Background: The organization was characterized by a small staff/administration that was passionate about their mission and accustomed to having much to do more than time permitted. This resulted in an atmosphere that demanded last minute, extraordinary efforts to achieve even minimal results. Consequently, the staff felt that they never had the time and appropriate planning to achieve the quality of work that they wanted to provide. The President and the Board recognized the need to do fewer, mission critical activities very well rather than many lesser activities marginally well. Adding staff resources was not an option for fiscal reasons. We worked with the Board, President and the Senior Staff to implement a structure to prioritize their initiatives, clearly plan activities and provide accountability for project completion. Lastly, we implemented a management system for interim and post activity review/assessment and refinement for ongoing improvement.

Approach

• Held in depth discussions with the board chairperson, the President and the senior staff; and met with each staff member to understand each person’s viewpoint of the problem and the opportunity to improve results.
• Observed the formal and informal management processes, communications, and activity assignment, review and analysis
• Developed a revised role description for the senior staff opening that specified people and project management skills and an organizational structure that centralized the staff under the newly defined position to improve communication, coordination and accountability
• Participated in the interviewing process for the final candidates
• Provided onboarding services to the new senior staff member to accelerate their organizational learning and acclimation
• Facilitated the prioritization of a comprehensive activity list and project communication/assignment to staff members
• Participated in senior staff weekly review/analysis of ongoing activities
• Facilitated a revised strategic plan based upon the newly prioritized activities