How To

 As a 'seasoned adult', I've had many years of experience in areas of not-for-profit, as well as paid employment.

Having trained several incoming staff through a variety of various positions, I noted it can be difficult to pass on all information that the incoming staff member may require.

Trivial things such as where floral arrangements/wreaths are purchased, or what to remember at various times of the year may not be recorded in the job guidelines but are intrinsically part of the role.

That's where a "How To" document might be helpful.  In this document (which I refer to as a 'living document), you note small incidentals, timelines, and practical notes that can assist the incoming staff member as they learn about what is required, especially after you are no longer working in that area. Looking back, I now realize that such a document in my early years of working in both paid and N-F-P work, would have been invaluable.

This document can be continually changed and updated by those referring to it so that as functions, timelines, and things change in your role, there is an up-to-date place of reference. It is an intentional document and one you are continually updating.

Such a document might seem to be a waste of your time, however, once you are not in that role, it can assist the new person, especially if they cannot contact you. Such a document, alongside the PD and PG, can stimulate conversation and help with communication in the working environment.

One way you might like to begin your "How To" document is by going through your Position Description (PD)/Guidelines (PG) and making notes on the small points that are not listed in these documents.

In some roles, knowing the manager's coffee preference can help set a more positive start to the working day!

Small incidental points, which seem trivial, can help create a positive working environment, or cause dysfunction as people become frustrated because the previous staff member "knew", but the new member of the team does not.

How can you create a "How To" document today and into the future, for when you train someone in your role?

Preparing Your Report

Currently, I'm preparing progress reports for upcoming meetings. As this year progresses, I have been considering how to achieve a concise, straightforward way to ensure that each report delivered covers relevant information. If you are reporting to different organizations and in different portfolios, then ensuring you are communicating clearly and concisely will help make better use of your time.

There are numerous ways to draft your report. You may choose to use paragraphs, bullet points, or sub-headings.  Some organizations may have a proforma template that each person or departmental manager uses.

From writing many progress reports over the years here are a few tips I have learned that might be helpful to consider:

• address report to the appropriate manager or board.
• be concise.
• be current (don't write on events or projects that are out-of-date, unless the historical value adds to the report).
• ensure you address the areas over which you manage.
• if part of your report, ensure any problems or challenges are noted and what you have done to address the issue, or what assistance you are seeking.
• include any future planning for your area of management.  This may also include advising staff leave, travel plans, and project deadlines.
• choose an easy-to-read font in a suitable size.
• do not use slang or cliches.
• do not include favorite quotes, etc.  Usually, reports are business based, even in not-for-profit, so keep your report looking clean and professional.

Recording Minutes of a Meeting

Some people may ask why recording notes (minutes) of a meeting are important. The recording of decisions made provides a written record that can be referred to in the future, provide approval for actions to be implemented, and is kept as a historical reference.

The ability of the person to take minutes should be recognized. The ability to write or type notes while being immersed in the discussion, requires the minute taker to be prepared, well-organized, and multitasking.

Accurately recording all decisions made, ensures a documented reference for the group or organization of actions to be undertaken and completed.

The person taking minutes should record in a way that is not biased and provides enough information to show why the decision was made yet be concise. The ability to listen well and type/write quickly is essential.  If the meeting is over several days, or there are numerous items to be discussed and resolved, having a second person take notes is helpful. The notes can then be collated into one document post-meeting.

Writing/typing more information than you will include in the final set of minutes helps the minute taker to ensure they have captured all essential information.  It is much easier to reduce what is noted in minutes than to try and remember what is missing.

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Some suggestions that may be helpful to those assigned to take down minutes:

• Ensure distractions (mobile phone, apps, etc) are turned off or silenced.
• Save your work regularly if typing. I cannot stress the importance of this! If you have typed hours' worth of information but have forgotten to save the file and lose all you have worked on, it is frustrating and embarrassing.
• Be prepared - have all essential tools on hand and ready.
• Listen carefully.
• If unsure about the wording of a proposed resolution or minute to be noted, ask. Refer to the Chairperson for clarification.  Ensure you have accurately recorded both the person moving motion and the person seconding the motion.
• Take more notes than you will require.  It's easier to delete than remember.
• Have final draft completed as soon as practical post-meeting and send to Chairperson/assigned person for approval.

These suggestions are simply learned from many years of experience in undertaking such roles.

An accomplished minute-taker ensures that important decisions are accurately recorded. I encourage you to not be overwhelmed when minute-taking.  It is a valuable skill to learn and accomplish.

Prayer, Plan, Prepare

 All this also comes from the Lord Almighty, whose plan is wonderful, whose wisdom is magnificent. Isaiah 28:29 NIV

"Prayer, plan, prepare" emphasizes the importance of seeking guidance from the Lord, creating a strategy, and taking action to achieve a desired outcome. It can be a helpful reminder for those looking to accomplish personal or professional goals.

Here are some ways to apply "Prayer, plan, prepare" in your daily work process.

Prayer: Start by seeking inspiration and guidance from reading Scripture, reflecting, and spending time with the Lord in conversation.

Plan: Once you have gathered inspiration and guidance, create a plan that outlines your goals, the scope of your article, event, or project, and the timeline. Consider real factors such as budget, resources, and any potential challenges that may arise.

Prepare: With a plan in place, it's time to act. Begin by preparing the necessary materials and resources and start executing your plan. Be open to adjusting as needed and remember to stay focused on your goal.

By applying "Prayer, plan, prepare" to your strategy, you can create a focused and intentional approach that helps you achieve your desired outcomes.

One way to incorporate "Prayer, plan, prepare" into your design process is to:

• Begin with a prayer to seek guidance and inspiration from the Lord,
• Create a plan that outlines your design goals, the scope of your project, and the timeline,
• Prepare by gathering the necessary resources and materials,
• Execute your plan with focus and intention, while remaining open to adjusting as needed,
• Continuously seek guidance through prayer and reflection throughout the design process, to ensure that your outcome is aligned with your values and intentions.

Remember, competent, creative processes require both inspiration and strategy.

By incorporating "Prayer, plan, prepare" into your approach, you can ensure outcomes that are both meaningful and effective.