Organizational Development:Towards developing

a professional organization in Cambodia

Prepared and presented by:Leng ChhayOrganizational Development ConsultantPhnom Penh, Kingdom of CambodiaE-mail: learning@camlefa.orgWebsite: www.camlefa.org

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What is an Organization? In general term, an In general term, an organizationorganization is a group of is a group of

people who come together for a common people who come together for a common purpose. purpose.

Examples:• Government/Public Institutions• Private companies• Civil Society Organizations (CSOs)• Schools/Universities• Pagoda, churches

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Common Types of CSOs (1) Public NGOsPublic NGOs

• Serve community interest (directly); non-profit, non-politicalServe community interest (directly); non-profit, non-political• Funds – Donors, organizations, individuals; internal Funds – Donors, organizations, individuals; internal

incomes (services/goods)incomes (services/goods) AssociationsAssociations

• Serve the benefits of members (individuals); membership Serve the benefits of members (individuals); membership requiredrequired

• Can do business for members (even shared profits for the Can do business for members (even shared profits for the members)members)

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Common Types of CSOs (2) Membership organizationsMembership organizations

• Serve organizations as members (membership required) Serve organizations as members (membership required) • Funds – membership fees; other sources (donors, internal Funds – membership fees; other sources (donors, internal

incomes)incomes) Network organizationsNetwork organizations

• Facilitate cooperation amongst organizations (alliance) Facilitate cooperation amongst organizations (alliance) from same disciplinefrom same discipline

• Membership not required (no membership fees required)Membership not required (no membership fees required)

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Key features of an effective organization Clear direction Coherent program Clear structure Sufficient and applied systems +policies On-going monitoring and evaluation Supportive Leadership Practiced values Good internal relationships Strong external links & communication Well resourced

Human / expertise Financial Physical /material

Increased organizational effectiveness

Great Program Impact

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Organizational DirectionOrganizational Direction

Organization has clear and Organization has clear and sharedshared: : • IdentityIdentity: who we are?: who we are?• VisionVision: what is our dream?: what is our dream?• MissionMission: What we do (business)?: What we do (business)?• GOALGOAL: what combined impact (from : what combined impact (from

programs/project) we expect?programs/project) we expect? All staff/managers work toward the same All staff/managers work toward the same

direction.direction.

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Coherent program Programs and projects relate and complement each others Programs and projects relate and complement each others

to achieve the to achieve the same GOALsame GOAL (organizational goal). (organizational goal). All program/project managers work closely with each others All program/project managers work closely with each others

toward the GOAL.toward the GOAL.

Program

Project

Organizational GOAL

Project

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Project Project

Leng Chhay: OD Towards developing a professional organization

Reasons for programs cohesion Because:Because:

• All programs belong to one organization, so they must All programs belong to one organization, so they must attempt to reach the same GOAL.attempt to reach the same GOAL.

• They will lead to great impact if they are linked or They will lead to great impact if they are linked or integrated with each others.integrated with each others.

• It enables the organization to integrate different It enables the organization to integrate different methodologies into one cohesive approachmethodologies into one cohesive approach

• It enables the organization to stay focused on its It enables the organization to stay focused on its strengths to do best jobstrengths to do best job

• It helps organization to better coordinate resources and It helps organization to better coordinate resources and learninglearning

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Organizational structureOrganizational structure

With clear defined authorities, roles and responsibilities

GovernanceWell-functioning BoardGoverning documents

ManagementExecutive Director (or Secretariat)Management TeamManagers / Staff

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By-laws Policies Job descriptions Terms of References (TOR)

Leng Chhay: OD Towards developing a professional organization

Structure: GovernanceStructure: Governance3 Types of Boards3 Types of Boards Advisory BoardAdvisory Board

• Provide advices; no formal powerProvide advices; no formal power Governing BoardGoverning Board

• Provide strategic guidance, support to ManagementProvide strategic guidance, support to Management• Ultimate power – approve & ensure the implementation of direction, strategy, Ultimate power – approve & ensure the implementation of direction, strategy,

policies, accountability up to hiring/firing director policies, accountability up to hiring/firing director Management/Executive Committee Management/Executive Committee

• Is the Board of a membership organizationIs the Board of a membership organization• Elected during annual general meetingElected during annual general meeting• Oversee operation, ensure plan/policies implementationOversee operation, ensure plan/policies implementation• Policy-level decisions made by membershipPolicy-level decisions made by membership

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Structure: Governance (2)Structure: Governance (2)How the Board workHow the Board work Voluntary recruited (invited)Voluntary recruited (invited) Members with diversified skills: skills related to the field Members with diversified skills: skills related to the field

organizational operation, management, finance etc. organizational operation, management, finance etc. Decisions are valid if it made by Decisions are valid if it made by the group the group with sufficient quorum (no with sufficient quorum (no

individual power of Board members).individual power of Board members). Set meeting schedule in advance, and meet regularly, e.g. every Set meeting schedule in advance, and meet regularly, e.g. every

quarter (with some special meetings)quarter (with some special meetings) Chairing / Running effective meeting:Chairing / Running effective meeting:

• Clear agenda and minutesClear agenda and minutes

• Get updated about program and organization events/issuesGet updated about program and organization events/issues

• Approve or make decisions Approve or make decisions

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Structure: Management Management Team (MT):Management Team (MT):

• A team of managersA team of managers• From positions: ED (secretariat), project/unit managersFrom positions: ED (secretariat), project/unit managers• Working together; meet on regular basis (chairing the meeting on Working together; meet on regular basis (chairing the meeting on

rotating basis)rotating basis)• Role – to manage the whole organization in a democratic way Role – to manage the whole organization in a democratic way

(represents participatory decision-making process)(represents participatory decision-making process)• No permanent or hierarchy position in MT (everyone considered No permanent or hierarchy position in MT (everyone considered

as equal) as equal) • Benefits: Quality decisions; strong team work; Helping and Benefits: Quality decisions; strong team work; Helping and

learning from each others, leading to strong organization.learning from each others, leading to strong organization.

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Systems and policies Why we need policies/rules?Why we need policies/rules?

• Clarify expectations for all staffClarify expectations for all staff• Guide actions and decisionsGuide actions and decisions• Efficiency - avoid case-by-case managementEfficiency - avoid case-by-case management• Fairness – everyone stick to one rule. Applied for the Fairness – everyone stick to one rule. Applied for the

whole organizationwhole organization• Governance – predictability (will be used for conflict Governance – predictability (will be used for conflict

resolution)resolution)

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Systems and policies Important documents (rules)Important documents (rules)::

• By-laws (or statutes, constitution, charter)By-laws (or statutes, constitution, charter)• Personnel policy (and procedures)Personnel policy (and procedures)• Financial policy ad proceduresFinancial policy ad procedures• Other policy (Gender, staff development etc.)Other policy (Gender, staff development etc.)• Admin procedures, work process/proceduresAdmin procedures, work process/procedures• Guideline (e.g. equipment, vehicles use)Guideline (e.g. equipment, vehicles use)• Systems (appraisal scheme, M+E, reporting, salary scale Systems (appraisal scheme, M+E, reporting, salary scale

etc.)etc.)Important:Important:

One Organization - One Rule.Reason: to avoid messy/unmanageable practices.Reason: to avoid messy/unmanageable practices.

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