Staff Meetings: An Organisational Practice For an Effective Non-Profit Organisation

Staff Meetings: An Organisational Practice For an Effective Non-Profit Organisation

Meetings are an essential part of the life of every organisation and your ability to run effective meetings with your management skills is a critical part of your success in meeting management. ~Brian Tracy

One of the most effective ways to keep employees up-to-date and working in cohesion is by holding regular staff meetings. Employees need to see an open and transparent decision-making process within organisations. It is essential for them to be involved in these processes since many things affect them directly. Therefore, a well-defined communication process is a key component of every institution especially for non-profit organisations where this tool is used to facilitate increased comprehension and effective implementation of its day to day activities.

Importance of staff meetings for non-profit organisations

Let us explore some of the importance of staff meeting as well as ways in which non-profits can maintain this culture for an effective staff meeting, taking the West Africa Civil Society (WACSI) as a case study.

  1. Staff meetings keep everyone informed: At work, beginning the week by attending a staff meeting is often healthy in ensuring that everyone in the organisation is well abreast with each other’s tasks or work schedule for the entire week. This is very important because while sharing information on the respective staff’ work schedule, it drives accountability and a sense of responsibility in each staff.  This subtly stimulates efficiency in every team member in the delivery of his or her duties. This is very typical of WACSI, where each unit in the organisation gives an update of their weekly tasks, ensuring that the state of completion of the previous week’s activities is made known to colleagues.
  2. A platform to provide objective performance feedback: During staff meetings, employees are able to communicate their opinions and ideas in a structured and commonly accepted way. Though final authority and decision-making belong to the leadership of the organisation or heads of departments, team leaders are often able to obtain valuable inputs from their colleagues. It is often good to utilise these meetings as a communication tool to open up great opportunities for employees to share their workday experiences with one another. At meetings, WACSI gives everyone the opportunity to share their views and opinions about happenings within the organisation without fear or intimidation.
  3. Staff meetings are a fundamental ground for problem resolution: Interpersonal disagreements can arise because of generational differences, values, and overall life experiences. That is why regularly held staff meetings create a forum for consistent discussions on ongoing or new disagreements and/or interpersonal misunderstandings in an organisation, which certainly can occur between individuals who interact with one another on a regular basis. This can be or the organisation’s theory of change, individuals’ approach to work, workplace values, the rationale for engaging or not in specific thematic areas, just to list a few. It is, therefore, necessary to create the platform to hash out ideological discrepancies within the organisation before they become crisis at the workplace. And staff meetings provide a possible avenue for this. Undoubtedly, when relationships in the organisation are divided and continue to aggravate without early intervention, challenges occur from various sides, affecting the entire working process.
  4. Staff meetings play a vital role in leadership: Holding regular staff meetings provide a great opportunity for programme heads to “rally the troops”, motivate staff through recognition and share opportunities. “Many times, staff meetings held in my organisation [are] chaired by the CEO. In his physical absence, a skype meeting is held and chaired by him. There is a monopolistic approach to which meetings are held as well as decisions taken” said a colleague from another organisation. WACSI, however, has a different culture towards staff meeting. Every staff member is given an opportunity to chair the meeting, even in the presence of the executive director. This approach makes one experience leadership and serves as a ‘training ground’ for others to learn. In an interview with Joseph Kwame Opoku, an alumnus of WACSI’s internship programme, he said: “WACSI was the foundational element of my career as it gave me an opportunity and confidence into who I am”. Kwame had the opportunity to chair staff meetings while at WACSI and today he has shown leadership skills in every aspect of his career. One of which is serving in the capacity of Mastercard Foundation Youth Ambassador.
  5. Staff meetings create team bonding and the opportunity to celebrate each other: What else can you boast of when you work in an organisation where regular staff meeting reminds everyone that they are in fact part of a team and that they are not alone? These meetings are an opportunity to celebrate personal and professional successes in the workplace. This not only improves cohesion but also dedication to the organisation’s mission and vision.

Some of the challenges that may hinder a successful staff meeting maybe lack concentration while the meeting is on ongoing, poor time management, multitasking by some attendees, intergenerational differences amongst others.

