Creating an Effective Organization

Creating an effective student organization is challenging, but rewarding work. This section outlines many of the common issues that student organizations face throughout the year and offers valuable insight on strategies for handling these situations.

Preparing a Budget

Student organizations should become familiar with the preparation of financial plans and budgets, as well as the benefits of using a budget as a management tool. There are three primary purposes for developing a budget:

• to put the organization’s plans into monetary terms;
• to provide a means of allocating limited resources among the organization’s activities;
• to aid in tracking the organization’s actual revenues and expenditures against its goals.

Student organizations should budget their operations annually. The proper management of funds is important, especially when dealing with limited financial resources. Also, the more complex the group’s objectives, such as managing multiple programs with different activities and funding sources, the more important the budget process becomes.

Planning a Budget

Use the following questions to help your organization plan and prioritize your budget.

1. Why was your organization established? Review the purpose of your organization as stated in your organization’s constitution and bylaws.
2. What does your organization want to accomplish in the next year and how can your organization accomplish it? Develop goals and objectives that will help your organization fulfill its purpose.
3. What programs or events will help your organization meet its goals? Create a written program for the next year that will help your organization achieve its goals and objectives. The program proposal should include details such as how many people you think might attend, where it could be held and how much you estimate it will cost.
4. Which program proposals are the most important? When your organization has designed all of your program proposals, number them according to priority.
5. How will your organization pay for these programs? Now that your organization has organized your programs by priority, you will have a better idea of how much funding you will need. Identify potential sources of funding for each of your program proposals including fundraisers, donations and other student organizations that might co-sponsor your event.

Designing a Budget

If your organization has been in operation for more than a year, the easiest way to prepare a budget is to start by recording your last two or three years of financial data by year. This will allow you to compare trends and identify major expenses. For example, is the attendance at an event continuously growing? It will also point out areas where your organization is growing or declining and indicate areas where reductions and cost savings might be possible, such as an event where the funding for a component like decorations is never used.

This historical information can then be used as a basis for preparing a current year budget. After reviewing the historical data, your organization can adjust the current budget to reflect the trends and changes that you have identified. For the event with the growing attendance, for example, the program budget will need to be increased. The budget for the event that does not require decorations can be reduced or rearranged.

If your organization is new or has not kept financial records, begin creating a system now that can be used in the future. A budget can be designed as a simple chart or spreadsheet that breaks down your organization’s finances by program. Your budget should include the following items:

• the name of the expenditure, event or deposit;
• the date of the event or transaction;
• a detailed description of transaction, such as the individual items purchased;
• the amount of funds that you have allocated for the expense or estimate that you will deposit;
• a running total of the funds your organization has available.

Remember that a budget design is not one-size-fits-all. Student organizations have unique structures and goals that will be reflected in their budget. Organizations that have more complex events may wish to include more detailed information in their budget. Large organizations that use committees to meet their organization’s goals may need to divide their budget by committee. The most important thing is that your budget design works for your organization and helps you to effectively manage your finances.

Sample Budget

Expenditure/ Running	Event Date	Detailed Description	Amount Allocated/ Deposited	Total
Balance Forward	Aug. 31	Funds in account from last year	589.00	$589.00
Bake Sale on the West Mall to raise funds for the organization	Sept. 14	Brownie mix Eggs Oil Plastic wrap	15.00 12.00 6.00 6.00 (39.00)	$550.00
Funds Raised from Bake Sale	Sept. 15	Deposited into Student Organization Bank	46.00	$596.00
Member Recruitment	Oct. 7	Printing flyers	50.00 (50.00)	$546.00
Member Dues	Oct. 14	$15 per person for 47 people	705.00	$1,251.00
Organization Social	Oct. 31	Food/beverage Room rental Decorations Invitations Security	105.00 50.00 35.00 15.00 75.00 (280.00)	$971.00
All-You- Can-Eat Spaghetti Dinner Fundraiser for Charity	Nov. 2	Printing flyers Tickets Spaghetti Sauce Soda Plates/cups/napkins Plastic forks/knives Desserts Room rental Security	60.00 30.00 80.00 100.00 80.00 45.00 45.00 65.00 100.00 75.00 (680.00)	$291.00
Funds Raised from Spaghetti Dinner	Nov. 4	$20 per ticket for 75 people	1,500.00	$1,791.00
				TOTAL: 1,791.00

