Work book ComRes
Polina Pasko
Created on October 23, 2022
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Transcript
Start
Work book
Community resilience
ComRes
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INDEX
Tools: Digital readiness
What is your brand?
Know your audience
Communication strategy
Tools: Volunteering
Recognize volunteers
Planning of volunteer program
Monthly report
Tools: Financial sustainability
Organization`s annual budget
List of donor organizations
Organization resource monitoring
Start
What is Resilience?
Tools:Mental Health
Daily Plan
Hand-made activities
Building relationships with people
Tools:Community&Well-being
Goals&Support
5-seconds rule
Feedback 4 growth
Tools:Phisical Health
Walk in the nature
Drink water
Sleep
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Resilience
Resilience is the process and outcome of successfully adapting to difficult or challenging life experiences, especially through mental, emotional, and behavioral flexibility and adjustment to external and internal demands.
A number of factors contribute to how well people adapt to adversities, predominant among them:
the ways in which individuals view and engage with the world
↑TAP
the availability and quality of social resources
INDEX
specific coping strategies
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Organization Resilience
Organization resilience is the ability of an organization to anticipate, prepare for, respond and adapt to incremental change and sudden disruptions in order to survive and prosper.
(anticipate problems)
Foresight
(interpret the situation and respond accordingly)
Insight
(assess the action that has been taken)
Oversight
(learn from the experience)
INDEX
Hindsight
The organizational resilience methodology can be summed up as the following:
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Why is organizational resilience important?
If an organization can anticipate and plan for an adverse situation, the eventual outcome will likely be more favorable than if the organization was taken by surprise.
INDEX
Mental health
Start
Personal level
Tools
Tool 1: Daily plan
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Considering that each person has 24 hours a day, it is necessary to learn how to manage them.
In daily mode, the main thing is to take into account not only the time for work, but also the time for other areas of life. It is better to start compiling a daily regimen with long-term tasks, for example, sleep, work hours (for example, from 8:00 to 16:00) As well as constantly repeating every day, such as breakfast, lunch, dinner , etc. In this case, you will have the foundation of your day.
First Step
INDEX
Tool 1: Daily plan
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The next step in the daily routine is to plan your time for yourself. It can be hobbies, hobbies, time spent with yourself. It is recommended to have at least 1 hour a day of this type of activity.
The next section is self-education. This is the time to explore something new for you.
The next part is time for relationships with people. It can be relationships with loved ones, relatives, neighbors and everyone you can call your environment.
INDEX
Thus, it turns out that the daily routine helps to maintain the balance of the spheres, develops a sense of stability and personal resilience.
Tool 1: Daily plan
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What resources are needed
Every day 15 minutes a day.
Willpower, time, notepad or device
Daily planning will help develop stability, provide an opportunity to see the personal possibilities of time, give more confidence and peace of mind.
INDEX
How much time is needed
Potentially expected result
Tool 1: Daily plan
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Keywords
Stability, personal resilience, time, plans,mental health
Connection with resilience of NGO
INDEX
When an NGO worker does not feel personal resilience, it is very difficult to maintain the resilience of the organization.
Tips
You can schedule your day by the clock, which will make it easier for you to see your time possibilities.
Digital tools can help you use these practices and adhere to quality planning. You can use: - Google Calendar - Google Notes - Plan in Microsoft Excel file
Tool 2: Hand-made activities
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It is recommended to plan handmade activities in advance. This helps to see system results even if they are small.
Each person learns and improves his knowledge throughout his life.
- is learning and visible results in the "here and now" format help to maintain calmness, self-confidence and mental stability.
Handmade
It is important to consider that handmade activities need to be prepared (materials, space, choice of teacher, etc.).
INDEX
Tool 2: Hand-made activities
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Materials according to direction (paints, brushes, paper, decorations, clay)
What resources are needed
Every week 30 minutes.
INDEX
Weekly hand-made activities will help develop calmness, give you the opportunity to see the result of your activities, give more confidence and calmness.
