Resources

Organization Budgeting

Characteristics of an Effective Student Organization

Conflict Management

Developing an Agenda

Effective Listening

Function Roles Within Small Groups

Fundraising Ideas

Goal Achievement

Time Budgeting

What is assertiveness

Writing Effective Minutes

Organization Budgeting

Basic Organizational Budgeting

One of the tasks you may face as financial officer, especially if your oranization transacts a lot of business, is that of preparing a budget. There are all sorts of methods for preparing budgets. No one method is best for all Organizations.

What is a budget?

Ø It can help refine goals that reflect a realistic resource environment
Ø It can help members of the Organization to use funds efficiently
Ø It can aid in decision-making
Ø It can provide a historical reference to be used for future planning.

Basic Components of a Budget

Ø A statement of the Organization’s goals, objectives and priorities
Ø A specified time period to which the budget applies
Ø A method of reviewing budget plans and procedures
Ø Budgeted financial statements
An estimated detailed income breakdown
An estimated detailed expense breakdown

Developing a Budget

Ø Begin preparations a month or more prior to the close of the current year
Ø Prepare an outline of the Organization’s planned activities for the upcoming year
Ø Do careful studies, investigations and research of funding, cost, resources…
Ø Determine available funds (carry over balance from previous year, cash on hand, funds in the bank, interest, etc…)
Ø Estimate expected income and when it is expected to be available (dues, t-shirts, pinball…)
Ø Define needed expenses (advertising, rentals, printing, supplies…)
Ø Get price quotations on certain expenditures, delegate certain responsibilities to members
Ø Rank order by their relative importance the activities that are the wisest expenditures of funds.
Ø Choose and decide programs to initiate; ask yourselves how much is available to allocate.
Ø Negotiate as necessary; eliminate less essential expenditures or limit certain expenditures.
Ø Revise, review, coordinate, cross-reference and then assemble into a final budget, the budget must be flexible to anticipate conditions which might have been overlooked during the planning process.
Ø Vote to approve budget.

Characteristics of an Effective Student Organization

EIGHT ESSENTIAL CHARACTERISTICS OF A SUCCESSFUL Organization

1. Group members know each other well.
This characteristic, which provides a means of team and community building within an Organization, is the keystone on which all of the remaining characteristics are built. It must be present and continuously renewed if the Organization is to function effectively.
2. Members are involved in defining Organization purposes.
The level of motivation of group members to work for goals is increased in proportion to the level of involvement by members in establishing these goals.
3. Members help to generate ideas.
While it may be quite simple for a few group leaders to produce idea for special programs, this does little to develop a sense of ownership and participation among other group members.
4. There is a commitment to group decision-making.
We firmly believe in the adage that “people support programs they help to create” and the full participation by the membership in generating ideas. Members involved with group decision making, helps to insure a full measure of group participation and support.
5. Skills, resources and liabilities of the group and community are identified.
Many groups are often rich in natural resources and skills available through members. Likewise, the university campus and surrounding community are a rich source of additional resources.
6. Systematic problem solving techniques are used.
Resolve conflicts when they appear. Do not wait for them to fester.
7. The group effectively communicates itself and its projects toits members and the community.
The timeline itself with which a group communicates itself to others outside the group and members inside the group has implications for such important factors as recruitment of members and attendance at functions sponsored by the group.
8. The group participates in periodic evaluation and assessment.
Groups need to become accustomed to routinely evaluating a variety of aspects of group life, ranging from the way meetings are handled to assessing the success of a particular project or program.

Conflict Management

What is conflict resolution?

It is a way to settle disagreements peacefully by getting to the roots of problems finding last solutions.

Conflict Resolution means working things out
Without violence, name calling or hurting others feelings
Without running away from difficult situations
Without going against your feelings

Conflict can be hard to deal with
It can make people angry and uneasy.

Problems can be solved peacefully One way is to follow the steps below
1. Calm Down
2. Name the Problems
3. Think of Solutions’
4. Weigh Ideas
5. Choose a plan

Communication is the Key to Successful Communication
Be a good listener
Say what you are hearing
Say what is on your mind without being hostile
Work for a winning solution
Tips for handling

Developing an Agenda

Why have an agenda?

1. Informs people on what to expect at the meeting.
2. Members can prepare for the meeting.
3. Provides an order for dealing with issues at a meeting.
4. It can be used to teach people how to prepare for a meeting.

