Reporting

If you attend general meetings of different organizations, and if you hold any portfolio position, then you may need to provide a written report of activity for the area you oversee.

Reporting about the activity of the area of management under your portfolio ensures that there is accountability, and the opportunity to ask for assistance, or additional resources for the daily oversight of the area/programs/activities.

Ensure the correct reporting period is clearly shown on the report, along with who is reporting, and position, and what the report is about.

Gather any information from your team, collected information and data, and clients that you know need to be included for reporting. 

Example 1: a sports club coach may include the number of players across each age group, the number of games played in the reporting period, and any incidents, equipment required, or upcoming training events that require funding.

Example 2: a manager of a Not-For-Profit retail area may include the number of employees or volunteers, how much stock was put through the retail for the reporting period, any incidents/sick leave/staff rotation issues, what maintenance is required in the retail section and how much profit/loss with a breakdown of income and expenses.

Read through your report for typing errors, and to ensure it is concise and clear when reading.

You may also like to include a summary of recommendations/issues to be addressed at the end of your report – this helps the minute secretary and the other portfolio managers when they are looking for your recommendations.

Don’t forget to submit your report by the required date and to the correct person/s.

One last tip! Ensure you have a copy (either printed/digital) with you for the meeting so that you can easily refer to recommendations/notes/points that others in the meeting ask you.

Prepare for your meeting

How do you feel when you are rushing to a meeting with sticky notes, and pieces of paper flying about, and you are looking for a pen that works!  We know that this is NO way to be prepared to go into a meeting.  When you are rushed, ill-prepared, and do not have the information you need on hand, the meeting will be a disaster of distress, frustration, and unmet expectations.

How can you be prepared so that the above-mentioned situation is not what you are dealing with? Simply, be prepared – get organized!

1.   Schedule time in the days preceding the meeting to read through all material sent.

2.   Have your agenda ready (printed/digital) and ensure you have advised the person assigned to prepare the agenda; any items you want to have included for discussion.

3.      Read through any reports prior to the meeting and have your notes/questions ready.

4.  Read through the previous minutes, noting anything you are supposed to have completed (and ensure it’s done).

5.      If you are bringing items to the meeting for discussion, have your notes and research collated.

6.      Have your pen and paper ready, or your digital device (and ensure it is charged).

7.      Be well hydrated and rested.

These are some simple steps that you can take to help be prepared for an upcoming meeting.  Entering a meeting feeling calm and confident, with the correct materials on hand, will assist you in communicating through the discussions that will take place and working towards amicable, achievable decisions.

Remember, reflect, renew

 Remember:        Up to this moment, your life has been a series of events – joyful events and trials. Anyone who says they have never been through difficulties is lying or a narcissist.

Trials are hard to endure through, yet we often grow the most in these times – in our character and showing our values, if we are willing to learn from the experience.

“The dry seasons in life do not last.The spring rains will come again.” —Sarah Ban Breathnach

Reflect:                As you reflect on life up to this moment, ask yourself honestly, “How am I doing?” Often, we don’t want to reflect on the challenges, yet when we take the mask off, then reflection can be useful in helping us grow and move forward. Reflect on the positives as well.  What can you be thankful for?

“Reflect on the past, embrace the present, and create a brilliant future.”

 Renew:                In this new year, what do you want to change? What areas of your life need work, and how can you express gratitude? What change will you make in your habits?

“Endings are the launchpad for new beginnings. Take the leap and soar high.”

Just living my best life

 

Well, I was going to do an inspirational, goodbye 2023 - hello 2024 blog post, but instead - enjoy being with those you love and in your circle of influence!

2024 will be a whole new experience - with joyful times and challenges.  The best is yet to come.

Remember at Christmas

Christmas is almost here! There's an air of excitement, Christmas carols, events, parties, concerts, worship services, and preparations. However, this time of the year can also be quite lonely and even stressful for many.

Let us remember that our Lord Jesus Christ was not born in a fancy mansion or a private hospital. He wasn't gifted hundreds of clothes and toys. The Innkeeper didn't even have a spare room for Mary to rest in.  She ended up in an animal shelter and laid her newborn son in a manger (animal feeding trough).