How much time is needed
Potentially expected result
Tool 2: Hand-made activities
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Keywords
Stability
Personal resilience
Calmness
Confidence
INDEX
Knitting
Pottery
Drawing
Tips
- drawing by numbers promotes concentration, helps to distract from problematic or stressful situations. Develops patience and self-discipline.
- the tactile experience of pottery can be meditative in nature, help relieve stress and induce a deep sense of relaxation and well-being.
- can help with being mindful which is focusing one’s awareness on the present. By relaxing into knitting, attention can be focused on breathing, clearing thoughts. (Knitting figures/decor elements)
Tool 3: Building relationships with people
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Building relationships with people is an important part of mental health.
Building relationships with people includes:
Attention to certain people
Communication with them
Joint activities
Support
INDEX
Gift selection
Help
Building relationships with people helps helps to create long-term and reliable connections and bonds, making the person feel more confident and able to develop their personal community
Tool 3: Building relationships with people
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What resources are needed
How much time is needed
Every day. Minimum 1 hour per day.
Potentially expected result
Feeling of confidence, support and calmness. Building your personal community.
INDEX
Time and opportunity to meet. Meeting point.
Tool 3: Building relationships with people
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Keywords
Stability
Personal resilience
Calmness
Confidence
Connection with resilience of NGO
INDEX
Every stable contact with people helps to develop in a personal and professional field.
Tip 2
Tip 3
Tip 1
Congratulate people in your community on the holidays.
Ask people in your community how you can help them.
Meet regularly with people in your community as much as possible.
Start
Community & Well-being
Personal level
Tools
Tool 1: Goals & Support
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Research on the topics of happiness & resilience shows that social environment is a crucial factor of personal well-being. You might have heard that 5 people you spend most time with shape you:
habits-wise
lifestyle
mindset
finances
INDEX
Non-smokers start smoking in the company of smokers and non-travelers set for their first trip in the company of frequent travelers. Moreover, there is evidence that the reaction of the first person you share your ideas/goals defines whether you’re going to pursue them.
Hence, it’s important to understand:
What you want: your goals, dreams, aspirations;
Analyze who are people you spend most time with and whether they’re inspiring or expiring towards your goals.
Tap Here
Tool 1: Goals & Support
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For this, write down 4 current important goals for you in the following areas:
INDEX
health
wealth
relationships
career
Then write down the names of people you’re actively connected to.
Think whether each of these people bring you closer to your goals or further: if you want to learn to dance, are there any active dancers or any critics who would laugh at you outloud?
For each goal note 2-3 people who can support you and make an agreement with them about the next steps.
If you don’t have such people in your close environment - who can you potentially connect to, find online or through people you know?
Tool 1: Goals & Support
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What resources are needed
Notebook/Notes on laptop or phone
INDEX
Clarity about current important goals and people to support you
40 minutes
How much time is needed
Potentially expected result
Tool 1: Goals & Support
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Keywords
Resilience, People, Goals, Happiness, Support
INDEX
Clarity of personal goals and people/resources around who can contribute to them is as important on an organizational level as on personal.
Connection with resilience of NGO
Tool 2: 5-second rule
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INDEX
Brain magnifies fear of a new or uncomfortable action needed to reach our goals/achievements to protect us: it creates a spotlight effect and paralyzes us.
In this way we postpone acting upon making important calls, leaving a non-satisfying job, making new contacts with people etc.
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Tool 2: 5-second rule
Important
When acting, the end results (yes/no) are less important than building a muscle of action and courage, so focus on it in your first week.
Tip 2
Tip 1
INDEX
What resources are needed
How much time is needed
Notebook, pen
15 minutes every day
What can be done in the moments of hesitation is a backwards count: 5-4-3-2-1. The moment you have an instinct to act upon a goal (from simply getting out of bed and going to the gym to sending a CV/emailing a new potential partner), count 5-4-3-2-1 and physically move before your brain kills it. From the moment you have an instinct to change your life, you only have 5 seconds before your brain shuts it down.
