Archiving minutes for an assembly involves properly storing and organizing the recorded minutes of meetings for future reference. Here’s a step-by-step guide on how to archive minutes:
Create a dedicated folder or file to store assembly minutes.
◼ Use consistent file naming conventions.
◼ Arrange minutes chronologically for easy reference.
◼ Include clear and descriptive titles for each set of minutes.
◼ Attach supplementary documents if applicable.
◼ Regularly back up electronic archives.
◼ Maintain confidentiality and data protection.
◼ Communicate archiving procedures to relevant stakeholders.
◼ Periodically review and follow a retention schedule.
◼ Consider digitization for easier searchability
Writing an annual narrative report involves summarizing the key accomplishments, challenges, and progress made by an organization or individual over the course of a year.
◼ Introduction: Provide an overview of the report’s purpose and the organization/individual’s mission.
◼ Executive Summary: Summarize key achievements, challenges, and outcomes.
◼ Goals and Objectives: Describe progress toward goals and whether they were achieved.
◼ Accomplishments: Highlight major achievements and their impact.
◼ Challenges and Lessons Learned: Discuss obstacles faced and lessons learned.
◼ Partnerships and Collaborations: Describe significant collaborations and their outcomes.
◼ Financial Summary: Provide a summary of the year’s financial performance.
◼ Future Plans and Goals: Outline plans and goals for the upcoming year.
◼ Conclusion: Summarize key points and express gratitude.
◼ Appendices: Include relevant supporting documents.
Documents are different from each country, regarding on the form of relevant ministries that issued those documents. General documents needed for registration on the GMP are:
◼ Proof document for TIN (Tax Identification Number)
◼ First and last Decision on registration of organization
◼ Annual narrative report for previous year
◼ Financial report (balance sheet and income statement) for previous year (in accordancce with year of narrative report)
Preferable documents are:
◼ Audit report
◼ Strategic plan
SMART Balkans developed a detailed tutorial on how to register properly on the GMP – https://youtu.be/ZekkisSMh3A
The Statute is the foundation for building an organisation. It should contain all the key agreements made by members on how the organisation will work. In law it is called the “founding document” and it is legally binding on the executive and members of the organisation. It should tell you the following:
Why the organisation exists, its purpose and objectives;
Who the organisation’s key constituency and stakeholders are, who should benefit from its work;
How the organisation intends to work, its broad principles and the basic structures for decision making and getting the work done as well dealing with the finances and assets of the organisation.
It is difficult to mention every single case in the Statute. Thus, the Conference can accept different bye-laws when it is needed. These are rules of procedure made by an organisation for the regulation, administration or management of its organisational structure and operational activities.
They usually deal with matters of internal regulation, and are binding on all persons within the organisation.
By-laws in fact make or break a CSO. We need to remember that everything a CSO does, internally and externally, are defined and laid out in the bye-laws.
Running a protocol book properly involves effective organization, clear communication, and consistent implementation. Here are some steps to help you run a protocol book effectively:
Define your objectives;
◼ Create a template;
◼ Gather existing protocols;
◼ Assign responsibility;
◼ Document protocols;
◼ Review and approval;
◼ Organize and categorize;
◼ Establish version control;
◼ Communicate and distribute;
◼ Periodic updates and maintenance;
◼ Seek feedback and improvement.
Canva is a popular online graphic design tool that allows you to create various visuals, such as social media posts, presentations, infographics, posters, and more…
▪️Sign up or log in to Canva.
▪️Choose the type of visual you want to create.
▪️Select a template from Canva’s library.
▪️Customize the design by editing text, adding images, and adjusting colors.
▪️Upload your own images if desired.
▪️Arrange and organize elements on the canvas.
▪️Save and download your design in the desired file format.
▪️Share or publish your design on social media or other platforms.
Find additional information on how to use Canva at https://www.canva.com/designschool/tutorials/
Infographics are used to easily present complex information in order to inform a large audience in an interesting way. When creating an infographic, it is first necessary to identify and organize the data that will be used, after which the selection of the infographic design is approached with the help of various web platforms. Furthermore, it is crucial that visual contains only important informations.
With a website, you become visible on the Internet to an audience all over the world, and the first steps in its creation are the design of a plan for what will be on it and the organization of the website itself. After choosing a web service for creating a website, a domain and hosting are leased so that the content can be placed on the website. It is recommended that expert designer is engaged in creation of the website.
You can edit the website yourself using websites that offer pre-designed design templates.
In order to make a good photo, it is important not to ignore elements such as balance, simplicity, perspective, line, whereby the rule of thirds can also be applied, i.e. dividing the photo into rectangles in order to highlight the key elements.
