Transcript Winrock Conference

Building Sustainable
Ukrainian NGOs
NGO training prepared by:
United States Peace Corps, Ukraine
Community Economic Development Project
Agenda
 Introduction to NGO Sustainability
 Components of NGO Sustainability
 NGO Sustainability Handbook
– Development of Handbook
– Practical Application for NGOs
 What are the next steps?
What is Sustainability?
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In the context of NGOs, sustainability is the ability of
an organization to develop and manage sufficient
resources and relationships to fulfill its mission
effectively and consistently over time.
Successful NGOs work towards long-term
sustainability by developing resources and
relationships that meet both today’s and tomorrow’s
needs.
This concept applies to large NGOs, as well as very
small NGOs with a 1-2 volunteer staff.
Types of NGO Sustainability
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Financial Sustainability
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Includes: less dependence on international and start-up
funding; greater reliance on local funding obtained through
various means.
Operational Sustainability
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Includes: a stable organizational structure; effective
leadership; employees and volunteers with needed skills; a
system to help people improve their skills; good
management practices.
Also includes: adequate facilities and equipment; good
relationships and a positive reputation in the community,
and with other organizations; open and honest reporting; a
focus on fulfilling the core mission of NGO.
Why is Financial Sustainability
Important?
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Currently, Ukraine is the recipient of large amounts of funding
through foreign governments and foundations.
NGOs in Ukraine are eligible for this funding through grant
competitions, many of them have specific funding requirements
that may not fit with the mission of the NGO.
As development continues and civil society grows, this funding
will shift from Ukraine to less-developed countries with greater
need.
NGOs that diversify their funding sources before this shift
occurs find it easier to continue the important work of the
organization without interruption.
Why is Operational Sustainability
Important?
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Operational sustainability assists NGOs to fulfill their
mission through the following features:
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Dedicated staff and reliable volunteer force
Stable facilities and equipment (including ability to pay
necessary ongoing expenses)
Partnerships in the community necessary to make their
work successful
Trust from donors and other supporters that NGO funds are
allocated to appropriate expenses
Components of NGO Sustainability
Proper management of each of these areas contributes
to the long-term sustainability of an NGO:
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Strategic Planning
Human Resources
Operational Efficiency
External Relationships
Fundraising
Marketing
Transparency
Advocacy (includes Lobbying)
Strategic Planning
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Strategic Planning is a process for setting and
managing priorities for the NGOs future.
Process includes: situation assessment; creation of
NGO vision and mission statements; creating NGO
goals and objectives; writing Strategic Plan;
implementing Strategic Plan; regular reviews and
tracking.
A written “Strategic Plan” provides focus for the NGO
and outlines desired results of overall NGO activities.
Process is typically directed by NGO leaders, with
participation from staff, volunteers, community
members, local government officials, target audience
of NGO and board members (if appropriate).
Human Resources
Human resources refers to your NGO’s people, how to find them, how to
help them do their best, and how to keep them. All of the following are a
part of developing good human resources practices within your NGO:
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Staffing and Recruiting – Finding the Right People
Training – Helping your People Grow
Personnel Management – Taking Care of Your People
Performance Management – Guiding Your People
Retention – Keeping Your People
Volunteers and Paid Employees – All Your People are Important
Planning and Conducting Meetings – Making the Most of People’s Time
Organizational Structure – Documenting What Your People Do
Boards and Their Role in NGOs – People Who Can Help Your People
Operational Efficiency
Operational efficiency means an NGO has reviewed
and revised daily activities in a way that gets the
most productivity from all the NGO’s resources. This
can be accomplished by:
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Creating an environment that promotes operational
efficiency
Listening to all staff and volunteer ideas
Examining your current methods
Doing research
Experimenting with new methods and ideas
Recognizing and rewarding good ideas
External Relationships
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Building external relationships includes initiating and
continuing communication with individuals in your
community who have an interest in your NGO.
These relationships could include other NGOs, local
professional associations, coalition groups,
government institutions, private business and
international organizations.