Make a list of 10 things you were procrastinating and want to start acting upon. Find a buddy - a person who will support you and make a 7-day challenge where you start acting upon things which are uncomfortable/scary/new but important for you. At the end of each day have a short talk or call with your buddy to share your successes.
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Tool 2: 5-second rule
Keywords
Connection with resilience of NGO
This tool will also help to take risks when necessary in a professional environment.
Resilience, action, perseverance, courage, self-esteem.
INDEX
Potentially expected result
The habit of acting contributes to building up more courage and confidence, less anxiety and improved self-esteem.
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Tool 3: Feedback 4 Growth
is a tool for personal growth and building resilience.
Oftentimes we have a very limited vision of ourselves and have no idea how people around us perceive us: it might affect our relationships, atmosphere in the office, long-term work together. It’s important to create space & time to ask for feedback and look into the blind spot of not knowing.
To do so (although it might be scary and uncomfortable) have in mind a few things: ask for feedback from people whose opinion you care about, see feedback as a gift - you might accept it or reject it after all, have the intention to grow & create impact rather than protect or excuse yourself.
Constructive feedback
INDEX
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Tool 3: Feedback 4 Growth
Make a list of 5-7 people in a professional environment you think might help you grow. Best - find time in person to sit down and ask each of them for feedback without external distractions and rush.
First, introduce the context: why you’re collecting feedback, why you chose them, what you expect from this conversation.
Ask them about:
- what they see as your strong sides; - what can be improved when it comes to work & work relationships.
INDEX
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Tool 3: Feedback 4 Growth
Give them time to think and keep silent: don’t go into excuses, just reply: ‘Thank you’.
You can also ask them for additional details/situations if what they say is unclear and suggestions for the next steps.
INDEX
Pay attention to facts, not interpretations.Remember that these are their feelings and perspective, respect it and see what can help you grow in the future.
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Tool 3: Feedback 4 Growth
What resources are needed
How much time is needed
Potentially expected result
Keywords
Connection with resilience of NGO
INDEX
Awareness about how other people see you: your strengths and points of growth
Resilience, Feedback, Growth, Personal development
Well-set feedback loop in a professional environment will help the whole team and NGO grow exponentially and work more efficiently and consciously.
Notebook, pen, time
60-90 minutes
Start
phisical health
personal level
Tools
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Tool 1: WALK/RUN IN THE NATURE
Just heading outside for a walk in the fresh air can totally change your mood. Even if it can be difficult to find time to go out for a walk every day, it is very important to do it at least once a week.
The benefits of a walk in the nature are a lot:
-Burns body fat and strengthens muscles
-Increases energy and reduces fatigue
-Strengthens the heart and increases circulation
-Improves posture and flexibility
-Improves mental alertness, memory, creativity and problem solving
-Elevates mood and helps relieve stress and insomnia
INDEX
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Tool 1: WALK/RUN IN THE NATURE
You can choose the intensity of the run or the walk following your needs, as the way you want to take (a path in the forest, a street in the public park..).
What resources are needed
How much time is needed
Potentially expected result
INDEX
Outdoor space in the nature, sport clothes
2h Every week
More energy, More focus, Better health
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Tool 1: WALK/RUN IN THE NATURE
Sport
Connection with resilience of NGO
Keywords
Outdoor
Walk
INDEX
Run
Nature
Tip 1
Tip 2
Tip 3
When an NGO worker does not feel healthy, it is very difficult to perform in the organization.
Decide to do it with a friend or family member, to be more motivated to go.
Look at weather forecast: Choose a sunny day and avoid running during the hottest part of the day in summer.
Try to discover new places around your home/office and be curious.
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Tool 2: DRINK WATER
Keeping yourself well hydrated is really important for general health.Drinking water can prevent dehydration, a condition that can cause unclear thinking, result in mood change, cause your body to overheat, and lead to constipation and kidney stones. That’s because the majority of your brain, heart, lungs, muscles and kidneys are made of water.
The average amount of water we should drink everyday is 2 liters, but you can start setting your personal daily goal according to your needs.