Yet, the angels appeared to shepherds praising God and the shepherds went and saw the newborn Son of God. They spread the word about this baby and praised God for all the things they had heard and seen.

So Christmas is not about how many gifts are under the tree.  It is not about how much food the table can hold. It's not about how much money you spend.  

Christmas is about being thankful.  

Thankful firstly to God, who loved us so much, that He sent His Son to be our savior. 

Thankful that Mary was obedient to the angel's message from God.  

Thankful that the Bible is full of promises to us. 

Be thankful that Jesus Christ, the Son of God, chose to obey God and give his life for us. 

Thankful that we can celebrate with our families (however they may be made up). 

Let us be thankful that we have a future with God if we accept Jesus Christ as our Lord and Saviour.

Perhaps you can be 'someone' who can share what you have with those who may not have much to celebrate or someone who is lonely, or doesn't have family around them?

Titus 3:4-5 tells us, "But when the kindness and love of God our Savior appeared, he saved us, not because of righteous things we had done, but because of his mercy. He saved us through the washing of rebirth and renewal by the Holy Spirit".  

We are not saved by what we do - we cannot save ourselves by doing good things, good works, and being good people.  We are saved simply by accepting the amazing gift that is offered to us by the death and resurrection of Jesus Christ.  

Over this Christmas period, why don't you check for yourself what the Bible says?

• Acts 4:12
• John 3;16-18
• John 14:6
• Matthew 7:21
• Matthew 19:25-26
• Ephesians 2:8-9
• Romans 3:23
• Acts 16:30-33

Roundtable: How can your organization improve productivity and staff inclusion? (Acknowledgement of work undertaken)

 Acknowledgement of work undertaken.

This is the last in this series of roundtables: how can your organization improve productivity and staff inclusion?

It is important that as leaders we acknowledge the work undertaken by our teams. To achieve a desirable outcome, it takes a team of people who input their ideas, skills, and talents.  We, as leaders, should not take all the credit for a team effort.  Unfortunately, that is often the case, and you will find that people will either discontinue to engage and ‘just do their basic job’, or they will leave to find a workplace or team that appreciates and acknowledges the work they undertake.

As a leader, it is an important skill to learn how to acknowledge the work undertaken by our team members. It shows you appreciate them; you value the people on your team, and it reflects your values. If you recognize and acknowledge the work undertaken by your team, they will grow in confidence, and positive relationships within the workplace, and be motivated to continue learning, engaging, and improving.  

You may choose to verbally acknowledge or celebrate with the team.  There may be an occasion to provide a certificate of acknowledgement or an award.  For example, you may have part of your team who have worked especially hard on a project that has won an award.  Why not have them take the stage to receive the award on behalf of the organization instead of yourself?  This sends a message that they are valued within the workplace, and you are humble enough as a leader to allow the appropriate people worthy of praise.

While it may be more personally gratifying to garner their acknowledgement of work undertaken, you will find by cultivating a culture of respect and trust, by acknowledging the team members work undertaken, your organization can become a place where people want to come under your leadership and guidance.

What are some ways you can acknowledge the work undertaken by your team members?

Roundtable: How can your organization improve productivity and staff inclusion? (Being open to ideas from staff)

 As a leader within your organization, you must encourage and enable ideas from your staff or team.  As your team collaborate and discuss projects or ways to improve the business, they raise ideas that you have not considered.

To be open to ideas from your staff or team, will require you to be respectful, listen, accept criticism, acknowledge others' input, and allow participation.  You will need to be humble and gracious towards your team and ensure they feel safe to express ideas and are aware that they will be acknowledged and heard.

Collaboration with your team can enable innovative ideas and concepts to be discussed, experimented, or implemented and draw everyone together to work at their best and edify each other along the journey.

Being open-minded to ideas brought forward by your team helps you learn and expand your knowledge base. You improve your skills and together the team can discover further opportunities to grow and expand. Your relationship with the team can become more respectful and you learn empathy.  It is worthwhile to build trust, affinity, and harmony among your teammates.  As their leader, you set the attitude and culture of the work environment.

So, this week, how can you be open to ideas from your staff or team?