Recommendations for effective staff meetings

It is important for organisations to take into consideration some of the processes involved in ensuring and planning a successful staff meeting. The agenda of the meeting should be shared with staff prior to the meeting as well as minutes of previous minutes of the previous meeting. These would enable staff members to prepare adequately for the meeting. During the meeting, reflecting and discussing the previous minutes will ensure proper referrals of the tasks that were executed.

Starting and ending the meeting on time is also very essential in ensuring that work hours are not lost. This can be done by setting up the duration for the commencement and if possible, closure of the meeting to help maintain corporate discipline as far as working hours is concerned.

Commencing the meeting right away with serious business and noteworthy information or news helps in maintaining seriousness during the meeting and within the organisation, rather than kicking off from other matters which in my opinion aren’t too relevant to the work at hand. The latter may cause staff to discuss diverse issues which may divert the attention of the team from the core business of the week. However, this would depend on the internal policy of the organisation.

Also, distributing minutes from the meeting within 24 hours is very significant in ensuring that colleagues provide feedback on what was discussed at the meeting. This nurtures a sense of seriousness in conducting a more effective staff meeting in the future and ensuring a healthy organisational organisation.

To conclude, it was a privilege for me to experience the consistent organisation of staff meetings at WACSI and the seriousness with which these were coordinated. I was also privileged to chair some of these meetings and write down minutes in others. These expanded my comprehension of the work WACSI does. It also enabled me to contribute to the success of the organisation in my capacity as a National Service personnel. I, therefore, urge organisations that maintain such a practice to keep it up and share their experience so that others can learn from. For those who have not yet cultivated this practice, I entreat you to initiate this practice within your organisation and you won’t regret it.

What is the culture of staff meetings in your organisation? Share your experience with us! Write to info@wacsi.org

 

NOTE: Opinion expressed in this article are solely those of the author, and do not necessarily reflect the opinions or views of the West Africa Civil Society Institute.

About the author

Mawuena Komla Agede is a dynamic, energetic and an inspiring young man with a demonstrated history of working in Multimedia Industry as well marketing research fields with an excellent understanding in I.T, graphic designing, marketing, digital marketing and online advertising. He has worked with multinational companies such as Millward Brown Ghana, Ringier Africa, IPSOS Ghana Ltd, West Africa Civil Society Institute (WACSI) amongst others. Mr Agede is a strong business development professional who holds a professional diploma in Management studies (ICM-UK) and a Bachelor of Arts (B.A) in Development Communication from the African University College of Communications.

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Mawuena Komla Agede

Mawuena Komla Agede is a dynamic, energetic and an inspiring young man with a demonstrated history of working in Multimedia Industry as well marketing research fields with an excellent understanding in I.T, graphic designing, marketing, digital marketing and online advertising. He has worked with multinational companies such as Millward Brown Ghana, Ringier Africa, IPSOS Ghana Ltd, West Africa Civil Society Institute (WACSI) amongst others. Mr Agede is a strong business development professional who holds a professional diploma in Management studies (ICM-UK) and a Bachelor of Arts (B.A) in Development Communication from the African University College of Communications.

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FIIFI BOATENG

Fiifi is a Ghanaian and currently serves as Communications and Information Officer at the West Africa Civil Society Institute. He joined the Institute in December 2020.

NANCY KANKAM KUSI

Nancy is a Ghanaian and currently serves as Programme Officer in the Knowledge Management unit at the West Africa Civil Society Institute. She joined the Institute in January 2021.

AGNES ADWOA ANIMA

Agnes is a Ghanaian and currently serves as Head of the Administration unit in the West Africa Civil Society Institute (WACSI). She joined the Institute in October 2021.

DORIS ODEI

Doris holds a Bachelor of Arts in Social sciences (Economics and Sociology) from the University of Cape Coast. She is passionate about impacting young lives hence co-founded Impart Foundation. A non-profit organization which seeks to empower young lives through education, technology and entrepreneurship.

PRINCE AKOWUAH

Prince Akowuah is a Ghanaian and currently the Programme Assistant in the Translation Unit at the West Africa Civil Society Institute (WACSI). She joined the Institute in 2020.

MAXWELL APENTENG

Maxwell Apenteng is a Ghanaian and joined WACSI in September 2010. He provides gardening and janitorial services at the Institute.