INDEX
Don’t stress too much about tracking your fluid intake. The best way to be sure you are drinking enough water is to fill up a water bottle (for example of 0,5 l of water) and keep track of how often you refill.
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Tool 2: DRINK WATER
What resources are needed
Keywords
How much time is needed
INDEX
Connection with resilience of NGO
Potentially expected result
A reusable bottle for water, drinkable tap water
1 minute every hour
More energy and focus
Water, bottle, health, wellbeing, hydrated
When an NGO worker does not feel healthy, it is very difficult to perform in the organization.
Tips
Refill the bottle every time you can
Put the bottle on your desk, so you will remember to drink every time you see the bottle
You can also prepare tea or infusions (no sugar)
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Tool 3: SLEEP
A good night's sleep is just as important as regular exercise and a healthy diet.
Research shows that poor sleep has immediate negative effects on your hormones, exercise performance and brain function It can also cause weight gain and increase disease risk in both adults and children.
In contrast, good sleep can help you eat less, exercise better and be healthier.
Steps
INDEX
Over the past few decades, both sleep quality and quantity has declined. In fact, many people regularly get poor sleep.
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Tool 3: SLEEP
What resources are needed
INDEX
At least 7 hours every day
Calm and dark bedroom, offline devices, comfortable bed and pill
How much time is needed
Doing calming activities before bedtime, such as taking a bath or using relaxation techniques, might promote better sleep. Limit daytime naps.
Create a room that's ideal for sleeping. Often, this means cool, dark and quiet. Consider using room-darkening shades, earplugs, a fan or other devices to create an environment that suits your needs.
Regular physical activity can promote better sleep, but avoid being active too close to bedtime.
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Tool 3: SLEEP
Keywords
More energy, more focus
INDEX
Sleep, rest, energy, night, bed
Connection with resilience of NGO
When an NGO worker does not feel healthy, it is very difficult to perform in the organization.
Potentially expected result
Try to explain to people you live with how much important is sleeping good for you
Try to go to bed and get up at the same time every day: Try to limit the difference in your sleep schedule on weeknights and weekends to no more than one hour. Being consistent reinforces your body's sleep-wake cycle.
Avoid prolonged use of light-emitting screens just before bedtime.
Start
Digital readiness
organisational level
Tools
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Tool 1: What’s your brand?
Branding an emotional feeling about an organization that carries their identity visually and makes them stand out against others.
There are 2 aspects of Branding:
INDEX
Visual
And since we perceive images 60.000 times faster than text (yes, that’s real), it only makes sense we talk about Visual Branding first.
So, why is it important?
Not only because we perceive it literally thousands of times quicker than text, but also because without it your target audiences cannot tell you apart from other organizations who also offer similar services to yours. “𝙒𝙝𝙖𝙩 𝙢𝙖𝙠𝙚𝙨 𝙩𝙝𝙞𝙨 𝙤𝙣𝙚 𝙨𝙩𝙖𝙣𝙙 𝙤𝙪𝙩?”. Well, a lot of times it’s just good Branding.30
Non-Visual
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Tool 1: What’s your brand?
Here are several tips:
Think about this
2. Consistency important.
1. It`s not only the logo that matters.
INDEX
People see Branding usually as just a logo, but it’s more than that. It’s how we visually shape every corner of our online and offline presence. And when everything that you do has its own style, its own Brand, it stands out from the rest, people recognize and are gravitated towards it.
A brand can evolve, but not rapidly change from one day to another. Think about it this way: would people still recognize your house if you revamped it drastically every couple of months, throwing away everything and starting from scratch? Probably not. This is why they usually say “𝗳𝗶𝗻𝗱 𝗼𝗻𝗲 𝗯𝗿𝗮𝗻𝗱 𝗮𝗻𝗱 𝘀𝘁𝗶𝗰𝗸 𝘁𝗼 𝗶𝘁”.
