Transitioning Your Organization to the Next Level with an Operations Manual

Keri Shiplet Coordinator of Campus Activities Colorado College

2008 NACA National Convention St. Louis, Missouri February 19, 2008

Program Goals
Attendees will be able to identify the need for an operations manual to foster smooth transitions.
Attendees will be given ideas so they can design their own structure of an operations manual for their organizations. Attendees will leave with resources that they can use on their campus to facilitate the development of operations manuals with their organizations.

Program Overview
What Do You Need to Transition Your Organization? Why an Operations Manual? Overview of Operation Manual Components Detailed Description of Components

Operation Manual Formats

Transition Ideas Annual Check List Questions?

What Do You Need to Transition Your Organization?

Mission Statement Goals Constitution & Bylaws Officer Job Descriptions Operating Procedures Calendar of Regular Events Key Contacts Financial Records

Why an Operations Manual?

An operations manual provides the information necessary to perform all of the standardized procedures of your organization.
Why start each year from scratch when you could build upon the success from the past leadership.

Operations Manual Components

Governing Documents Officers Advisors Operating Procedures Event Planning Procedures Organizational History Forms

Governing Documents
Mission Statement Goals and Action Plans Constitution & Bylaws History of Changes to Governing Documents Institutions Rules

Officers
Job Descriptions and Responsibilities
Organizational Chart

Executive Standards and Procedures Contact Information

Advisors
Advisor Role(s) and Responsibilities

Contact Information

Operating Procedures
Membership Standards and Procedures Discipline Procedures Publicity and Media Relations Budget Process and Financial Guidelines Transition Procedures Important Phone Numbers, Websites and Resources

Event Planning
Pre-Event Planning Procedures Annual Events and Processes

Organizational History
Historical Information
Calendar of Regular Events Financial Records Evaluations Event Statistics

Forms
Cover Sheet
Financial Forms Facilities/Room Request Forms

Event Planning Forms

Statistics Sheet Incident Report Forms

Formatting
Type into one document Cover and a Table of Contents Bound or Binder

Hard/Electronic Copy in Advisors Office

Update at end of officer cycle so you can pass it on to the next officer

Concise but detailed

Transition Ideas
Plan a get together
Retreat Workshop One-on-one discussions

Utilize Operations Manual Questions & Answers w/ Old and New Officers
Remember it is important to provide closure for the old officers and setting up the new officers for success.

Annual Check List

Easy way to evaluate incoming operation manuals.
Supports feedback to organization leaders on what is missing. Leaders can learn what to expect.

Questions?

Transitioning Your Organization to the Next Level with an Operations Manual

Keri Shiplet Coordinator of Campus Activities Colorado College
2008 NACA National Convention St. Louis, Missouri February 19, 2008