Sep 03

Psychology of the business.

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On the different aspects of consumer and employee needs that are included within the psychology of business.

The modern world is dominated by global businesses and corporate houses and any large scale enterprise requires a systematic understanding of employee and consumer demands, both material and non-material. The performance of business organizations depends on the performance of employees and the needs and expectations of the consumers, and so the ‘human’ factor is central to the success of any business. In recent years, say from the last part of the 20th century, there have been several changes in our understanding of human nature as it relates to work and performance in organizations and the primary focus in now on communication, leadership skills, and employee satisfaction. All these factors are important in enhancing the overall performance of any business organization.

The psychology of business is thus primarily the psychology of employees and the psychology of consumers and it’s the organization that is responsible for maintaining the balance between consumer demands and employee demands.

The Psychology of Employees - First let us talk about the psychology of employees. Any business house is operated by a number of employees and some of them are part of the higher management and are also considered as partners of business. The major elements that should be part of understanding the psychology of employees would be

1. Communication – Employee communication and understanding of business goals is an integral part of success and it is the duty of the management of an organisation to maintain direct and clear communication procedures through video conferences or seminars and presentations that would clearly state the mission and vision of the company. The communication between management and the other employees is thus a key aspect of employee or personnel psychology

2. Leadership – Any human resource manager or career counselor would focus first on developing leadership skills and leadership is an integral part of business because our inner leadership skills help us to break the mould and do something different and pioneering. Leadership skills in employees are important as team leaders in an organization are required to motivate other employees to attain certain company objectives. Leadership is thus closely related to motivation as a highly motivated individual will also be more likely to show leadership skills

3. Satisfaction – Employee satisfaction is an important aspect of business and we hear of several companies declaring large pay packages and incentives to retain the best talent. Job satisfaction, material satisfaction in terms of salary and bonuses, and social satisfaction with regard to the work ambiance are essential aspects of business and all businesses will have to pay specific attention to employee social, financial and emotional satisfaction. Fulfilling the needs of employees should be the primary focus of companies and this could be in accordance with Maslow’s hierarchy of needs in which it has been suggested that financial security, personal safety would be very important to humans followed by emotional need for social contact and connection and then we have esteem needs for social status and reputation.

Employee psychology is thus based on these three major factors or elements of business and all businesses should pay considerable attention to employee communication, leadership and motivation and employee satisfaction as essential aspects of psychology of business that can in turn enhance performance.

The Psychology of Clients/Consumers - Apart from employees, the consumers or customers are an integral aspect of business and the business management or corporate heads will have to understand the needs of customers as well in order to expand their business potential. Consumer psychology is based on several elements and this has a direct relation to whether businesses will thrive in a competitive global environment. Consumer psychology is shaped by the following related factors.

1. Innovation – Consumers are ever curious and eager to buy new products and services and their own expectations and satisfaction tend to drive business innovation. Innovation is the direct result of consumer necessities and any innovative or novel product immediately gets consumer attention. The apple iPod or iPhone attracted consumer attention with the novelty so innovation as it relates to business has a direct impact on consumer psychology.

2. Branding – Brands indicate social status and many individuals prefer to buy branded products as these products promise quality and enhances social prestige. Women spend thousands on Gucci or Chanel products simply they want to be seen with designer clothes, shoes and accessories. Designer brands apart, regular brands for food products let’s say Kellogs or Nestle are company names which are perceived as brands signifying quality. Consumers are not just interested in innovation and innovative products but they are also interested in familiarity and thus innovative products of renowned/familiar brands or companies are the most successful in the market. Psychologically we are seekers of novelty and we are also seekers of familiarity and a certain amount of routine. Thus both these needs have to be balanced in case of consumer expectations and only then businesses can be successful. Brands are synonymous with company reputation and increase consumer confidence.

