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THE ORGANIZED ORGANIZATION

 
What is the Organized Organization?
The definition of the "Organized Organization" is self-implied. When an organization is organized, it is poised for efficiency and effectiveness. And when an organization is efficient and effective in its work, it produces quality programs, develops strong leaders, and amplifies voices.

Why is the Organized Organization Important?
Many student groups tend to be disorganized at a variety of levels ranging from unclear reporting structures to poor communication to lack of direction. Being an organized organization not only generates clarity in terms of what to do, when to do it, and how to do it, but it also produces an aura of collectivity, a reputation of excellence, and an image of unity.

resources for the organized organization >
reporting structure || communication || to-do lists & timelines || agendas & minutes

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Reporting Structure

What is a Reporting Structure?
A reporting structure refers to one of two things:

(1) Who reports to who on an executive board and/or committee
(2) What is reported, how often is it reported, and where/how is it reported.

Why is a Reporting Structure Important?
In addition to keeping the organization organized, a reporting structure ensures efficient communication and information sharing.

Who Reports to Whom?
In an organization, leadership tends to be in the form of an executive board or committee that is frequently ordered hierarchically by positions (i.e. president, vice president, treasurer, secretary, etc). When a board is ordered this way, each position often works with other positions. And since there is a hierarchy, positions are related to each other in terms of who reports to whom.

- For example:
 

• An executive board may have a president, vice president, treasurer, secretary, public relations chair, marketing chair, social chair, and cultural chair. A reporting structure may be as follows:
• President handles all external matters.
• Vice president handles all internal matters.
• The treasurer reports to the president since his/her responsibilities are external.
• The public relations chair and marketing chair also report to the president since their responsibilities are external.
• The secretary reports to the vice president since his/her responsibilities are internal.
• The social chair and cultural chair also report to the vice president since their responsibilities are internal.

The reporting structure varies according to how position titles and responsiblities.

Reports
Each person of position on an executive board should keep everyone else informed of his/her progress with responsibilities, assignments, and tasks. Reports should be developed and distributed on a regular basis (i.e. once a month). Not only do reports keep everyone updated but they keep everyone accountable as well.
        The content of a report depends on what everyone would like to know. Generally, a report should be detailed. In addition, reports should be submitted in a timely manner since job responsibilities tend to be dependent on each other.

- For example:
If the treasurer does not inform the social chair that the funds for the upcoming concert will not be transferred for another two weeks, that is an important piece of information that the social chair needs in order to do his/her job.

Keys to Strong Reporting

• Clarity: In terms of who reports to who, the reporting structure should be clearly communicated and written down. In terms of reports, they should be typed up so that sharing and archiving are easy. Also, reports should be written clearly so that they are not difficult to read.
• Accessibility: The reporting structure and reports should be made readily available to anyone who wants to access them. An archive is recommended.
• Regularity: Reports should be due regularly to avoid confusion and keep everyone informed. To maintain regularity, someone (often the secretary) should be in charge of reminding others to submit reports in a timely manner.
• Timeliness: Reports should be submitted on time so that work of the organization does not fall behind. Remember, if one person falls behind, everyone tends to fall behind as well.
• Detailed: Reports should be as detailed and clear as possible. Vague notes does not help anyone.

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Communication

Why is Communication Important?
Communication is a critical element of any organization and its importance is rarely doubted. Nonetheless, poor communication is constantly a glaring weakness of many student groups. Communication is important because it allows leadership and members to dialogue, share information, as well as offer and gain feedback with in order to learn as individuals and progress as an organization.

