| Whether you've been working in association | | | | Contents Of Your Bible. |
| management for years or just starting out, it's safe | | | | Board member, committee member, and membership |
| to say that busy association executives are always | | | | information changes occur regularly, as does calendar, |
| looking for easy, practical ways to better manage | | | | financial, and project information. The winning |
| the demands of members and employees, and to | | | | association executive knows that keeping information |
| balance career with family and their busy personal | | | | current is vital to the success of the organization. |
| lives. | | | | TIP #3: Use Checklists To Streamline Tasks So You |
| In today's electronic age, it may seem that the | | | | Don't Have To Think So Much |
| following tips are outdated; however, tangible tools | | | | One of the great things about association |
| for staying organized will never go out of style, | | | | management work is the diversity in the executive |
| especially when you don't have an Internet | | | | director's job description. Like running a small business, |
| connection, there isn't time to start up your laptop, | | | | the executive director is responsible for everything |
| or you left your iPad in your other briefcase. | | | | from event planning, and marketing and promotions, |
| Considering the unforeseeable, the winning association | | | | to producing newsletters, and profit and loss |
| executive will make it a practice to incorporate the | | | | statements. The diversity includes some repetitive |
| following five tips in managing their local chapter, | | | | tasks, such as compiling information your governing |
| region, or national association. | | | | volunteer body and general membership receives on |
| TIP #1: Assemble A Three-Ring "Bible" So You Are | | | | a monthly or quarterly basis, and preparing for |
| Always In The Know | | | | monthly/quarterly meetings and events, but there is |
| This bible is a compilation of your association's vital | | | | often diversity in the routine as well. |
| information. It's designed to save you time, make | | | | To streamline the routine tasks and the preparations |
| you look good, and keep you organized. It's also a | | | | they involve, consider creating a checklist. Example A |
| great backup tool in the event of a down computer | | | | at the end of this article illustrates items included in |
| or a lost or damaged PDA or other portable | | | | my monthly board meeting packets. Having this |
| electronic device. | | | | checklist in place saves me from having to remember |
| To create your bible, you'll need an attractive | | | | whether I've completed the May financial report, |
| three-ring binder that you'll be comfortable carrying | | | | received the membership committee's report, if I |
| into meetings and conferences, one that suits your | | | | have the current number of sponsors for next |
| exact needs. Consider a one or one-and-a-half inch | | | | month's big golf fundraiser, or if I need to submit the |
| three-ring organizer with handles. | | | | directory Request For Proposal at this month's |
| Next you'll need a set of extra wide dividers with | | | | meeting or next. |
| eight tabs, and preferably those that are sheet | | | | Checklists are helpful tools when updating your |
| protectors as well. These allow the use of the front | | | | association's information on the Internet, too, |
| and back of the dividers to access well referenced | | | | especially if you have listings in multiple places. |
| documents quickly. | | | | Example B at the end of this article uses the same |
| Finally, label your tabs and collect your documents | | | | checklist concept to create a packing list for the |
| using the following list of idea starters. Depending on | | | | board meeting, which not only saves brainpower, but |
| your organizational needs, consider inserting the first | | | | precious time as well. |
| and second documents listed inside the sheet | | | | TIP #4: Pre-pack Monthly Meeting Boxes To Save |
| protector tab. | | | | Time |
| Tab 1 - Points of Contact (POC) | | | | Whenever I'm running a board or general membership |
| · List of Board Members with contact | | | | meeting or event, I find it helpful to have two |
| information | | | | pre-packed boxes with me. One is a supply box, the |
| · List of Committee Chairs and Task Force | | | | other a "meeting case." My supply box is essentially a |
| Leaders | | | | portable office. It includes tape, scissors, ruler, stapler, |
| · State Representatives | | | | staple remover, Post-it® notes, correction tape, |