3. Performance – Company performance in terms of stock market indications, annual reports, projections of company profits improve consumer confidence and in business performance drives performance. Thus if a company’s prospects are bright and company growth is projected, the business halo effect works immediately and further improves business. When employee psychological factors should be considered to enhance company performance, performance in turn is a factor to meet consumer psychological demands. So business performance is a two way process, it is driven by consumer expectations and drives employee contribution.

Thus consumer psychology which is based on demands and expectations for products and services are guided by these following factors of the extent of innovativeness of a company, the brand or reputation of the company and the performance of the business organization. Employee psychology which in turn is also based on demands and expectations of employees highlights the extent to which they have communication facilities and the extent to which employees are motivated or satisfied in their jobs.

Thus the psychology of business has two distinct branches – that which deals with employee interests and that which deals with consumer interests and although these can at times overlap, the elements are distinct and I have tried to differentiate between the key elements of consumer business psychology and employee business psychology. Thus any composite organizational business psychology will consist of both these aspects of employee personal development through human resource management consisting of elements of motivation/leadership, communication and satisfaction; and expansion of consumer base through organisational goal achievements through performance, innovation and branding.

Apart from the elements discussed here, business psychology involves a whole gamut of psychological aspects considering needs of consumers, employees and the organization in general and this is also closely related with advertising, marketing, and business orientation and objectives of a company. In fact business psychology should also include company strategies as basic elements of an organizational psychology as well. Thus business psychology is comprehensive including consumer needs and employee needs and although these needs may encompass organizational needs, a distinct organizational psychology could well be drawn out from this and I will take After discussion of psychology in this series.

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Sep 03

Structure and design

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My organizational structure needs to change but I am not sure where to begin. I have taken a stab at developing a new organizational chart but am not sure if it is the best solution. Any advice?

Organizational structures generally unfold over time and usually result from years of politics and ‘just in time’ fixes to organizational problems, rather than from any formal, methodical planning. Those who are at the forefront of restructuring, often spend time and energy developing new organizational structures by sketching boxes and populating them with existing names of people in their organization.

The truth is, there is a science to organization design and without understanding some key points, leaders can often create real problems that can be felt by employees for years to come. First, it is critical to consider to what extent the structure compliments the organization’s strategy. If the organization needs to be flexible and adaptable in order to respond to change but the structure is inflexible then chaos could be on the horizon. Take time to articulate the strategy and then create a structure that will allow it to be achieved.

Also, think about how the structure of the organization takes employee’s strengths, weaknesses, and passion into consideration. After doing design work in various organizations, we have come to realize that people make structures work; structures do not make people work. Similarly, leaders have to acknowledge that old practices, styles, and capabilities probably won’t work in new organizational structures. Understanding what needs to change and how that change is going to occur – whether it be at the individual or team level – is something that leaders need to figure out as they develop new organizational designs.

Lastly, it is important to remember, that power and control are the central elements of organizational structure change. One’s identity, influence, and level of authority may be in flux, which can cause a mix of emotions including fear, excitement, and anxiety. Therefore, it becomes critical to devote just as much effort to developing an implementation plan that includes stakeholder communication to support a successful rollout as it is to creating a new organizational design.

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Sep 03

Successful business structure by creating the Organizing Committee.

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Many entrepreneurs start a business without any knowledge of the organizational structure of a healthy business! This is one of the major reasons almost 80% of businesses fail within the first four years.

No matter how big or small a business, a basic organizational structure has to be in place to give the business direction. The founder of an organization or the person in charge has to structure his or her business in a way so that it can function smoothly and flawlessly. The first step to ensuring this state is creating a basic organizing board that clearly states the functions of each section, department, and the people who run it. This means that there has to be a comprehensive command channel for each executive, manager and employee to follow, thus ensuring sanity and smooth operational flow between each terminal. By terminal is meant any post or posts a person is holding.

The best way to accomplish this task is to have a visible and easy to follow flow chart in between sections, departments and terminals that are paid to fulfill their responsibilities. It is important that the name and post of each staff member is clearly and appropriately indicated on this chart.