Benefits of external relationships include sharing of
resources, information, knowledge, skills and even
funding; improved reputation in the community;
broader communication network for marketing
activities and events.
Fundraising
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Good fundraising strategy is an organized and effective approach to
obtaining the money, goods and services an NGO needs to support
its activities so it can meet it’s goals on an ongoing basis.
Financial sustainability is achieved through identifying diverse
sources of funding such as:
– Local Fundraising – collection box, concert event, car wash
– National and International Fundraising – expatriates, Ukrainians
living overseas
– Private Business – requests for specific or general funding
– Fees for Service / Membership Dues – from your target market
– Product Sales – sales of arts and crafts; copies/printer service
– Physical Assets – rental of NGO space, computers, LCD projector
– Grants – used for funding specific projects, not operational
expenses
Marketing
Marketing helps NGOs understand what people they
will serve, what they want or need, and how they can
be motivated. It also helps you “sell” your services or
ideas you are promoting in the community.
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Conduct market research – What is needed?
Develop your “product” – What will you offer?
Promote your NGO and your “product” – How?
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Ideas for NGO promotion include small brochures, media
fact sheets, news releases, media invitations, flyers and
posters, speeches, personal networking, websites, mailings,
print and radio advertising, your friends
Measure your progress – Is it working?
Transparency
Transparency involves organizing and reporting accurate
information about an organization and its activities, and then
giving that information to people or groups that have an interest
in the NGO and it’s success.
 Transparency creates a sense of trust; NGOs seen as honest.
Donors are more willing to fund, reputations are improved in the
community, and employees and volunteers are more supportive
of NGO management.
 Examples of transparency include:
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Annual Financial Reports, including donations and expenditures
Strategic Plans, Organizational Charts
Schedule of Activities
Organizational Reports
Share information with donors, Boards, employees, government
officials, members and other interested parties.
Advocacy and Lobbying
Advocacy for NGOs means representing the interests of people
whose needs might not be otherwise represented to individuals
and groups who are community decision-makers. Lobbying is
advocacy in the context of government officials. Examples of
advocacy and lobbying activities include:
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Programs to raise public awareness, build community
understanding and change attitudes about special concerns
Programs to educate specific groups about your concerns
Programs where your NGO joins with other local and national
NGOs with similar concerns
Relationships with public officials who can influence legislation
Citizens writing or calling government officials about need for
action, holding media briefings
Petitions for government action, civic demonstrations
Handbook Development
 Ukrainian NGO Sustainability project initiated by
several Peace Corps Volunteers in 2003
 Volunteers worked with 31 NGOs across Ukraine,
conducting interviews and compiling data on
sustainability techniques of successful NGOs
– NGOs ranged from very small to large, newly created to well
established
 With information gathered, volunteers wrote NGO
Sustainability Handbook in 2005
 Editing and final publication completed in partnership
with Ukrainian advisory organizations
Ukrainian Advisory Organizations
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GURT Resource Center
Counterpart Creative center
Ukrainian Citizen Action Network (UCAN)
Institute for Non-Profit Management
International HIV/AIDS Alliance
American International Health Alliance
Center for Philanthropy
Practical Application for NGOs
What are the next steps?
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Read “Achieving Sustainability: Real Stories from
Ukrainian Non-Governmental Organizations”.
Pay special attention to the steps listed in each chapter’s
final section, “Looking Ahead”. Follow steps as
appropriate.
Evaluate your NGO in the context of other NGOs.
Determine your goals as an NGO and take the necessary
steps to achieve those goals.
If appropriate, contact NGOs listed in the back of the book
for assistance, development of NGO network and
partnership projects.
Watch your NGO grow into a sustainable organization!
THANK YOU…
…for your time and participation today
…for your leadership in the community
…for your dedication to the development
of Ukraine
…for your interest in creating sustainable
NGOs
To access an electronic version of this
document, as well as the English and
Ukrainian versions of the NGO Sustainability
Handbook, go to:
http://tefl.pcukraine.org/resources.php?cat=Manuals