five principles.
You need to record all commitments, including meetings, tasks to be completed and deadlines and carryout regular work planning.
You need to be clear about what it is you have to achieve.This will allow you to prioritize your work.It is easy to get sidetracked and to waste time on things that are interesting but not essential.
You need to structure your time .Divide your time into blocks and allocate these blocks to certain activities.Tasks requiring concentration and research should be allocated the time when you feel most alert.Alternatively,responding to phone calls, paperwork, and email can be left for times when concentrated work is less possible.
You need to identify time periods when you can and cannot be disturbed by those who work with you.
You need to learn to say “no”. Rather than making you appear lazy.The ability to turn down requests for work when overloaded will make you appear efficient and the work that you will do will be better.
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Communication is the transmission of information by any means.
In building successful brands ;
We communicate in order to influence or affect the understanding, attitudes and behaviors of others.
we communicate to manage people,make decisions,plan and solve problems.
We communicate clearly, frequently and involve everyone inorder to achieve excellence.
We communicate to enhance organization growth and success.
Relevance of good communication in building successful brands
Increases efficiency as people make fewer mistakes because they know what to do and how to do it.
People are motivated to continue performing well since they make fewer mistakes.
It reduces costs to the organization as fewer errors are made.
It facilitates the identification of what stakeholders want.This is particularly important for sponsors and funding agencies.
Factors that guarantee effective communication in an organization
Target audience needs to be considered.Informattion needs to be delivered using a style appropriate to the target audience.
The purpose of the communication.Written communication tends to be more formal than oral communication for example a sponsorship contract will be written, while news of staff member set to wed could be announced orally.
The length of the communication is important.Short messages can be communicated orally, while lengthy and complex information is better disseminated in writing so that some people can return to it for better understanding.
Types of communication used in building successful brands.
One way communication- is the giving of information or directive.Immediate feedback is not requested or required.
Two way communication-Here information is given and immediate feedback is requested or required.Communications in this category includes face to face contact, phone contact and written communiques requesting opinions.
Listening-The ability to listen is also an essential communication tool,since it is important to hear and understand the information that is being passed on rather than just focusing on the words that are being said.
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Take a keen phase by phase consideration of the following areas.It is important for you to make a thorough research about the project for which you are writing a proposal.Consider whether you will need funding and make sure your budget is within the funding range.Take down your points to be used for each phase of the proposal.Use a language that can be easily understood, avoid jargon.Use a language that expresses directly what the project proposal is about e.g you would say “The project will benefit all the children in my village” not “I think the project will achieve all the children in my village”.
Introduction
Begin with a statement that will make the proposal purposeful and as useful as possible.
Write the background information then state the purpose of the proposal.
State why the issues need to be addressed and addressed immediately.
State the problem
What is the problem?
What is causing the problem?
What effects does the problem have?
Emphasize why the problem needs to be solved now.
How will the problem affect the audience if not solved?
Propose the solutions (this is the most important part of the proposal offer your best and be as convincing as possible)
How will you address the problem?
Why will you address the problem this way?
What will the outcomes be?
Discuss the larger impact of your ideas.Make comparisons between the solution you are proposing and another viable solution/option that you would rather not use.compare the costs and use all the pros and cons and address them in comparison to others.Rely more on examples as well as hard research by others and avoid your own opinion.Pretest the results of your solution and revise your solution if necessary.
Schedule and budget
When do you envision the project starting?
At what pace will it progress,how does each step build on the other?,can certain things be done simultaneously?
Budget (Immediately after the budget convince the funders why the proposal is worth their time and money)
Project departments and personnel.(Include specific details of departments & personnel and specific responsibilities & time commitments of departments as well as personnel)
Conclusion
Reflect your introductory statements and conclude with a general message to your audience
State the consequences of your project not being undertaken if any.
Summarise the benefits of your proposal & drive home that the benefits outweigh the costs.
Thank the audience for their consideration and time.
Extra content (If the paper is not bulky,you can attach any relevant extra content).Extra content can be data sheet,reprints of articles or letters of endorsement.
Appendix A(attach)
Appendix B(attach)
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The management of a project involves the following elements;
Planning and scope definition
No matter how small the project, time must be spent on clear definition of the areas of the project.The scope includes
Outcomes
Stakeholders
The work required and
Resources
Governance
Governance of the project is the management structure of a project.The structure identifies the specific players,their roles and responsibilities and the way in which they interact.
Stakeholder management
Stakeholders are the people or organizations who have an interest in the project process, outputs or outcomes and will be involved in ensuring the projects success.
Risk management
Risk management involves identifying , analysing and planning a response to potential threats to the project. You need to know
What risks could occur
The likelyhood of this happening.
what can be done to prevent it from happening.
what could be done to recover if risks did materialise.
Isssues management
Issues and concerns will arise throughout the life of a project,such as difficulties in raising funds.Approach to dealing with the issue needs to be established considering;
The size of the issue
The importance of the issue and
Who raised the issue
Resource management–it involves;
Managing what people need to do.
How and when they do their task through scheduling.
Managing information between stakeholders.
Working to an agreed budget and
Meeting deadlines
Quality management-Quality can be managed by;
Engaging staff and volunteers with appropriate skills.
Sticking to the project brief.
Resolving issues as fast as possible and to the satisfaction of stakeholders.
Monitoring progress against an agreed schedule.
Delivering a project that meets requirements and
Completing the project within budget and on time.
Status reporting
Status reports should be given on a regular basis and include details about;
Milestones
Budget
Issues
Risks
Evaluation
Is the measurement against well defined criteria.Evaluation of a project demonstrates how successful you have been.Evaluation determines;
Whether the project is on time,track and within budget.
The level of adherence to the documented plan and standards.
The level of achievement of outcomes.
Closure
The formality of the project closure will be determined by the project itself.It may involve;
A review of the project outputs and outcomes against the plan.
Completion or reassignment of outstanding tasks.
Finalising records and documentation
Deciding what to do with the staff and volunteers who have worked on the project and
Loose ends (anything else that may be left to do.
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Communication is the transmission of information by any means.
In building successful brands ;
We communicate in order to influence or affect the understanding, attitudes and behaviors of others.
we communicate to manage people,make decisions,plan and solve problems.
We communicate clearly, frequently and involve everyone inorder to achieve excellence.
We communicate to enhance organization growth and success.
Relevance of good communication in building successful brands
Increases efficiency as people make fewer mistakes because they know what to do and how to do it.
People are motivated to continue performing well since they make fewer mistakes.
It reduces costs to the organization as fewer errors are made.
It facilitates the identification of what stakeholders want.This is particularly important for sponsors and funding agencies.
Factors that guarantee effective communication in an organization
Target audience needs to be considered.Informattion needs to be delivered using a style appropriate to the target audience.
The purpose of the communication.Written communication tends to be more formal than oral communication for example a sponsorship contract will be written, while news of staff member set to wed could be announced orally.
The length of the communication is important.Short messages can be communicated orally, while lengthy and complex information is better disseminated in writing so that some people can return to it for better understanding.
Types of communication used in building successful brands.
One way communication- is the giving of information or directive.Immediate feedback is not requested or required.
Two way communication-Here information is given and immediate feedback is requested or required.Communications in this category includes face to face contact, phone contact and written communiques requesting opinions.
Listening-The ability to listen is also an essential communication tool,since it is important to hear and understand the information that is being passed on rather than just focusing on the words that are being said.
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