Terminals are not to cross over one another in a nonsensical manner! Another words the communication between each terminal has to be conducted in an orderly manner, usually from top to bottom or bottom to top without crossing over to different departments or posts if those departments or posts are not within the command channel. The best way for different departments to communicate to each other is by department heads or if communication has to take place between departments on a lower level in the chain of command it has to be with the consent of the managers or department heads so there is no unintentional miscommunication and disruption in the flow of the operation. This is not to create a dictatorship, but to create a sane environment where particles and communications can flow flawlessly without any confusion.

To further accomplish this ideal scene, it would be best to divide the business into two major divisions, the division of communication and the division of organization. The division of communication would consist of executives, communications and dissemination and the division of organization would consist of income and disbursement, production and quality control and department of image and public information.

Obviously, the functions of each department within each division has to be broken down properly and hatting for each post has to be provided through thorough training and gained experience. This system brings about stability for the business and good morale for the staff as long as they are recognized.

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Sep 02

Seven drivers of organizational success.

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When a serious attempt is made at improving organizational performance and success, it must be realized that change will take place. This change will not only affect the individuals in leadership roles. It will in addition touch those that the individual is charged to lead. The leaders will begin to lead in a new way and with a new level of energy. This new style and energy will raise the overall expectations of both the leader and those they lead.

As a result of new insight gained, it can be expected as a minimum that the following drivers of organizational change will be affected to some or even to a great degree. A more highly energized leadership team will most often seek to build off of known organizational strengths mitigate weaknesses and to more precisely define and articulate:

1. A clear mission statement – Why do we exist? What is our organizational purpose?

2. A compelling vision – What clearly describes our future desired state? What fulfills the mission?

3. A solid strategy – What is the logic and tactics that will ensure the mission and vision will be achieved?

4. A reevaluation or restatement of organizational values – What are the values the organization will both espouse and live by, that will satisfy all stakeholders’ needs? What culture do we want to create?

5. A greater focus on sustainability, growth and talent – What do we need to be doing today for our survival? What do we need to be doing to ensure future growth? What talent do we need to do both?

6. A strong emphasis on creativity, innovation and implementation – What products, services or other deliverable’s will support personal and organizational growth? How do you take these from a dream to reality?

7. A possible structure change – How do we best organize to bring about the changes needed to facilitate new organizational demands, desires strategies and needs?

My research on dynamic organizations and practical experience as both a leader and an internal/external leadership coach, has shown how important the understanding of the above stated conditions are in developing an organization that can effectively navigate in today’s environment. The seven statements and what they imply set the stage for insightful and proactive thought. They provide the building blocks needed to enhance the possibility of creating and building organizational success. They are the “touch-stones” that leaders can continually go back to when seeking a higher level of personal and organizational achievement.

In addition to the above, it is fundamental that the business aspect of the organization – profit or non-profit, public or private, business or government – be given serious consideration. As any organization comes together to play whatever game they were designed to win, of necessity that organization must demonstrate fundamental business acumen – generation of cash, profitable margins, return on assets, consistent and predictable quarter to quarter results or the collection of revenue to support the optimum distribution of service – to insure their on-going success.

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Sep 02

Policies and procedures – things you should know.

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“Surround yourself with the best people you can find, delegate authority, and don’t interfere as long as the policy you’ve decided upon is being carried out.” (R. Reagan)

Policies and Procedures are two words frequently heard in the business world and there is often confusion between the two concepts.

What is an Organizational Policy?

A Policy defines an outcome; it is a premeditated rule set by a business to guide organizational direction, employees and business decisions, and to regulate, direct and control actions and conduct. Policies can range from a broad philosophy to a specific rule. They are the direct connection between a company’s Vision and its daily operations and the underpinnings to a company’s culture.

What is an Organizational Procedure?

A procedure is a means to an end. Procedures are step by step instructions, prescribing an exact sequence of action. A procedure explains how to and who (which position) will implement the policy. Procedures are specific, factual and succinct. They may include timelines, specific forms to be used and template forms. Procedures assist in eliminating common misunderstandings which can result in costly mistakes.