●𝙒𝙝𝙖𝙩'𝙨 𝙮𝙤𝙪𝙧 𝙤𝙧𝙜𝙖𝙣𝙞𝙯𝙖𝙩𝙞𝙤𝙣'𝙨 𝙫𝙞𝙨𝙪𝙖𝙡 𝙞𝙙𝙚𝙣𝙩𝙞𝙩𝙮? ●𝘏𝘰𝘸 𝘥𝘰 𝘺𝘰𝘶 𝘸𝘢𝘯𝘵 𝘱𝘦𝘰𝘱𝘭𝘦 𝘵𝘰 𝘱𝘦𝘳𝘤𝘦𝘪𝘷𝘦 𝘺𝘰𝘶? ●𝘞𝘩𝘢𝘵 “𝘷𝘪𝘣𝘦” 𝘥𝘰 𝘺𝘰𝘶 𝘸𝘢𝘯𝘵 𝘺𝘰𝘶𝘳 𝘣𝘳𝘢𝘯𝘥 𝘵𝘰 𝘦𝘹𝘶𝘥𝘦? 𝘍𝘶𝘯? 𝘗𝘳𝘰𝘧𝘦𝘴𝘴𝘪𝘰𝘯𝘢𝘭? 𝘚𝘰𝘮𝘦𝘵𝘩𝘪𝘯𝘨 𝘦𝘭𝘴𝘦? ●𝘞𝘩𝘢𝘵 𝘷𝘪𝘴𝘶𝘢𝘭 𝘤𝘶𝘦𝘴 𝘤𝘢𝘯 𝘺𝘰𝘶 𝘦𝘮𝘱𝘭𝘰𝘺, 𝘴𝘰 𝘱𝘦𝘰𝘱𝘭𝘦 𝘤𝘢𝘯 𝘴𝘦𝘦 𝘺𝘰𝘶 𝘧𝘰𝘳 𝘸𝘩𝘰 𝘺𝘰𝘶 𝘢𝘳𝘦?
Make a moodboard of your organization’s brand. More about branding design: https://www.manypixels.co/blog/post/branding-design
People see Branding usually as just a logo, but it’s more than that. It’s how we visually shape every corner of our online and offline presence. And when everything that you do has its own style, its own Brand, it stands out from the rest, people recognize and are gravitated towards it.
A brand can evolve, but not rapidly change from one day to another. Think about it this way: would people still recognize your house if you revamped it drastically every couple of months, throwing away everything and starting from scratch? Probably not. This is why they usually say “𝗳𝗶𝗻𝗱 𝗼𝗻𝗲 𝗯𝗿𝗮𝗻𝗱 𝗮𝗻𝗱 𝘀𝘁𝗶𝗰𝗸 𝘁𝗼 𝗶𝘁”.
●𝙒𝙝𝙖𝙩'𝙨 𝙮𝙤𝙪𝙧 𝙤𝙧𝙜𝙖𝙣𝙞𝙯𝙖𝙩𝙞𝙤𝙣'𝙨 𝙫𝙞𝙨𝙪𝙖𝙡 𝙞𝙙𝙚𝙣𝙩𝙞𝙩𝙮? ●𝘏𝘰𝘸 𝘥𝘰 𝘺𝘰𝘶 𝘸𝘢𝘯𝘵 𝘱𝘦𝘰𝘱𝘭𝘦 𝘵𝘰 𝘱𝘦𝘳𝘤𝘦𝘪𝘷𝘦 𝘺𝘰𝘶? ●𝘞𝘩𝘢𝘵 “𝘷𝘪𝘣𝘦” 𝘥𝘰 𝘺𝘰𝘶 𝘸𝘢𝘯𝘵 𝘺𝘰𝘶𝘳 𝘣𝘳𝘢𝘯𝘥 𝘵𝘰 𝘦𝘹𝘶𝘥𝘦? 𝘍𝘶𝘯? 𝘗𝘳𝘰𝘧𝘦𝘴𝘴𝘪𝘰𝘯𝘢𝘭? 𝘚𝘰𝘮𝘦𝘵𝘩𝘪𝘯𝘨 𝘦𝘭𝘴𝘦? ●𝘞𝘩𝘢𝘵 𝘷𝘪𝘴𝘶𝘢𝘭 𝘤𝘶𝘦𝘴 𝘤𝘢𝘯 𝘺𝘰𝘶 𝘦𝘮𝘱𝘭𝘰𝘺, 𝘴𝘰 𝘱𝘦𝘰𝘱𝘭𝘦 𝘤𝘢𝘯 𝘴𝘦𝘦 𝘺𝘰𝘶 𝘧𝘰𝘳 𝘸𝘩𝘰 𝘺𝘰𝘶 𝘢𝘳𝘦?