GEORGE ADU-MINTAH

George Adu-Mintah is a Ghanaian and currently the Protocol Assistant/Driver at the West Africa Civil Society (WACSI). He joined the Institute in October 2006.

IBRAHIM KWAKU GBADAGO

Ibrahim Kwaku Gbadago is a Ghanaian. He joined the Institute in 2008 and provides janitorial services and assisting the institute's errands. Before joining the Institute, he worked at the Palestinian embassy in Accra, Ghana.

RUTH YAKANA

Ruth Yakana is from Cameroon and currently the Receptionist at the West Africa Civil Society Institute (WACSI). She joined the Institute in 2020.

BETHEL KWAME BOATENG

Bethel is a Ghanaian. He provides technical and IT related support to the Institute. He joined the Institute in October 2006.

WHITNAY SEGNONNA

Whitnay Segnonna holds a Bachelor’s Degree in International Management from the University of Benin. With 2 years of experience, she has a strong knowledge of organizational and project management. Combined with her bilingualism, she is very passionate about her work. She joined WACSI as Project Assistant on Critical Ecosystem Partnership Fund (CEPF) for the Capacity Development Unit.

STELLA YAWA WOWOUI

Stella Yawa Wowoui holds a Bachelor’s Degree in Translation Studies. She has a perfect grasp of both French and English, as well as an intermediate level in Spanish. She is currently working as a Project Assistant on the Techsoup Project.

KWAME ASANTE

Kwame is an experienced IT Consultant/Software Developer. He is skilled in Web Applications Development, Digital Security, Database Management, Digital Marketing and Brand Management. He holds a Bachelor's Degree in Information Technology and is a Microsoft Programme Alumni. He is currently serving as a Marketing and IT Officer on the Techsoup Project.

GRACE AKPENE ZIGGAH

Grace Akpene Ziggah is a Togolese and currently the Logistics Officer and also assists in administration duties at the West Africa Civil Society Institute (WACSI). She joined the Institute in June 2009.

LILLIAN DAFEAMEKPOR

Lilian Dafeamekpor is a Ghanaian and currently the Assistant to the Executive Director at the West Africa Civil Society Institute (WACSI). She joined the Institute in 2020.

JOHN P. FRINJUAH

John P. Frinjuah has expertise and interests in civil society, international development, democracy and governance, conflict, crisis, and security. He has extensive experience working with civil society and international development organizations where he supported and managed research, programmes, and provided technical assistance on a variety of themes around public policy, governance, and development. He is an alumnus of the University of Ghana and the Fletcher School of Law and Diplomacy - Tufts University in the United States, with a Bachelor of Arts in Political Science and Master of Arts in Law and Diplomacy from two institutions respectively. John speaks English, French and several Ghanaian and regional West Africa languages.

GERVIN CHANASE

Gervin has extensive international development experience, including 5 years of policy advocacy and capacity building of grass root organisations. He has implemented over the years a combination of agriculture value chain, livelihood, food security and governance and rights programmes.
Prior to joining WACSI, Gervin worked on two USAID projects focusing on agriculture value chain development and governance in northern Ghana
Gervin holds a master’s degree in development & Governance from the University of Duisburg-Essen, Germany as well as a Masters in Global Studies from the Universities of Vienna (Austria), Leipzig (Germany) and California (Santa Barbara), USA. He is passionate social justice and inclusion.

LEANDRE BANON

Leandre Banon, Beninese, joined WACSI in September 2014 as Capacity Development Programme Assistant. Since then, he has worked in various units within the Institute to support operational and institutional capacity strengthening programmes for civil society in the region. Currently serving as Capacity Development Programme Officer at WACSI, his main responsibilities involve designing, planning, implementing and monitoring capacity development programmes for civil society constituents and grouping across the West Africa. Leandre is a certified Change the Game Academy Programme Trainer. His background lies in the areas of economics and development planning.

SAMUEL APPIAH

Samuel Appiah is a Ghanaian and currently the Programme Officer in the Finance and Administrative Unit at the West Africa Civil Society Institute (WACSI). He joined the Institute in May, 2016.

