Nonprofit Resources, Articles, and Other Information‏

Nonprofit Resources | Retaining Employees – Protecting Your Most Important Asset | Six Steps To Creating More Productive Staff Performance Evaluations

Nonprofit Resources - February 2010

Volunteer Center of Southern Arizona

For nearly 45 years, the Volunteer Center of Southern Arizona has been the hub for volunteerism in Tucson and Southern Arizona. The Center connects people with meaningful opportunities to serve, promotes best practices in nonprofit governance, and assists organizations in the management of successful volunteer programs. The Center’s mission, to inspire and mobilize people to become engaged, take action and solve community problems, is manifest daily through the words, actions and intent of its governing body and staff, and at the heart of that mission is the promotion of civic service.

In addition to nationally-recognized Center programming that involves youth and adults in volunteer opportunities throughout Southern Arizona, the Volunteer Center currently partners with over 400 organizations to link potential volunteers to meaningful service in the community through its online database “Volunteer Solutions”. “Learning Point”, its capacity-building trainings and workshops for nonprofit volunteers, staff members, and board members, assists schools, governmental offices, libraries, museums, and nonprofit agencies in more effectively fulfilling their missions. For a listing of current “Learning Point” trainings, to peruse the hundreds of volunteer opportunities available throughout the region, or to get involved in building a better community through the Center, please visit their website at www.volunteersoaz.org or call (520) 881-3300.

The Pima County Public Library Grants and Nonprofit Information Center

The Pima County Public Library Grants and Nonprofit Information Center is a cooperating collection of the Foundation Center and offers a wide range of services for the nonprofit community. Free access to both the Foundation Directory Online Professional and the Arizona Guide to Grants databases is available inside all 27 Pima County Public Library branches. These subscription databases provide convenient access and current information on over 99,000 grantmakers in the United States. The library presents monthly grantseeking workshops that are free and offer an interactive learning experience. The library’s website for nonprofits (www.library.pima.gov/grants) includes useful links to webinars, a community calendar, information on the stages of grantseeking, and more. The library’s online catalog (http://librarycatalog.pima.gov/) includes over 200 titles of interest to the nonprofit sector. Most of these titles can be reserved and sent to the library branch of your choosing. Finally, Pima County Public Library offers quick reference services via its Infoline (791-4010) or by email (askalibrarian@pima.gov). Visit your local library today to learn more!

intelliTECH Communications Group

Since 1997, intelliTECH Communications Group has helped businesses integrate technology as a core competency by helping them maximize the use of technology solutions. It offers clients a breadth of product and service lines that enable communication and collaboration including: Unified Communications, Computer Network Administration, Remote Data Backup, and IT Consulting for planning, design, and procurement projects. intelliTECH Communications Group serves leading architectural, engineering, medical, legal, financial, and nonprofit organizations in Arizona. The staff at intelliTECH takes pride in knowing that through their work, its clients benefit from secure IT networks, disaster recovery plans, telecommuting work places, and reduced IT expenses.

For intelliTECH Communications Group, providing services to the nonprofit community is not just about fixing computer networks when they are down, it’s being an intelligent technology partner. Nonprofits do a lot for the community, and for that reason, intelliTECH offers nonprofit service discounts as well as help our clients apply for technology grants.

You can learn more about intelliTECH at www.intelliTECHaz.com or by contacting Scott Cooper at Scott.Cooper@intelliTECHaz.com or 520.647.8828.

If you want to make positive changes in your professional life, and create the job or career you desire and deserve, then working with Executive & Life Coach, Sharon L. Mikrut, is the solution. Although her specialty is in partnering with nonprofit executive directors and managers to maximize their resources in a competitive environment, she is passionate about working with all individuals committed to personal and/or professional growth. Visit her website at http://www.createitcoaching.org or Nonprofit Professionals blog at http://www.createitcoaching.com, and sign up for her free monthly newsletter that provides information and resources designed to help you manage your nonprofit organization in a more effective and efficient manner. You can also visit her Empowerment blog at http://www.createitcoaching.net, and sign up for her free monthly life coaching newsletter.