| · Business Card Holder | | | | eraser, highlighter, paper clips, and rubber bands. My |
| · A-Z Internal Phone Book | | | | meeting case contains the supply box, Robert's Rules |
| Tab 2 - Calendar | | | | of Order, a dictionary, thesaurus, calculator, camera, |
| · Master calendar of your Chapter/Region's | | | | blank table tents, name tags, badge holders, acrylic |
| events | | | | sign holder, and anything else I can think of that |
| · Master calendar of National organizations | | | | might be needed in the event of last minute changes |
| events | | | | or to fulfill attendees' needs. See Example C at the |
| · Other calendars or list of deadline dates | | | | end of this article for some idea starters. |
| useful to your organization | | | | TIP #5: Pre-Make Meeting And Event Files To Hold |
| Tab 3 - Finance | | | | Details And Great Ideas So They Aren't Lost Or |
| · Chart of Accounts | | | | Forgotten |
| · Sheet of pertinent financial information such | | | | Most associations hold monthly or quarterly board |
| as Tax ID numbers, year and state of incorporation, | | | | meetings and general membership meetings, as well |
| bank account information and contacts (but never full | | | | as educational seminars, courses, orientations, golf |
| account numbers and/or passwords.) | | | | tournaments, awards dinners, and charity events. So |
| · Current year Profit & Loss and/or | | | | how does a busy association executive keep the |
| Balance Sheet | | | | myriad details straight, especially if you don't have |
| · Year-end P&L for last few years | | | | staff or volunteer help? What do you do with an idea |
| Tab 4 - Membership | | | | you received in February for an event in November? |
| · Current membership numbers by type | | | | My solution is file folders and a Sharpie® pen. Old |
| · Current database numbers for mailing and | | | | school, yes, but very effective. |
| emailing purposes | | | | At the beginning of each year, I simply create a |
| · Membership criteria and application | | | | folder for each upcoming event and meeting, and |
| · Info on membership process | | | | organize them left, middle, and right, so I can see the |
| · Any pertinent materials helpful in answering | | | | tabs clearly. I use the Sharpie® pen to write |
| the question "who should join this organization?" | | | | directly on the tabs, as adhesive labels and labeling |
| Tab 5 - Member Services/Benefits | | | | tapes tend to fall off over time. You might opt for |
| · Membership benefit information, brochures, | | | | different color folders for each event type. The |
| flyers | | | | folders are then arranged in date order, stepped up |
| · Current Newsletter (copy of electronic as | | | | and easily accessible so that they're always within |
| needed) | | | | reach. |
| · Any other pertinent information needed in | | | | Each folder initially contains a meeting checklist and |
| answering the question "what does your organization | | | | packing checklist. As the year progresses, I now |
| do for its members?" | | | | have a designated place to put information, emails, |
| Tab 6 - Policies | | | | and ideas pertaining to each event. This system not |
| · Bylaws | | | | only keeps my desk from being cluttered, it also |
| · National Bylaws | | | | makes planning easy. |
| · Chapter/Region Policies | | | | I have always organized my association accounts in |
| · Other governing rules, regulations, policies | | | | this manner so that in the event of an emergency |
| or procedures | | | | another association executive can step in for me and |
| Tab 7 - Meetings & Events | | | | know right where everything is and what to do. More |
| · List of confirmed speakers and/or topics | | | | important, so that service would never be interrupted |
| · Upcoming event invitations, flyers, | | | | to my members...the valued customers of my |
| brochures | | | | association accounts. I apply this system for any new |
| Tab 8 - Projects/Planning | | | | client, which is logical and easy to follow. Tools like |
| · Goals or Strategic Planning; long range and | | | | the bible, monthly checklists, pre-packed boxes, and |
| current year | | | | pre-made meeting files are the heart of much |
| · Project worksheets and/or information | | | | association work, and will not only save you time and |
| · Any other items pertinent to the major | | | | keep you organized, but give new-comers a |
| work of the organization | | | | straightforward look at how your organization runs. |
| TIP #2: Set Aside A Small Amount Of Time At The | | | | More over, when implemented, these tools will give |
| Beginning Or End Of Each Week To Update The | | | | you an opportunity to shine. |