Budget Summary

While preparing a budget may seem cumbersome, an organization that operates without a formal budgeting process cannot effectively manage or plan its activities. A properly prepared budget allows organizations to identify goals and to take action to reach success.

Retaining Members

Students stay with organized, dynamic groups that meet their personal goals for membership. Prospective members want to know that the organization is moving forward and will be successful in achieving its goals. Identifying the needs of the individual members is the key to having a strong organization with enthusiastic members. To remember why students join organizations and what helps retain them, just think of GRAPE.

The Grape Principle

G is for Growth

Does your organization provide growth opportunities for all interested members? Are there opportunities for members to move into positions of leadership or are leadership opportunities usually “saved” for the senior members?

R is for Recognition

Do you recognize members when great things occur in your organization? Don’t wait until the end of the year. People need and appreciate being recognized in a timely manner for their hard work and accomplishments. Recognition or awards that are presented may also serve as a motivating factor for other members who would like to achieve a certain level of success.

A is for Achievement

A sense of “team” achievement is important. Healthy organizations make sure that everyone feels as if they contributed to the success of the organization. When the organization is honored, it is important to realize that everyone has contributed and should have a feeling of accomplishment.

P is for Participation

Can everyone participate in programs and events? Make sure your organization is open and willing to accept all student members’ contributions regardless of how long they have been with the organization.

E is for Enjoyment

Volunteering and working hard in an organization has to be fun. If being part of a group isn’t fun, why be a member? A student’s time is valuable and there are many opportunities for involvement. Make sure one of the best options on campus is being involved with your organization. Adapted from: Ohio State University’s Student Organization Handbook (2003).

Running an Effective Meeting

Careful planning is the key to running an effective meeting. Poorly planned or unplanned meetings are typically viewed as boring, unproductive and a waste of time. Meetings can be productive and fun with proper planning.

The following steps will guide you in planning a meeting that is informative and enjoyable to all members:

Before the meeting:

• Define the purpose of the meeting. Without a purpose, members may feel that their time was wasted and it could discourage their return to the organization.
• Develop an agenda and distribute it before the meeting so that members can be prepared.
• Choose an appropriate meeting time and length.
• Choose a location that is easily accessible for all members. A location on or close to campus is helpful for students who do not have their own means of transportation.
• Visit the location prior to your meeting to ensure that the space is appropriate for the size of your group and the activities you have planned.
• Advertise the meeting to your organization and potential new members. If possible, hold meetings at the same time and location every week.

During the meeting:

• Greet members to make them feel welcome and be sure to introduce any new members.
• Start on time. Follow the agenda. End on time.
• Encourage discussion to get different ideas and viewpoints. Members like to see that their ideas have an impact on the decision-making process.
• Keep the discussion on topic and moving toward a decision.
• Keep minutes of the meeting for future reference.
• The leader or facilitator should model leadership skills such as staying on task, listening, valuing members and appreciating diverse points of view.
• Announce the date and time for the next meeting.

After the meeting:

• Write up and distribute the minutes within 2 days to reinforce the importance of the meeting.
• Discuss any issues that may have surfaced during the meeting with officers so that the issues can be addressed.
• Follow up on delegated tasks. Make sure that members understand and carry out their responsibilities.
• Add any unfinished business to the next meeting agenda.
• Most importantly, give recognition and appreciation to the members for their contributions.