Photography represents one of the most influential tools that can create awareness of a problem or the need for change, and as such represents a visual illustration of your campaign, idea or project. Photography is a medium that spreads very quickly on social networks, allowing more people to get to know your project.
◼ Conduct a comprehensive problem analysis research before filling out the project documentation
◼ Define project idea through
◼ Phase of analysis (context, stakeholders, problem, objectives, and strategy analysis)
◼ Planning phase (creation of logical matrix)
◼ Use Guidelines for applicants that can be useful for identification of potential risks and mitigation measures before applying for a project
◼ Form a team and assign taks
◼ Carefully read Public Call and Guidelienes for applicants as well as Application form
◼ Pay special attention to the supporting documents, especially since it takes some time to prepare specific documents
▪️ Do not start filling out application form before preparation of logical matrix
▪️ Use logical matrix as a baseground for different part of application form
▪️ Do not skip Guidelines for applicants, answer on each one of them
▪️ Include target groups in project preparation in order to understand their needs and perspectives
▪️ Be prepared to start implementing the project as soon as you sign a grant contract
▪️ Pay close attention to the implementation plan – the best use is in the logical matrix
▪️ Constantly monitor budget expenses, since it is necessary to ask donor for a reallocation on a timely manner if needed
▪️ Use previously created and accepted communication plan
▪️ Communication with partners is out of high significnce to ensure partner dedication in project implementation
▪️ General objective needs to be directly lined with the objective of the Call for proposal
▪️ While defining general project objective, pay attention that it overcomes project duration, describes strategic ambition and longterm change of specific situation.
▪️ Define project objective as wanted, final seeking status, rather than a way or a process; it needs to be harmonized with country’s development policy, donor’s guidelines, and it usually
▪️ Specific project objectives define expected change that will occur with project implementation; it describes benefits for target groups and at the end, it should be possible to evaluate wether concerte objectives are achieved
▪️ While defining project-specific objective, use clear, concrete, and simple formulation; it should be realistic and achievable as well as relevant in relation to the general objective
▪️ Project-specific objective needs to be formulated as a desired state, not as a form or a process
▪️ Vertical logic (project achievements, connections between cause and consequence)
▪️ Horizontal logic (indicators for measurement of project progress, identification of sources/means for verification of indicators)
▪️ Result is the change that needs to be achieved
▪️ Result is what is indeed produced as a product of project funding
▪️ Results directly contribute to the achievement of project objectives
▪️ Project results need to be realistic, concrete and measurable
▪️ Project results are defined in a past tense
▪️ Write project activities as actions or series of actions and assignments in which resources are invested into
▪️ Activities are conducted for achievement of planned results and objectives
▪️ They should be processes, not statuses
▪️ For each result, at least one activity needs to be defined but in the most cases, there are more activities that lead to one result
▪️ Planned activities should be necessary and enough for achievement of results and objectives
▪️ Assumptions are external factors that contribute or even define project succsses but are out of project’s control
▪️ Those are conditions, events or decisions that have to be fulfilled in order to have a succssessful project
▪️ If assumptions are formulated as negative form, they become risks
▪️ Include in logical matriy only those assumtions with possibility to occur, not those for which we are certain it will happen
▪️ Assumptions help to make a decision wether to continue with project development or not
▪️ Indicators are main instrument for monitoring project realisation and are used for a constant analysis of project progress
▪️ Indicators help to improve management and decision making process during project implementation and provide critical informations for assessment of efficiency, impact, relevance and project sustainability
▪️ Good way to define indicators is to answer on questions: How can we know if planned is achiving? With what do we measure succssess?