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Retaining Employees – Protecting Your Most Important Asset

In the nonprofit field, salaries are generally low and working with clients who have multiple needs can be challenging. Although this can make employee retention difficult, there are steps you can take to provide a work environment that is supportive and fun, one that individuals look forward to coming to every day, and one in which they want to remain. As your goal is to retain employees as long as possible, this article provides ideas that can lead to increased employee retention.

If you don’t already have a current employee retention program, consider developing and implementing one. It will show your staff how much you appreciate and value them, and their respective contributions.
Assess your organization’s culture. Make sure it is one that values and supports its employees, that it maintains open communication channels, and that it supports diversity and full inclusion.
Meet with your employees at least monthly to obtain updates, discuss job-related issues and concerns, and review performance goals and objectives. Regular meetings not only provide an opportunity to strengthen the employer-employee relationship, but they also let the employee know that their work is important and critical to the success of the organization.
Ask your employees for feedback on a semi-annual or annual basis, separate from regular staff meetings. Solicit feedback regarding their job satisfaction, if they have any ideas for program or system improvement, if they need a specific type of training, etc. This demonstrates that you value employee input. You can solicit feedback via face-to-face meetings or through a survey.
Capitalize on the attributes, skills, and talents of your employees by assigning them duties that align with their strengths. One way to accomplish this is through job carving or modifying job descriptions. For example, John Doe is skilled at developing press releases, but this duty isn’t in his job description. You could assign this duty to him while giving one of his job duties, in which he is weak, to someone else who is skilled in that area. In essence, you’re carving the job to align with John’s strengths.
Provide ample training opportunities for your staff, as your budget permits. You are investing in them and they will recognize and appreciate it.
If salaries are low, you can offset this by providing other benefits, such as additional vacation days, flex time, and working from home.
At agency staff meetings, acknowledge the accomplishments of your staff members (e.g., completion of an important project, a promotion). You can also acknowledge staff via announcements in your newsletter, at events, or on your website.
Celebrate the milestones in the lives of your staff members, such as birthdays, engagements, weddings, and the birth of a child. You could schedule a group lunch, focusing solely on one individual, or engage in some other type of standing celebration (e.g., monthly lunch, monthly party) where the milestones of several individuals are celebrated at the same time.
Develop an employee recognition/award program or annual event (e.g., dinner). You could present awards, such as Employee of the Year, Best Supervisor, Best Project Manager, Best Customer Service Representative, etc. It would also be an opportunity to acknowledge new and innovative ideas that improve the effectiveness and/or efficiency of systems, attainment of licensure/certifications, special accomplishments, etc.
Develop and advertise an employee suggestions box. This provides an opportunity for staff members to submit suggestions (confidential or otherwise) related to improving operations, systems, personnel functions, marketing efforts, etc. Awards can be given to individuals with the best suggestions, especially ones that result in increased effectiveness and efficiency.
Although serious work needs to be done, make every effort to ensure that the work environment is relaxed and fun. Choose interior decorating colors that are bright, post positive quotes and affirmations on walls, provide refreshments at staff meetings, designate a day of the week where staff can wear jeans or comfortable clothes, etc.
Developing and maintaining an employee retention program demonstrates that you value your employees and want them to succeed. They will be happier, look forward to coming to work, and want to remain with the organization. Satisfied employees are more committed and loyal, resulting in a productive work environment. Invest in your employees; they are the most important asset you have.

Copyright 2009 © Sharon L. Mikrut, All rights reserved.
If you want to make positive changes in your professional life, and create the job or career you desire and deserve, then working with Executive & Life Coach, Sharon L. Mikrut, is the solution. Although her specialty is in partnering with nonprofit executive directors and managers to maximize their resources in a competitive environment, she is passionate about working with all individuals committed to personal and/or professional growth. Visit her website (http://www.createitcoaching.org), Nonprofit Professionals blog (http://www.createitcoaching.com), or Empowerment blog (http://www.createitcoaching.net) and sign up for her free nonprofit or life coaching newsletter.