Accessibility of Meetings to Others

It is important that your organization is accessible to all interested students. UL Lafayette is a large community of diverse people, which is a tremendous benefit for registered student organizations. Groups that are intentional about being inclusive in their recruitment and retention of members have the advantage of being able to interact with students from a variety of backgrounds and experiences, which strengthens the group experience for all students involved.

When we speak of diversity, we are speaking not only about ethnic diversity, but also diversity of religion, national origin, sexual orientation, ability, age, gender, gender expression, socioeconomic status and other unique characteristics that make us who we are. As a leader in a registered student organization, it is important to consider how you can make your organization as inclusive as possible for all students. Consider questions such as:

1. Where do you hold your meetings? Hold your meetings in locations where all students feel comfortable and not in locations that might make some students feel unsafe.
2. When do you hold your meetings? If your organization always holds your meetings at night, you might be excluding commuters or students who have family responsibilities.
3. Are your meetings and activities accessible to students with disabilities? Let members know that you are willing to change meeting sites or provide accommodations for persons with disabilities.
4. What do you talk about in your group? Is your group conversation inclusive, or do people use derogatory or oppressive language? Educate yourself and your organization on how racist, sexist or other forms of oppressive language can be very damaging.
5. How do you advertise your organization and its activities? If you only advertise in limited areas, it is likely that you are excluding some interested students from your organization. Think about how you can reach out by intentionally advertising in new ways and to new areas on campus. Relying only on word-of-mouth advertising has a limiting effect on diversity.

Program and Event Planning

Program and event planning helps your organization achieve its goals, teach leadership skills and foster camaraderie within your organization. However, it takes a great deal of pre-event planning to ensure success. The following list describes some basic programming tips that will help keep you on track.

Concept

• Determine the goals of the program. Examples: to bring a community together, to educate, to expose individuals to different points of view, to support other programs, to provide entertainment, to provide opportunities, to socialize, to recreate, etc.
• Brainstorm the type of event and possible themes that will match your organizational goals. Examples: speaker, dance, fundraiser, trip, food, festival, athletic event, recreational tournament, etc.
• Determine which of the program ideas will work within your budget.
• Discuss options with your organization and advisor. Make a group decision.

Planning

Date and Time

• Find a convenient date for members in the group and for the entertainment/guest speaker.
• Choose a date that does not conflict with other existing campus programs.
• Determine a convenient time for your targeted audience. For example, if you want commuter students to attend your program, plan a time between day classes when many students are on campus.

Entertainment/Speaker

• Determine the type of entertainment/guest speaker you would like to invite.
• Research local, regional and national possibilities and negotiate a fee.
• Location
• Project the attendance to make sure that you reserve an adequate facility.
• Determine the type of space that is needed for your event and any special needs you may have. Specific facility needs may include the need for: chairs, tables, lighting, sound, a stage, open space, a cooking area, and an outdoor area, lecture hall, etc.

Budget

• All costs associated with the event will be assumed by the registered student organization.
• Project all expenses and incomes such as fees, advertising, security, food, etc.
• Stay within the designated budget.
• Brainstorm additional funding sources if you need more money.

Publicity

• Design publicity strategies for targeted audiences.
• Design promotions to fit the style and theme of the program. Be creative.
• Make the publicity neat and accurate. Include the name of the program, date, time, place and ticket information if necessary. Be sure to follow UL Lafayette trademark guidelines as outlined in this manual.
• Distribute publicity at least two weeks in advance.

Food

• Determine food needs, as well as whether the program will be a dinner or reception. A dinner requires a full meal and a reception only calls for light refreshments, such as hors d’oeuvres.
• Decide whether organization members will prepare the food or hire a caterer.

Safety & Security

• Determine safety needs. Consult with Dean of Students staff and the University of Louisiana Lafayette Police Department (337-482-6447) to ensure that you have considered all safety and security concerns for your event.