▪️ By using 𝐒𝐌𝐀𝐑𝐓 indicators, it is easier and more productive to ensure that all indicators are well defined, measurable and relevant and that progress towards objectives can effectively monitor during time
▪️ Specific for objectives that should measure and precisely reflect what is core aspect of an objective
▪️ Measurable quantitatively and qualitatively, in relation to the facts, not to the subjective impressions
▪️ Available within appropriate costs and based on the available data
▪️ Relevant and realistic in relation to the information project managers need and by realistic it means that it can be reached during project implementation
▪️ Timely framed so that it is clear when to expect that objective is achieved
▪️ Administrative check (lead applicant did not sign or stamped statement; partnership declaration is not submitted; co-funding is not in the planned line; documentations is not complete)
▪️ Project context and problems to be solved are not precisely defined, data on project relevance is not sufficient; problem analysis is subjective – data is not relevant for a problem
▪️ Results and project objectives are not clearly connected with indicators
▪️ Low harmonization with local, national, and international strategies
▪️ There is a overlap between general and specific project objectives
▪️ There is a misunderstanding between outputs, outcomes, and impacts
▪️ Logical intervention does not provide clear coherence between project objectives, results, and suggested activities
▪️ Not all expenses are presented in the budget, costs are not eligible or presented in the appropriate budget lines; prices are too low/too high; justification of expenses is unclear
▪️ Project implementation starts late
▪️ Large dependence on others
▪️ Overload of a project team
▪️ Not following visibility guidelines and rules
▪️ Not following indicators
▪️ Late project reporting
▪️ Build and use own capacities and resources
▪️ Understand international, national, and local priorities and strategies
▪️ Recognize needs of target groups and involve them in the project preparation
▪️ Guidelines for applicants is the most important document for a project preparation
▪️ Follow all guidelines in the application form and pay attention to the checklists and evaluation criteria
▪️ Simplicity is the most understandable
▪️ Build a strong partnerships
▪️ Participate in the info sessions and ask questions
▪️ Establishing clear goals and roles is crucial for effective teamwork.
▪️ Clear goals align team members toward a common objective, fostering unity and ensuring that efforts are concentrated on achieving specific outcomes.
▪️ Well-defined roles minimize confusion and duplication of efforts, enabling team members to work efficiently.
▪️ Clear goals and roles facilitate effective communication within the team.
▪️ Team members can communicate more precisely about tasks, expectations, and progress, reducing misunderstandings and conflicts.
▪️ Knowing each team member’s role and the goals to be achieved allows for better allocation of resources, including time, skills, and expertise.
▪️ This prevents unnecessary overlap and ensures efficient resource utilization.
▪️ Understanding individual roles and how they contribute to overall goals promotes a positive team dynamic. It fosters a collaborative environment where team members appreciate each other’s contributions and work together cohesively.
▪️ Transparent communication ensures that all team members have a clear understanding of goals, expectations, and project details. This shared understanding is vital for everyone to work towards common objectives.
▪️ Open communication fosters trust among team members. Transparent communication allows team members to openly discuss challenges and problems. This facilitates effective problem-solving as everyone can contribute their perspectives and insights, leading to more comprehensive solutions.
▪️ Team members can provide constructive feedback to each other, fostering continuous improvement and individual development. A culture of open communication encourages the sharing of ideas and creativity.
▪️ Team members feel comfortable expressing their thoughts, leading to a more innovative and dynamic work environment. It reduces the likelihood of misunderstandings and ensures that everyone is on the same page, contributing to overall efficiency and productivity.
▪️ Trust fosters open and honest communication. Team members are more likely to express their thoughts, share ideas, and discuss challenges when they trust one another. This open communication is essential for effective collaboration.
▪️ Positive relationships encourage the exchange of ideas, perspectives, and expertise, leading to more innovative and comprehensive solutions to problems. When team members enjoy working together and have strong interpersonal connections, it enhances morale and overall job satisfaction. This positive atmosphere, in turn, boosts productivity.
▪️ In essence, building trust withing a team increases communication, collaboration, and overall team dynamics, contributing to higher productivity, satisfaction, and long-term success.
▪️ Aadequate resources, including tools, technology, and materials, are essential for team members to execute their tasks efficiently. When teams have access to the necessary resources, they can work more effectively and achieve their goals in a timely manner.
▪️ Providing support, whether it’s in the form of training, mentorship, or emotional encouragement, enhances team morale and motivation. When team members feel supported, they are more likely to be engaged and committed to their work. Support in the form of training and development opportunities allows team members to acquire new skills and knowledge ccontributes to the team’s overall capabilities.
▪️ Teams encounter challenges and obstacles. Having the right resources and support systems in place enables teams to navigate difficulties more effectively. Whether it’s guidance from leadership or access to problem-solving tools, teams can overcome challenges with greater ease.
▪️ Regular evaluation allows teams to assess their performance and identify areas for improvement. This ongoing feedback loop enables the team to make necessary adjustments to enhance its overall effectiveness.
▪️ Teams operate in dynamic environments, and regular evaluation helps them adapt to changes in goals, priorities, or external factors. Through evaluation, teams can identify both their strengths and weaknesses in order to enhance team performance.
▪️ Regular evaluation ensures that team members are aligned with these goals and that their efforts are directed towards achieving the desired outcomes. Evaluations help in assessing resource utilization. This includes time, skills, and tools. By identifying areas of inefficiency or underutilization, teams can optimize their resources for better outcomes.