JIMM CHICK FOMUNJONG

Jimm Chick Fomunjong, Cameroonian, joined WACSI in May 2018 as the Head of the Knowledge Management and Communication Units of the Institute. He has over ten years’ experience as a journalist and a development communications expert. He has a vast experience in supporting African organisations to strengthen their internal and external communications, building and sustaining relationships with the media and, leveraging on the power of social media to promote their mission. He is also excellent at supporting organisations to set up and operationalise functional communications and knowledge management systems. He has a deep passion and expertise in supporting Africans and African civil society organisations to document their praxis, share and learn from experiences documented from the African civil society sector.

FRANCK A. SOMBO

Franck Sombo is a development practitioner with the drive to lead self and others to influence productivity and efficiency. His work involves supporting organisations to develop strategic plans, design monitoring and evaluation systems, develop and use relevant performance measurement tools to track progress, assess organizational growth and institutionalise learning. Franck has eight years of experience working with WACSI where he currently serves as the Head, Monitoring, Evaluation and Learning. His academic qualifications include Masters in Organisations’ and Projects’ Management, and in Business Sciences and a High National Diploma in Finance and Accounting.

Franck is a Fellow of the International Program for Development Evaluation Training (IPDET) and a graduate of the Graduate Training Institute (GTI) - Ghana with specialization in Strategic Management and Corporate Leadership. He has a rich experience in Project Management, Capacity Development, Strategic planning, Data Analytics, Monitoring and Evaluation, Training and Facilitation, Mentoring and Coaching among others.

OMOLARA T. BALOGUN

Omolara is a development practitioner and advocacy strategist with over 15 years of progressive experience in development programming targeted at strengthening civil society in West Africa.

She joined WACSI in November 2009 as a Regional Advocacy Consultant and later became the first Policy Advocacy Officer of the Institute in 2010.

She was promoted to Head of the Policy Influencing and Advocacy (PIA) Unit in 2015. As the Head of the PIA unit, Omolara offers strategic direction to the Institutes’ ambitions to connect and convene groups of organised and organic civil society actors; and influence regional and global discourses on crosscutting policy issues including—civil society regulations, sustainable development goals, civic space and enabling environment, aid effectiveness, gender equality, and civil society accountability.

Previously, Omolara served as a Programmes Associate with the Women in Peace and Security Network-Africa (WIPSEN-Africa), where she worked with her team to design and implement pan-African programmes on—multidimensional peace support operations and gender mainstreaming in security sector reform in Ghana, Sierra Leone, and Liberia.

She also served as a Service Development Marshal at TVQ Consulting Group, a customer service firm focused on designing strategic customer relationship and business growth plans for private and public financial institutions in Nigeria.

Omolara is a social justice advocate, a network weaver, and a convener. She has a postgraduate degree in Peace and Conflict Studies; a degree in International Relations and History, from the University of Ibadan and Obafemi Awolowo University in Nigeria respectively.

She also holds executive certificates in Behavioral Science in Public Policy from Harvard University Executive Education in Cambridge and in Citizen Advocacy from the Coady International Institute, St Francis Xavier University in Canada.

KWABENA KRODUAH

Kwabena Kroduah is a Ghanaian and currently heads the Finance Unit at the West Africa Civil Society Institute (WACSI). He joined the Institute in January 2008.

CHARLES KOJO VANDYCK

Charles currently serves as the Head of the Capacity Development Unit at the West Africa Civil Society Institute (WACSI). Charles has over 10 years of experience working in international development and social justice issues in Africa. Charles has expertise in strengthening civil society and public agencies including the design and implementation of governance and leadership programmes, development of knowledge pieces and policy advice. Charles was the founding Board Chair of Innovation for Change (i4C)-Hub Afrique, as well as the founding member of the International Consortium on Closing Civic Space (iCon), an initiative of the Centre for Strategic and International Studies (CSIS) in Washington DC. Charles currently serves as the Member of the Governing Board (Coordination Collective) of Africans Rising. He is a Member of the Development Studies Association, United Kingdom. Charles is a 2017 Stanford University Fellow for Nonprofit Leaders and a certified Change the Game Resource Mobilisation Trainer.

NANA ASANTEWA AFADZINU

Nana Afadzinu is a Ghanaian and currently serves as the Executive Director of the West Africa Civil Society Institute (WACSI). She joined the Institute in October 2010.