Implementation

• Develop a list of tasks that need to occur before, during and after the event; then determine who will be responsible for each one. For example: ushers, clean-up crew, stage crew, publicity, hospitality, etc.
• On the day of the program:
  • Arrive early to check on room arrangements and set up.
  • Prepare a brief introduction statement. For example, “Welcome to tonight’s performance presented by ________. If you are interested in attending or participating in more events like this one, please speak to a representative of our organization.”
• Do an evaluation of the program at the next meeting.
  • Determine if you accomplished your program goal;
  • Record both positive and negative results for future planning;
  • Prepare financial statement of actual expenditures; and
  • Send thank you notes to appropriate people.

Adapted from: Central Connecticut State University, The Success! Series, “ABC’s of Programming”

Assessment and Evaluation

Assessment is any effort to gather, analyze, and interpret evidence on what other people think about a specific service, program, or issue.  Evaluation is the use of what you discover during the assessment process to improve the effectiveness of that service or activity.  Assessment-driven decisions are smart decisions, because you are improving the programs and services provided by your organization based on the feedback of your participants!

There are several ways to build assessment and evaluation into your student organization operations.  The key is documentation and record-keeping, and you can add information to your operations manual or transition materials for next year’s officers.  Assessment projects can be large or small, organization-wide or issue-specific.  Common topics for student organizations include customer satisfaction, needs assessments, program evaluation, strategic planning, and membership demographics.

Community Service

Community service, volunteerism and service learning enhance your college experience in many ways. The following are a few of the ways that the members of your organization can benefit from participating in community service:

• A strong sense of self-worth and pride;
• New experiences, new friends, new possibilities;
• Increased independence and managerial skills;
• Improved decision-making abilities;
• Visibility and prestige in the community and on the job;
• Personal growth;
• Contacts for job advancement; and
• Satisfaction from helping to build a stronger and safer community.

To learn about community service opportunities contact the UL Americorps Office at (337) 262-1360.

Leadership Transition

Implementing an effective officer transition for your student organization is a critical responsibility of outgoing leadership. Here are some reasons why transitioning is important:

    provides the new leader with significant organizational knowledge;
    minimizes the confusion of leadership change throughout the entire organization;
    outgoing leaders gain a sense of accomplishment and closure;
    shares the expertise of the outgoing leaders with the incoming leadership;
    increases the knowledge and confidence of the new leadership;
    minimizes the loss of momentum and accomplishments of the organization; and
    provides a sense of continuity among the membership.

Officer Transition

A thorough leadership transition plan is the responsibility of both the outgoing and incoming officers, and is one of the most important tasks of a student organization leader.  Effective officer transition accomplishes many important functions, including:

• Transfers significant organizational knowledge
• Prevents the organization from having to start over each year
• Gives outgoing leaders a sense of closure
• Provides opportunities for thorough evaluation of the year’s programs and events
• Orients new leaders for the organization, increasing their expertise and confidence
• Builds relationships between new student leaders and the organization advisor

The goal of officer transition is to transfer the knowledge and information necessary for new leaders to thrive well and improve the organization.  Key topics to be covered with new officers include the organization’s constitution and regulations, specific job descriptions and responsibilities, evaluations of past events or projects, resources and contacts for hosting future events or programs, budget information, and timelines for the year.

To be effective, transitions must be interactive and communicative processes between all parties involved.  It is important to focus on the future of the organization through evaluations of the past year and goal-setting for the upcoming year.  Think about your objectives for the transition process – instilling comfort and pride with the new leadership position, passing on your expert knowledge, setting the organization up for future success, etc.  Establish plans for transition that reflect those specific objectives.

A final note about officer transition is that it actually occurs year-round, as you identify emerging leaders within the organization and provide them with opportunities to assume increasing amounts of responsibility for your programs and events.  Empower your members to get more involved from the beginning, and you will have less work to do when you transition them into officer positions at the end.