What is the difference?

Together Policies and Procedures empower a process by providing clear and concise direction necessary for consistent operation. The essential differences are outlined below:

Policies
- General in nature
- Identify company rules
- Explain why rules exist
- Explain when the rule applies
- Describe to whom (what position) it applies
- Explain how it is enforced
- Describe consequences
- Provide guidance for managerial thought and action
- Flexible – allows for discretion

Procedures
- Identify specific and alternative actions
- Explain when to take actions
- Describe emergency procedures
- Include warnings and cautions
- Give examples
- Show how to complete a specific form
- Prescribe how to carry out the action through step by step instruction
- Less flexible – concise and exact sequence of activities

Why does a company need Organizational Policies?

Policies and Procedures (P&Ps) are essential when a company requires consistency in its daily operations. They provide clarity and direction re: accountability. P&Ps assist companies in meeting legal requirements set out by the Employment Standards Act, the Human Rights Code, the Occupational Health and Safety Act and numerous other compliance requirements.

A properly written policy and/or procedure allows employees to understand their roles and level of responsibility and conduct their job by making decisions within predefined boundaries. By implementing P&Ps, management can provide guidance to employees without needing to micromanage, freeing managers to focus on strategic thought.

P&Ps allow the workforce to not only understand the accountabilities and responsibilities of their own position, but also that of their co-workers, which can foster a cooperative work environment.

How big should a company be to consider implementing Policies and Procedures?

With as few as six employees there will be recurring issues. Productivity and efficiencies both from a legal and operational standpoint can be gained through the implementation of P & PS.

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Sep 02

Business innovation – organizational culture.

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Creativity can be defined as problem identification and idea generation whilst innovation can be defined as idea selection, development and commercialisation.

There are other useful definitions in this field, for example, creativity can be defined as consisting of a number of ideas, a number of diverse ideas and a number of novel ideas.

There are distinct processes that enhance problem identification and idea generation and, similarly, distinct processes that enhance idea selection, development and commercialisation. Whilst there is no sure fire route to commercial success, these processes improve the probability that good ideas will be generated and selected and that investment in developing and commercialising those ideas will not be wasted.

Organizational Culture

As idea generation is a cognitive activity, it follows that certain environments will inhibit that activity (and expression of) whilst others will foster it.

Optimum creativity and innovation occurs in a culture that includes:

a) Psychological safety. Where the individual has unconditioned worth. Where it is recognised that the individual is capable of producing without his or her value based on having to produce.

b) Psychological freedom. Where the individual is free to express without that expression being evaluated.

c) Empathy. Where an individual is understood from their point of view and perception.

d) Where ideas are accepted and advanced. That the recognition of the output of the individual is the reward.

e) Where leaders have an understanding of the psychology of expression and counter blocks.

These and other topics are covered in depth in the MBA dissertation on Managing Creativity & Innovation, which can be purchased (along with a Creativity and Innovation DIY Audit, Good Idea Generator Software and Power Point Presentation) from http://www.managing-creativity.com/

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Sep 01

Tips for successful change management.

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Every organization and every individual must have change to survive and prosper. Change at work improves processes and increases a competitive advantage. Change in your personal world expands your opportunities to be authentically happy and to live a really great life. When you decide to resist change, you can become stuck and complacent, and you will most likely lag behind. When you decide to embrace change, you can become happier, and you will most likely advance.

Below are best practices to help you implement organizational change and to help you cope with personal change.

5 Tips to Implement Organizational Change

1. Determine what core values are needed to carry out your vision. Then, develop the behaviors that model them.

2. Be proactive by developing business and next-step initiatives during the times of operating well.

3. Create an empowered and collaborative culture to develop high-performance teams.

4. Practice slow-to-hire and quick-to-fire recruitment and retention practices.

5. Execute and monitor initiatives to maintain their implementation.

5 Tips to Cope with Personal Change

1. Acknowledge what is no longer going to happen and what you are giving up because of your circumstance.

2. Express and differentiate between your realistic and unrealistic fears.

3. Realize that it is okay to ask for help and that you do not have all the answers. There really isn’t a superman or superwoman in the real world.