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Six Steps To Creating More Productive Staff Performance Evaluations

When you think about having a performance evaluation or review, what is the first thing that comes to your mind? For many people, however skilled and good they may be at doing their job, the thought of an upcoming performance evaluation creates anxiety. Expecting the worse, people tend to focus on the negative feedback, never hearing the positive feedback. This article provides some steps that you, as a supervisor, can take to put your employee at ease, make the evaluation process flow smoothly, and ensure the evaluation is productive for both you and your employee.

When you hire an individual, be clear as to when and how he will be evaluated. This includes how often you will conduct regular staff meetings to monitor the employee’s performance, what happens during and following his probationary period, when his annual performance evaluation will be conducted, what evaluation tool will be used, and anything else you feel would be helpful.
Evaluate the employee after his probationary period. Probationary periods are generally six months, but may vary depending on the organization. During this period, it is a good idea to meet weekly or every other week with the employee to ensure that he has the knowledge and skills to be successful, that he is learning and becoming proficient at his job, that he is a good fit for the organization, and that following the probationary period, you will have sufficient information to permanently employ or terminate him. Remember to document what is discussed and agreed upon during these meetings.
Schedule regular meetings with your employees. These meetings can be held monthly, quarterly, or on some other predetermined schedule. During these meetings, discuss the employee’s goals and objectives, strengths and weaknesses, areas for improvement, training needs, and any other issues that will increase the employee’s productivity and retention. Make sure you document what is discussed, areas that need to be addressed, and deadlines for when improvements need to be made. This process will help eliminate any unexpected surprises.
Determine the type of evaluation tool you’d like to use for the annual performance review. You can use a standard evaluation tool, with only the supervisor evaluating the employee, or you can conduct a 360 degree evaluation, where the employee’s supervisor, peers, subordinates, and stakeholders outside of the organization provide feedback regarding the employee’s performance. Whatever tool you use, make sure that it is current, designed to measure what you want it to, is applicable to the employee’s position, and contains the employee’s annual performance goals and objectives.
Remind your employee of his annual performance evaluation at least two weeks in advance, and how the evaluation will be conducted. This will give you and your employee adequate time to prepare. Some employers like to have the employee conduct a self-evaluation prior to the actual performance review, to see how the employee evaluates himself in relation to the achievement of his goals and objectives. During the actual review, the employer will discuss his observations in comparison to how the employee rated himself.
Conduct the annual performance evaluation, keeping in mind the following items:
1. To reduce the employee’s anxiety level, help him to relax by discussing his family, a recent vacation, his hobbies, or some other subject that is neutral. Explain that the review is to help the employee learn and grow, and that you want an open and honest two way conversation. Disclose that any comments, issues, or concerns will be kept confidential.
2. Once you have created a warm and trusting environment, discuss the employee’s annual performance goals and objectives, achievements, areas for improvement, training attended, training needs, and other issues or concerns. Always state the positive feedback first, finishing with recommended areas for improvement.
3. Once the review has been completed, both parties should sign the evaluation, documenting that they both agree with it. If one party disagrees on a specific item, this should be documented prior to signing the completed evaluation.
4. Discuss whether or not there will be a salary and/or cost of living increase based on the employee’s performance and achievement of pre-established goals and objectives. Document any increase in salary.
5. Provide a copy of the completed performance review to the employee and retain the original copy for his personnel file.
6. Following the performance evaluation, turn your attention to developing the employee’s performance goals and objectives for the next year.

By conducting regular meetings with your employee throughout the year, discussing progress on his goals and objectives, training needs, and other job-related issues/concerns, this keeps the communication channels open, eliminating any unexpected surprises. In addition, remember to create a warm and safe environment to put the employee at ease during his evaluation. All of the above steps should help facilitate a more productive and successful performance review.

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