Modes of Communication
For all intents and purposes of student groups, communication can be generally divided into three modes:

• Verbal modes: i.e. word-of-mouth, phone, etc
• Printed modes: i.e. flyers, posters, banners, etc
• Electronic modes: i.e. email, websites, etc

Keys to Strong Communication
Although communication is rarely perfect, here are some keys to keeping it strong:

• Regularity: Communication should be constant with no significant lags. You always want to be communicating something amongst your fellow leaders and with members. There is no such thing as over-communicating.
• Concision: Communication should be detailed yet succinct. Use efficient language and formatting.
• Accuracy: Communication should be double-checked for accuracy of information. Nothing is more annoying than getting one email that has the wrong information and then getting a series of other emails to clarify the previously wrong email.
• Optimization: Communication should occur through as many modes or media as possible. Avoid relying solely on one mode (i.e. email). Use different modes of communication as your resources allow.

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To-do Lists & Timelines

What are To-Do Lists & Timelines?
To-do lists and timelines are two mutually reinforcing tools you can use to organize and monitor your work generally or on a specific project. To-do lists and timelines are fairly self-explanatory (see below for more information).

Why are To-Do Lists & Timelines Important?
To-do lists help leaders outline what they need to do to complete tasks and responsibilities while timelines help to remind when things need to be completed in order to stay on schedule. Together, to-do lists and timelines basically conceptualize what an organization needs to do and when it needs to do it. In addition, they offer organizational leaders a visual representation of progress.

Who Should Do To-Do Lists & Timelines?
Generally, the following people should consider doing to-do lists and corresponding timelines:

• Each individual leader or executive board member should have his/her own to-do list and timeline
• There should also be one general to-do list and timeline for the entire organization to follow
• In addition, committees within an organization should develop and follow their own respective to-do lists and timelines
  

Keys to Strong To-Do Lists & Timelines

• Documentation: Both should be written or typed so that there is a formal record that can be referred to periodically.
• Accessibility: Both should be made readily available for viewing.
• Shared: Both should be shared with everyone. Individual to-do lists and timelines should be shared with others. And the organizational to-do list and timeline should be known by all.
• Updated: Both should be updated as circumstances make it necessary to change the work that needs to be done and when it needs to be done.
• Visited often: Both should be referred to often so as to stay on track with what is stated.
• Realistic: Both should be as realistic as possible. Avoid creating tasks that may be extraneous or difficult to complete, especially in a timely manner.
• Buffered: Both should take into account the busy life of a college student as well as unforeseen circumstances that may occur.
• Correspondence: Both should correspond with each other. In addition, the timelines of all leaders should correspond with each other as well as with the general timeline of the organization.

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Agendas & Minutes

What are Agendas?
Agendas are most common during meetings. An agenda is a general schedule of things that need to be accomplished during a meeting.

What are Minutes?
Like agendas, minutes are most commonly related to meetings. Meeting minutes is an outline of the proceedings of a meeting. Basically, minutes describe what was said and done during a meeting.

Why are Agendas Important?
Agendas are important because they give focus to meetings or programs. Agendas may be general in nature so as to allow for flexibility. On the other hand, agendas may be very detailed and strict so as to keep things on track. Agendas are also good records to archive for the future.

Why are Minutes Important?
Minutes are important because they allow anyone who was not able to attend to know the same information and even feelings that anyone in attendance received or experienced. Like agendas, minutes are good records to archive for the future.

Keys to Strong Agendas

• Documentation: Agendas should be written or typed so that there is a formal record that can be referred to in the future.
• Accessibility: Agendas should be made readily available so that attendees can view them. For example, copies of the agenda can be handed out to everyone or the agenda can be written on a chalkboard.
• Organization: Agendas should be organized in a logical manner so that focus is maintained. The person facilitiating the meeting or program may allow for tangents but should also keep things on track.

Keys to Strong Minutes

• Documentation: Minutes should be written or typed so that there is a formal record that can be referred to in the future.
• Accessibility: Minutes should be made readily available so that anyone who missed the meeting or program can later read what was said and done.
• Organization: Minutes should be organized in a logical manner while also taking into account the nature of how dialogue and proceedings actually went (i.e. documenting mood, emotions, tangents, etc).
• Detailed: Minutes should be as detailed as possible to give non-attendees a complete description of meeting or program dialogue and proceedings. Basically, minutes add the details to the agenda.

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