4. Think positively and have hope. Believe that you will get through this chapter in your life with time.

5. Take a break and do something fun.

Change and adversity will happen. How we react and adapt to our challenging times; and more importantly, how we bounce back afterwards will determine our future. When we stay worried, confused and afraid of the unknowns for too long, we will remain paralyzed, complacent and accepting of Status quo when we learn effective management techniques, we can come back well in the hope of more.

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Aug 31

Dozens of home business idea, point your imagination.

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We have put together a listing of very easy work at home ideas that can be started with basically no cash outlay and no Phd. Every one of them nonetheless lend themselves to additional coverage on the Internet using a basic website along with a local listing set-up with Google or Yahoo, although is not necessary. They are not in any kind of order of importance therefore any one of them will produce a benefit for your initiatives.Therefore here they are:

Pet Sitting Service: Among the simplest home based businesses to launch. If you reside in an metropolitan region chances are that you’ll have some competition, nonetheless you can set yourself apart by providing other services such as proper grooming, walking and simple training. Advertise on local community advertising boards, visit nearby veterinarians and pet shelters and ask if you may leave a business card.

Healthcare Billing: This is a major area today and it is getting even bigger. A lot of Community colleges, High Schools or Universities offer continuing education courses within this field so check out local sources. This really is red hot at this time. Stay away from Internet based instruction. Much of it may be good however there are a variety of scams out there, therefore always be really careful.

Personal Shopper: I know, it’s been done, nonetheless there is still a major need for all types of shopping, not only clothing. With husband and wife both employed in a lot of households these days it really is necessary more than ever before.

Home/Garage/Closet Organization: For those who have a knack for organizing have you thought to earn money from it. It’s not just for closets any more, it’s almost everything from the garage to the home office, particularly the office. Many people simply lack the organizational skills. This is actually a good small business to charge by the hour for your services.

Article Writing: If you’re on the Internet a great deal currently you’ve seen many advertisements for article writing because it is a very big area for seo. Website content is extremely important for good search positions. If you possess the talent for writing make some money from it. Tip: Provide additional services for distribution utilizing article submitters and rewriters. Advertise on sites such as elance.com or rentacoder.com.

Home Data Entry: This has been all over for years but it continues to be in demand. If you do not mind the monotony you can charge by the job or unit. It’s not rocket science. Investigate elance.com for rates ideas etc.

Auto Detailing: I personally like to clean my car and I actually get into it simply by detailing each and every little thing. In the event that you feel the same begin a company doing it. It can be pretty profitable.

Lawn Service: I am definitely not talking about walking around your own neighborhood with a lawnmower but putting together a team of people to do full service lawn care such as weeding, spring and fall cleanups, gutter cleaning simple trimming. Nothing that demands heavy lifting or a degree in horticulture. Believe it or not right now there is a market for this particularly for older folks who are unable to do it any longer.

Party Organizer: Like to party? Why not make a few dollars organizing parties for others. Even simple backyard cookouts need to be organized. Make it full service and do all of the shopping as well. There is good money here.

House Cleaning: I know, you have a difficult time maintaining your own home clean, however this type of work is in high demand these days (See Item 2 above) and it requires absolutely no large outlay of cash to be able to get started. Suggestion: carve a niche out simply by utilizing just organic and natural cleaning products. These are good for a lot of factors however may be actually more attractive for individuals with allergic reaction to harsh chemicals.

Crafts: Often overlooked as a home business but doing homemade projects can certainly be profitable especially around the holiday seasons. I don’t simply mean Christmas, Chanukah, Ramadan or even Kwanzaa either. There is a demand for just about all kinds of crafts all through the year.