60-90 minutes
Team, laptop, moodboard tool (e.g. Milanote)
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Tool 1: What’s your brand?
INDEX
What resources are needed
How much time is needed
The first draft of your NGO visual brand: your logo, colors, tone of voice.
Digital readiness, communication, branding, visual identity
What is the connection of this tool with resilience of NGO
Branding is what will help your organization survive VUCA times: people will follow the brand, not activities or content.
Potentially expected result
Keywords
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Tool 2: Know your audience!
Who are you trying to reach and attract to your organization?
Maybe you are trying to attract youth who live in a rural area in Spain. Maybe it’s teenagers in Bulgaria who don’t speak much English, adults who are professional trainers with years of experience, or elders who don’t know how to use technology much. This will not determine who you are, but how you 𝘀𝗵𝗮𝗽𝗲 your content, your identity and how you can map out a strategy to effectively reach them.
INDEX
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Tool 2: Know your audience!
However, there’s an important step to be made before planning out your strategy:
And how can you actually create personalized content that appeals to your target audience without resorting to endless generalizations?
Who are these groups for your organization?
It’s time to think about personas.
𝗣𝗲𝗿𝘀𝗼𝗻𝗮𝘀 are profiles created by you that represent a group of your target audience that has similar characteristics and could be addressed in the same manner.
INDEX
60-90 minutes
Team, laptop, mindmap tool
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INDEX
What resources are needed
How much time is needed
Understanding of your personas and how to communicate with them online
Digital readiness, communication, persona, branding, target group
What is the connection of this tool with resilience of NGO
A part of digital readiness is ability to reach your target groups and speak their language.
Potentially expected result
Keywords
Tool 2: Know your audience!
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Tool 3: Communication Strategy
Non-visual (verbal) Branding has long been overlooked when building the brand strategy of an organization, due to the undeniable potential graphic design and visual identity holds.
Well, in reality, non-visual branding has the same level of importance as visual branding; 𝗧𝗵𝗲𝘆 𝗮𝗿𝗲 𝟮 𝘀𝗶𝗱𝗲𝘀 𝗼𝗳 𝘁𝗵𝗲 𝘀𝗮𝗺𝗲 𝗰𝗼𝗶𝗻.
When it comes to words, there are two aspects to keep in mind:
Target audience
Brand itself
INDEX
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Tool 3: Communication Strategy
The first aspect refers to the people you want to receive your message. Here, as we discussed, personas can become an important tool, in terms of grouping your audience and the best ‘tone of voice’ to refer to them. Your tone is important, as it is representative of how people perceive you (friendly, snobbish, etc.).
On the other hand, your brand is the focal point of any communication strategy you might choose. By focusing on the non-visual branding, you build your brand’s voice that illustrates the very you, your goals, ideas and mission. A unified voice (for example in your posts) can make your brand more trustworthy, as well as recognizable to the greater audience. Words can give your brand a personality that attracts people, makes them identify with you and of course choose you over another brand. And here, consistency is again the key to create your unique identity.
INDEX
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60-90 minutes
Team, laptop, mindmap tool
Tool 3: Communication Strategy
Here are 3 tips to create your own non-visual branding:
𝙎𝙝𝙤𝙬 𝙮𝙤𝙪𝙧 𝙫𝙖𝙡𝙪𝙚𝙨
𝙐𝙨𝙚 𝙃𝙖𝙨𝙝𝙩𝙖𝙜𝙨
𝙐𝙨𝙚 𝘽𝙧𝙖𝙣𝙙 𝙎𝙩𝙤𝙧𝙮𝙩𝙚𝙡𝙡𝙞𝙣𝙜
INDEX
What resources are needed
How much time is needed
2-3 posts that reflect the essence of your NGO and communicate your values and story
Potentially expected result
Words can reflect the values of your brand in subtle, but significant ways - and values are a strong point of connection within your organization and your target groups. If, for example, you want to showcase that your brand is actually inclusive, you might start using a gender-free language to make everyone feel included in your mission!