Methods for Developing an Agenda

One Person -- The organizatuion leader sits down and writes the agenda for the
next meeting.
Input from others -- Written or verbal input from other members. There are two
ways this can be accomplished.
1. The agenda is written by the leader and then the
members area asked if there other things that need to be added.
2. The leader puts out a “call for agenda items”. Based on
the topics submitted by members of the Organization, the agenda is compiled. The leader may also add items
to the agenda.
Executive Committee -- The executive committee meets before the meeting to
discuss and develop the items that will be on the agenda.
Total Group -- At the beginning of the meeting, the group determines the agenda
for the meeting.

Formats

Formal or Standing --The main points stay the same from meeting to meeting.
Informal or Flexible-- The agenda may look different from meeting to meeting.
All important items will be discussed, but the format will be changed for the
group’s development or need.
Prioritized -- A list of items to be dealt with, discussed, reported, or announced
in order of importance.

Sample Agenda

1. Call to order
2. Roll Call
3. Approval of Agenda
4. Correction and Approval of Minutes
5. General Announcements
6. Officer Reports
7. Committee Reports
8. Old Business
9. New Business
10. Special Issues
11. Adjournment

Effective Listening

Guidelines to Effective Listening

1. Be an active listener. Give nonverbals (such as nodding your head and eye contact) to the person speaking so that they know they have your undivided attention. Respond to what the other person has said. Ask questions of the speaker by paraphrasing what he/she has told you. Avoid interrupting. Let the other person finish speaking while you listen for details instead of just waiting to get your point across.

2. Be open-minded. This means being flexible and willing to change your ideas. Do no assume you have the information and facts you need, especially when the other person has not finished his/her story. The other person may know something you do not.

3. Judge content, not delivery. Even if a person stutters and stammers, the content of his/her message might be valuable.

4. Avoid getting angry just because the other person’s ideas are not in agreement with yours.

5. Find out why another person holds opinions and how they came to believe certain ideas and come to specific conclusions.

6. Show that you are sympathetic by recognizing the other person’s feelings and concerns.

7. Listen for key ideas. Facts serve as documentation for ideas of broader significance.

8. Work at listening. Expend effort to concentrate upon what the speaker is saying. Establish eye contact, and attempt not to drift off while a person is trying to get a message across to you.

9. Resist external distractions. Aside from distractions inside your head, external distractions also have to be resisted.

10. Capitalize upon thought speed. The average rate of speech is 125 words a minute (for English). We think and therefore listen, at almost four times that speed. Be careful no to let your mind wander while you are waiting for the person’s next thought.

11. Check to be sure you understand the language used.

12. Check to be sure everyone involved in the situation is clear on agreements made.

Function Roles Within Small Groups

Roles that contribute to the Solution of Problems

Knowing the following roles among a group will better help you to realize what each person has to offer. If you are in the middle of a discussion and you need somebody to clarify what was discussed, for example, you can seek out a person who is good at doing this. Having people in your meetings and discussions with these particular roles will help your conversation flow smoothly. If you realize you are usually an “opinion giver,” try another role at the next meeting such as “Listener”. Ask yourself who performs these roles in your Organization as you review the functional roles.

Information Seeker: Asks for facts, clarification or information; suggests that
information is needed and specifies what kind.

Information Giver: Offers facts, information, and personal experience.

Opinion Seeker: Draws out convictions and opinions of others, asks for
clarification of position, values, etc., held by other group
members.

Clarifier: Elaborates on ideas expressed by others, gives examples
and illustrations.

Opinion Giver: States own beliefs and expresses own judgments.

Orienter: Clarifies purpose and goals of group, defines position,
summarizes or suggests the direction discussion should go.

Energizer: Prods group to greater activity or to a decision; stimulates
activity or warns of need to act while there is still time.

Procedure Developer: Offers suggestions for accomplishing ideas of others or handles such tasks as seating arrangements, what to tackle
first, or how to use the group resources or the group’s time.

Listener: Listens attentively and actively.

Supporter: Praises, agrees, indicates warmth and solidarity with others
or goes along with them.

Harmonizer: Mediates differences between others, reconciles.

Fundraising Ideas

Goal Achievement

Helps Goal Achievement

Flexibility – This means being willing to change or modify goals when original goals become blocked. A goal suited to one particular time in life may not be appropriate when circumstances change.

Specific, Written Goals – This process promotes commitment. When a goal becomes written, it becomes concrete, tangible, and easy to focus on. Deadlines produce a target and can provide a sense of achievement when met.