Travel Agent: There are tons of places to learn this ever increasing service. You can easily differentiate yourself by concentrating in different kinds of services such as low cost, High – End and the other path is a great way to get a reference price of your holiday. May be useful for

These ideas are only 12. At home with relatively little easier.

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Aug 31

Why is operators skills to determine your success.

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There are few things that you can do well without being organized. Not being able to find what you need when you need it, can result in having to spend extra time re-doing work that you have already done can not only be frustrating but unprofitable. Poor organizational skills can cause you to miss deadlines and overall, will make you much less efficient. Below, we will review the importance of being organized, especially as it relates to your internet marketing business.

a. Gives You Direction: Organization may seem like a little thing, but it is extremely important. It helps to give you direction. If your paperwork or files are in order, you can clearly see what your next step ought to be. If your files are scattered all over the place with no clear organization, then it can be difficult to know where you are and where you are supposed to be going. Spend the time necessary to get organized and it will pay off in a big way.

b. Allows You To Keep Track of Your Progress: Being organized allows you to keep track of your process. If you take some time to compile and record your financial progress, you will be able to tell if your business is succeeding or failing. Sure, the amount of money that you are bringing in will be some indication. However, if you are spending a good deal of money to advertise and you don’t know it because you are unorganized, you could really be losing money and not realize it until it is too late.

c. Let’s You Know Where Your Profits Are Coming From: Every online marketer should have a master list that includes where they are advertising and how profitable each place is. Having this written out on a spreadsheet or a Word document, will allow you to quickly eliminate unprofitable sources and pour money and time into those that are profitable. Unorganized people never get to this step. As long as they are making money, they are fine. It is only when the money stops flowing in that they wish they would have tracked and organized this type of information. It’s often too late by the time they realize this.

d. You’ll Always Be Able to Find What You Need: Being organized allows you to quickly be able to find what you need when you need it. Not being able to find important documents is a major time buster and also quite frustrating.

e. You’ll Spend Time Doing The Same Things Over and Over: One of the biggest disadvantages of being unorganized is that you end up constantly re-doing your work. Instead of marketing your business or doing something that you enjoy, you will have to reproduce important documents because you have lost them due to your failure to get organized.

Being unorganized will likely cost you both time and money. If you are constantly having a hard time locating important papers, are forced to do things over because you have lost the original documents, have no idea where your profits are coming from and what advertising methods are most profitable because you haven’t taken the time to compile and track them, you are making things much more difficult for your self. Spend an entire day if necessary and get organized. It will pay off big for your business and will bring you peace of mind.

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Aug 30

Tips to beat the performance of association executives.

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Whether you’ve been working in association management for years or just starting out, it’s safe to say that busy association executives are always looking for easy, practical ways to better manage the demands of members and employees, and to balance career with family and their busy personal lives.

In today’s electronic age, it may seem that the following tips are outdated; however, tangible tools for staying organized will never go out of style, especially when you don’t have an Internet connection, there isn’t time to start up your laptop, or you left your iPad in your other briefcase. Considering the unforeseeable, the winning association executive will make it a practice to incorporate the following five tips in managing their local chapter, region, or national association.

TIP #1: Assemble A Three-Ring “Bible” So You Are Always In The Know

This bible is a compilation of your association’s vital information. It’s designed to save you time, make you look good, and keep you organized. It’s also a great backup tool in the event of a down computer or a lost or damaged PDA or other portable electronic device.

To create your bible, you’ll need an attractive three-ring binder that you’ll be comfortable carrying into meetings and conferences, one that suits your exact needs. Consider a one or one-and-a-half inch three-ring organizer with handles.

Next you’ll need a set of extra wide dividers with eight tabs, and preferably those that are sheet protectors as well. These allow the use of the front and back of the dividers to access well referenced documents quickly.

Finally, label your tabs and collect your documents using the following list of idea starters. Depending on your organizational needs, consider inserting the first and second documents listed inside the sheet protector tab.