Hashtags are a great example of non-visual branding, as it is an easy way to describe your brand, by your chosen motto! Write 2-3 posts together with your team that will reflect NGO values, include relevant hashtags and make it juicy with a story.
How did your team meet? What is your purpose, your vision? Can you think of a story that best describes your identity and your brand? People are highly attracted to stories, since this allows them to engage with your content and build a connection with your brand. Storytelling is a key in order for your audience to identify with you and your challenges, as it gives out a more human touch to your brand.
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Tool 3: Communication Strategy
Keywords
What is the connection of this tool with resilience of NGO
Digital readiness
Communication
Branding
INDEX
Visual identity
By defining a communication strategy you’ll be able to build a community of fans who are going to support your organization and promote it.
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Volunteering
ORGANIZATION level
Tools
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Tool 1: Recognize Volunteers
Volunteers should be recognized for their efforts. Each of the volunteer can have different expectations of the recognition.
Some of the volunteers can appreciate the certificate, T-shirts or awards. We need to analyse which recognitions volunteers can appreciate.
The volunteer recognition strategies had to be defined according to the preferences of the volunteers.
In order to develop an “ideal” recognition system, one should use a mixture of different recognition actions and procedures to be able to reach every type and different personalities of volunteers.
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Tool 1: Recognize Volunteers
Team, laptop, mindmap tool
1h every month for each volunteer
When an NGO recognize the work of the volunteers, they tend to trust more in the organization and stay even in difficult situations
What is the connection of this tool with resilience of NGO
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What resources are needed
How much time is needed
More volunteers, happier volunteers, more motivated volunteers, long term volunteers
Volunteer, expectations, gifts, recognition, exchange
Potentially expected result
Keywords
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Tool 1: Recognize Volunteers
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Tips:
This tool can also help your organizations to find the ways how to appreciate volunteers without spending a lot of money. https://goo.gl/KTrKpW
Try to schedule some moments during the year in which the responsible of the volunteers can think about the recognize process and concretely plan and organize all the steps and the stuffs Find some formal or informal moments when you can speak with the volunteers and try to understand what they are expecting as a recognition
Concrete ideas for recognition of volunteers can be divided into some categories: - The volunteers’ development, growth and information (additional training with costs covered by the organization, send them to conferences and meetings..) - Teamwork (put in practice volunteers’ own ideas or activities, upgrade their position and give them more responsibility - Recommendations (reference letter, oral or written recommendations to potential employers, teachers, donors, etc) - Gratitude (Say thanks when a project is finished, provide them with constructive feedback, offer friendship and care to the volunteers, greet volunteers on the arrival and departure - Celebrations: birthday surprise party, religious celebrations (Christmas, Easter, Ramadan), team dinner or a drink for the successful end of the project - Small gifts (souvenirs, organizational T-shirts, mugs, badges and other promotional material - Office facilities (free internet, key of the office, computer, coffee, tea, snacks, etc. to consume while working)
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Tool 2: Planning of volunteer program
Volunteer program must fit into the strategy of the organization, its vision, values and the mission statement. The volunteer programs of the organizations had to be prepared according to the needs of the target group, local community and organization itself.
A volunteer program defines:
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The objective of the program, place and period of its realization and how many hours or days per week volunteers are expected to work.
A description of the program / project where volunteers are needed.
The required number and profile of other staff (coaches, mentors, supervisors, etc.).
The required number of volunteers and their profile (profile includes specific education, skills, experience, age, etc.).
Material and financial resources necessary for the volunteers management and recognition
Description of other support activities – if necessary (training and preparation of the volunteer, preparing promotional campaigns, plan of activities of supervision and evaluation of the work of volunteers, etc.).