Start Early

• Identify potential leaders in your organization early in the year.
• Encourage these potential leaders through personal contact.
• Have the officer’s help develop skills by delegating responsibility to potential leaders. Share with them the benefits of leadership.
• Clarify job responsibilities.
• Model effective leadership styles.
• Develop an organizational structure to support leadership development.
• Develop a mentoring program.
• Develop leadership notebooks.
• Create a shadowing program.
• Orient the new officers together with the outgoing officers so they can understand each other’s roles and start building their team.
• Transfer the knowledge, information and materials necessary for the new officers to function well.

Make the Transition Smooth

• Hold officer elections one month before installation to provide an overlap period for new and old officers to work together.
• Fill the gaps for new officers by asking yourself what information you wish someone had shared with you a year ago.
• Review your constitution and bylaws to reflect changes made during your administration.
• Review the job descriptions to make sure they accurately describe the duties of each officer.
• Encourage informal meetings between incoming and outgoing officers.
• Plan a transition retreat.
• Review and update your mailing list or membership records.
• Leave behind organized files that will be helpful to the new person.
• Introduce incoming officers to advisors, other student leaders and university administrators.
• Orient incoming officers to resources used in the past.

Add Your Personal Touches

• Share the effective leadership qualities and skills you learned on the job.
• Share problems, helpful ideas, procedures and recommendations.
• Write and share reports containing traditions, ideas or completed projects, continuing projects and concerns or ideas never carried out.
• Have the officers go through organizational files together.
• Acquaint new officers with physical environment, supplies and equipment.

Share the Organization’s Structure and Documents

• Constitution and by-laws
• Job descriptions/role classifications
• Organizational goals and objectives
• Status reports on ongoing projects
• Evaluations of previous projects and programs
• Previous minutes and reports
• Resources and contact lists
• Financial books and records
• Mailing lists
• Historical records, scrapbooks and equipment

Recruitment of Organization Members

It goes without saying that an organization is nothing without its members. Every organization is built upon a common spirit and interest, but it’s the people that make that spirit come alive. Recruiting members is integral for starting a new group, but should be a continual process to ensure constant interest and membership.

Who

So, your organization has formed and you’re looking to boost your membership. Who do you target? There are many students on campus so the more you advertise, the more students will know about your organization. All members of the organization should embrace the mission and goals of the organization so throughout your recruitment process make sure those are stated and clear to potential members. Student organizations, as well as the rest of the University, are vested in a policy of equal opportunity, and no one should be discriminated against because of race, creed, religion, sexual orientation, etc.

Where

There are many places for organizations to advertise their events. Two areas where there tend to be a lot of students are Student Union and Rex Street. In addition to the day to day activities of going to class and studying, organizations tend to congregate at the most established university traditions, namely Yell Like Hell, Ragin' Roar, and Homecoming. Get your organization out there and partake in the fun. The first week of school organizations can participate in the Get on Board Day. This is a time for all organizations to recruit members. Stop by the University Program Council Office (2nd floor Student Union) to find out how to get involved in these and other traditions.

What

So now that you know who you’re trying to recruit and approximately where you’re doing it, what do you do? There are a few things that many organizations do to recruit and advertise. Table tents in the dining hall, are one of the established easy ways to get information out to students. However, due to limited space it is sometimes hard to reserve table tent space. In addition to table tents there are flyers and chalking. Also, activity is key to the success in recruiting students. Making a special effort to get new students to come to your organization’s activities is a good way for them to gauge whether or not they want to join.

When

Although you can advertise your student organization anytime throughout the year, there are a few times when they will be especially receptive to joining organizations and learning about the opportunities that are available to them. As mentioned before, some of the best opportunities to recruit new members are at the university traditions of Yell Like Hell, Ragin' Roar, and Homecoming. Other recruitment opportunities include Up Till Dawn, Relay for Life, Campus Clean-up, Enrollment Services preview days, and New Student Orientation.

How

How you advertise and promote your organization is almost as important as the preceding four categories put together. You need to present a positive attitude, be approachable to students, and have fun. Student organizations do require hard work and dedication but there are many benefits, including having fun and getting involved on campus outside of academics.