Tab 1 – Points of Contact (POC)
· List of Board Members with contact information
· List of Committee Chairs and Task Force Leaders
· State Representatives
· Business Card Holder
· A-Z Internal Phone Book

Tab 2 – Calendar
· Master calendar of your Chapter/Region’s events
· Master calendar of National organizations events
· Other calendars or list of deadline dates useful to your organization

Tab 3 – Finance
· Chart of Accounts
· Sheet of pertinent financial information such as Tax ID numbers, year and state of incorporation, bank account information and contacts (but never full account numbers and/or passwords.)
· Current year Profit & Loss and/or Balance Sheet
· Year-end P&L for last few years

Tab 4 – Membership
· Current membership numbers by type
· Current database numbers for mailing and emailing purposes
· Membership criteria and application
· Info on membership process
· Any pertinent materials helpful in answering the question “who should join this organization?”

Tab 5 – Member Services/Benefits
· Membership benefit information, brochures, flyers
· Current Newsletter (copy of electronic as needed)
· Any other pertinent information needed in answering the question “what does your organization do for its members?”

Tab 6 – Policies
· Bylaws
· National Bylaws
· Chapter/Region Policies
· Other governing rules, regulations, policies or procedures

Tab 7 – Meetings & Events
· List of confirmed speakers and/or topics
· Upcoming event invitations, flyers, brochures

Tab 8 – Projects/Planning
· Goals or Strategic Planning; long range and current year
· Project worksheets and/or information
· Any other items pertinent to the major work of the organization

TIP #2: Set Aside A Small Amount Of Time At The Beginning Or End Of Each Week To Update The Contents Of Your Bible.

Board member, committee member, and membership information changes occur regularly, as does calendar, financial, and project information. The winning association executive knows that keeping information current is vital to the success of the organization.

TIP #3: Use Checklists To Streamline Tasks So You Don’t Have To Think So Much

One of the great things about association management work is the diversity in the executive director’s job description. Like running a small business, the executive director is responsible for everything from event planning, and marketing and promotions, to producing newsletters, and profit and loss statements. The diversity includes some repetitive tasks, such as compiling information your governing volunteer body and general membership receives on a monthly or quarterly basis, and preparing for monthly/quarterly meetings and events, but there is often diversity in the routine as well.

To streamline the routine tasks and the preparations they involve, consider creating a checklist. Example A at the end of this article illustrates items included in my monthly board meeting packets. Having this checklist in place saves me from having to remember whether I’ve completed the May financial report, received the membership committee’s report, if I have the current number of sponsors for next month’s big golf fundraiser, or if I need to submit the directory Request For Proposal at this month’s meeting or next.

Checklists are helpful tools when updating your association’s information on the Internet, too, especially if you have listings in multiple places.

Example B at the end of this article uses the same checklist concept to create a packing list for the board meeting, which not only saves brainpower, but precious time as well.

TIP #4: Pre-pack Monthly Meeting Boxes To Save Time

Whenever I’m running a board or general membership meeting or event, I find it helpful to have two pre-packed boxes with me. One is a supply box, the other a “meeting case.” My supply box is essentially a portable office. It includes tape, scissors, ruler, stapler, staple remover, Post-it® notes, correction tape, eraser, highlighter, paper clips, and rubber bands. My meeting case contains the supply box, Robert’s Rules of Order, a dictionary, thesaurus, calculator, camera, blank table tents, name tags, badge holders, acrylic sign holder, and anything else I can think of that might be needed in the event of last minute changes or to fulfill attendees’ needs. See Example C at the end of this article for some idea starters.

TIP #5: Pre-Make Meeting And Event Files To Hold Details And Great Ideas So They Aren’t Lost Or Forgotten

Most associations hold monthly or quarterly board meetings and general membership meetings, as well as educational seminars, courses, orientations, golf tournaments, awards dinners, and charity events. So how does a busy association executive keep the myriad details straight, especially if you don’t have staff or volunteer help? What do you do with an idea you received in February for an event in November?