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Tool 2: Planning of volunteer program
Keywords
More organized volunteers team
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What resources are needed
A working day every 6 months
Computer, office
Connection with resilience of NGO
How much time is needed
Volunteer, program, planning, strategy, needs
When an NGO don’t know how to organize the work of the volunteers, a lot of energy and resources are lost.
Potentially expected result
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Tool 2: Planning of volunteer program
Tips!
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Needs assessment can be made through: • the analysis of the needs and expectations of the group that will directly benefit from the voluntary services (users of voluntary services) • the analysis of the needs and expectations of the group that will perform volunteer services (volunteers) • analysis of the needs and expectations of the group that creates and implements the entire volunteer program (the ngo) • the analysis of the needs and expectations of the entire local community.
Schedule a moment every months to monitor this process and adjust if something is not working the best way.
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Tool 3: Monthly report
One of the most relevant tools for volunteer project monitoring is the volunteers monthly report form.
This form is introduced to the volunteer’s coordinators as a way of measuring their volunteers’ acknowledgment and evaluation on each month activity.
The tool helps to put a certain importance on each activity and makes the volunteer to run through the activities they have been doing for the whole month.
Besides volunteer is asked to give an evaluation both on his/her work and on the activity. They are also asked to introduce new ideas for improving the activity through this tool.
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Tool 3: Monthly report
What resources are needed
Potentially expected result
Keywords
How much time is needed
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2h every month
Computer, office
More organized volunteers team and feedbacks on what is working and what is not working
Volunteers, Coordinator, Report, Feedback, Evaluation
Connection with resilience of NGO
When an NGO don’t know how to organize the work of the volunteers, a lot of energy and resources are lost
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Tool 3: Monthly report
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Tip 1
Tip 2
Tip 3
Fix a moment every month in which the volunteers can do the report being together in the office: it will help them to better focus on it and reflect together on what they are doing
Try to find interactive ways to make the volunteers share their experience (questionnaires, games..)
Create a template that you can use every time where the volunteers can write the answers to the questions you create
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Financial Sustainability
ORGANIZATION level
Tools
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Tool 1: Organization's annual budget
The budget tool should contain 2 parts
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Income
Expenses
Part of the income should be divided into parts depending on the receipt of money in your organization. For example, supported projects, sponsorship, membership fees, etc.
Part of the expenses should be scheduled according to the regular monthly items and the variable part in each month individually. Consider in terms of costs: taxes, administrative costs, etc.
Stability, organization resilience
1 week per year for the annual plan + 1 day per month for correction.
Information about the needs of the organization. Annual activity plan.
The organization can objectively understand what resources are in what period of activity. The budget allows you to build the stability of the organization.
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Tool 1: Organization's annual budget
What resources are needed
How much time is needed
Keywords
Potentially expected result
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Tips→
Excel file with the budget set in your organization.
Special programs and applications that will help draw up a budget (CoinKeeper, Monefy, Alzex Finance etc.)
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Tool 2: List of donor organizations
Create a list of priority areas with which your organization works.
Find all possible organizations that can support your initiatives.
Subscribe to the newsletter if the organization has such an opportunity.
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Have one member of your team responsible for regularly monitoring new features.
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Tool 2: List of donor organizations
Monitoring new opportunities 1 day per every month.
Keywords
Information about the needs of the organization. Annual activity plan.
Scheduled time to create projects. Stable financial support.
What resources are needed
How much time is needed
Stability, organization resilience
Potentially expected result
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Tool 3: Organization resource monitoring
At the end of each quarter, you can plan your activities for the quarter ahead. And monitor what resources you need.
The main resources that need to be monitored are:
Human resources
Financial resources
Organizational resources
Contacts as resources
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Tool 3: Organization resource monitoring
What resources are needed
How much time is needed
Keywords
Potentially expected result
Stability, organization resilience
Every quarter a year
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Information about the needs of the organization. Annual activity plan. Organizational strategic plan.
Scheduled time to create projects. Stable financial support.