Ownership – The serious effort needed to achieve most goals is difficult to muster if the goal is not “right” nor owned by the individual or group.

Realistic Goals – Goals should challenge and stretch the individual or group, and no become a constant source of frustration. One should consider past performance and available resources in setting goals.

A Positive Attitude – State goals in positive terms. Not achieving a goal should not imply failure. A positive environment encourages goal achievement.

Support – Asking for help is a means for utilizing resources available. Accepting help can steer an individual toward success.

Planning – Consideration of potential problems will help in making decisions concerning how a goal might be achieved. Account for the reactions of others indirectly involved with an individual’s plans.

Hinders Goal Achievement

Rigidity – It is clinging to a goal not possible or practical – using its pursuit as an excuse for not working on realistic goals. Letting initial failure stop the progress.

General, Unwritten Goals – This shows evidence of a lack of commitment to a serious pursuit of challenge. Most goals are not realized without a well-written plan.

Pleasing Them – Setting goals to please others and then trying to meet all of their expectations rarely works.

Unrealistic Goals – Failure can be ensured by asking too much of oneself. A destructive pattern of behavior could result that is difficult to recover from.

Negatives – Stating goals in negative terms won’t result in accomplishment. Avoiding tasks because of fear of failure will not challenge a person. Dwelling on what one cannot do detracts from what one can do.

Seeking Disapproval – Sharing ideas with people will ridicule or discourage one’s personal goals is not smart.

Ambling Along – Letting life happen to the individual rather than for the individual. “If you do not know where you are going, how will you know when you have arrived?”

Time Budgeting

HOW WELL DO YOU MANAGE YOUR TIME????

Do you prioritize from least important to most important?
Do you accomplish what needs to be done during the day?
Do you tackle difficult and unpleasant tasks efficiently?
Are you assignments always turned in on time?
Are you working up to your potential?
Do you spend enough time planning?
How well do you manage your time?
Do you prepare a daily to-do list?
Do you use free time efficiently?

NINE TIPS TO HELP YOU MANAGE YOUR TIME

Plan
Delegate
Take Breaks
Avoid Clutter
Learn to say “no”
Do not procrastinate
Avoid Perfectionism
Avoid the Workaholic Syndrome
Delete time wasting activities and hobbies

What is assertiveness

A personal technique developed with practice
A risk
Tactfully being your real self
An open and honest statement
Describing specific behaviors
Not backing down
Not name-calling
Security through honesty
Standing up for yourself in a creative way
Being able to label your feelings
Showing sensitivity towards others
Breaking down your own and other defenses
Acknowledging your weaknesses buy relying on your strengths
An action process
Dealing with conflict
A two-way communication process
Control
Not aggressive or threatening
Following through on a decision to deal with a person or situation
Both verbal and non-verbal

Non-Assertive Behavior – Failing to stand up for one’s rights either by failing to express feelings or preferences or by allowing another person to infringe upon one’s rights.

Assertive Behavior – Standing up for one’s rights by expressing one’s thoughts and feelings in a direct, honest and appropriate fashion without denying the rights of others.

Aggressive Behavior – Standing up for rights in such a way that violates the rights of others or demeans the other person.

Writing Effective Minutes

Minutes from a meeting are an official record of the business of an Organization. Minutes give continuity to procedures, traditional activities, etc. They also inform members who were not in attendance. Minutes are useful in following up with assignments and decisions and are very helpful in planning the agendas for future meetings.

Minutes should include:

q The name of the Organization/committee
q Type of meeting that is being held (i.e. executive board, project team, etc.)
q The date of the meeting
q The location of the meeting
q The name of the presiding officer and secretary (the latter at the end of the minutes, with signature above typed or printed name)
q Notation of the reading and previous minutes and how they were approved (approved as read or approved as corrected)
q List of attendees and those absent
q All of the major motions (except those withdrawn) and points of order or appeals, whether sustained or lost and all other major decisions
q Committee and officer reports – pertinent information
q Adjournment

Ideas for Writing Minutes:

q Use full names, not nicknames
q Do not be embarrassed to ask the officers to restate a motion if you do not understand
q State whether or not the motion was carried. The number of votes is not necessary unless it is required by your by-laws
q Make any corrections to the minutes immediately before the mistakes are forgotten
q Record what is done, not said. Summarize important discussions if knowing why a decision was reached is necessary to understand the decision.