My solution is file folders and a Sharpie® pen. Old school, yes, but very effective.
At the beginning of each year, I simply create a folder for each upcoming event and meeting, and organize them left, middle, and right, so I can see the tabs clearly. I use the Sharpie® pen to write directly on the tabs, as adhesive labels and labeling tapes tend to fall off over time. You might opt for different color folders for each event type. The folders are then arranged in date order, stepped up and easily accessible so that they’re always within reach.

Each folder initially contains a meeting checklist and packing checklist. As the year progresses, I now have a designated place to put information, emails, and ideas pertaining to each event. This system not only keeps my desk from being cluttered, it also makes planning easy.

I have always organized my association accounts in this manner so that in the event of an emergency another association executive can step in for me and know right where everything is and what to do. More important, so that service would never be interrupted to my members…the valued customers of my association accounts. I apply this system for any new client, which is logical and easy to follow. Tools like the bible, monthly checklists, pre-packed boxes, and pre-made meeting files are the heart of much association work, and will not only save you time and keep you organized, but give new-comers a straightforward look at how your organization runs. More over, when implemented, these tools will give you an opportunity to shine.

EXAMPLE A – BOARD PACKET INSERTS

For Mailing Prior To Board Meeting:
Cover Letter
Preliminary Agenda
Minutes
Financial Statement
Correspondence Report
Goal Tracking Sheets
Chapter Calendar
Event Breakdown: ____________________________
Committee Report: ____________________________

For Day of Board Meeting:
Final Agenda
Correspondence Report Part II
Event Breakdown: ____________________________
Committee Report: ____________________________
Additional Items: _____________________________

EXAMPLE B – BOARD MEETING PACKING CHECKLIST

Board Meeting File
Officers Meeting File
Attendance Roster
Correspondence File
Extra Board Packets
Additional Packet Materials
Writing Pad
Digital Recorder
Batteries
Calculator
Checks to Be Signed
Checkbook
Camera
Membership Binder
Financial Reports Binder
Other Items

EXAMPLE C – PACKING IDEA STARTERS

Supply Box Inventory:
Pens
Pencils
Highlighters
Fat Markers
Felt Tip Marker
Colored Markers
Eraser
Liquid Paper
Pencil Sharpener
Ruler
Scissors
Single Hole Punch
Reinforcements
Paper Clips
Jumbo Paper Clips
Binder Clips
Stapler
Staples
Staple Remover
Rubber Bands
Scotch Tape
Masking Tape
Double-sided Tape
Removable Poster Tape
Removable Adhesive Putty
Glue Stick
Rubber Clement
Push Pins
Tacks
Straight Pins
Safety Pins
Cord or String
Business Cards
Pad of Paper
Post-it Notes
Place Cards
Pocket or Utility Knife
Pen Flashlight
Pocket Screwdriver
Lighter or Matches
Band-aids

Meeting Case Inventory:
Cash Box
Roll of Tickets
Credit Card Machine
Credit Card Paper Roll
Receipts
Badge Paper
Badge Holders
Badge Ribbons
Registration Signs
Acrylic Sign Holders
Reserved Signs
Table Tents
Board Member Table Tents
Meeting Surveys
Gift Bags
Tissue Paper
Balloons & Ribbon
Contingency Presentation
Membership Directory
Dictionary
Thesaurus
Robert’s Rules of Order
Letterhead
Letterhead Envelopes
Colored Paper
Sheet Protectors
Standard Envelopes
Manila Folders
Sheet of Mailing Labels
Disposable Camera

Membership Box Inventory:
Membership Brochures
Membership Applications
Business Cards
Newsletter
Newsletter Subscription Card
Catalogs

Member Services Box Inventory:
Product Sampler Binder
Newsletters
Upcoming Event Flyers/Brochures
Calendar of Events
Address Change Forms.
Image
Application Form label
Committee volunteers.
Copy of Member Directory.
Books, brochures, sales /.
Promotion

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