Keep your trustees, staff and volunteers on board with a regular review.

A well-structured and managed charity is an organisation with a Board of Trustees or management committee that understands its roles and responsibilities and acts in the “best interests” of the charity and its beneficiaries.

Below are some questions to prompt you in your organisation’s review focusing on your charity’s governance and management:

Governance

General

  • Is the distinction between governance and management clear?
  • Do employees and Trustees understand the differences between governance and management?
  • What committees exist? Who sits on them? How do they relate to the governance and management structures? What are their terms of reference? How do they report to the Board?
  • Is the organisation aware of its reporting requirements to the Charity Commission?

Trustees roles

  • Is the trustee body constituted in accordance with the governing document?
  • Are there clearly defined profiles for Trustees? Are trustees selected based on knowledge, skills and ability to steward the organisation’s vision, mission and values?
  • Is there a formal induction process for new Trustees?
  • Are Trustees aware of their legal responsibilities?
  • Is the Trustee body composition the right size for the charity?
  • If the organisation is a company limited by guarantee, who are the members of the association?
  • Do Trustees represent a diversity of backgrounds and viewpoints?
  • Do Trustees contribute skills and expertise beyond meetings?
  • Have appointments considered both skills and team roles? Is time and budget allocated to improved Trustee performance?
  • Are trustees recruited from the client base? Do representatives of the client base choose trustees (for example young people)?
  • Are key roles and responsibilities identified and in place for trustee positions i.e. Chair, Vice Chair, Treasurer?
  • Is there a clear and visible ‘conflict of interest’ policy which is current and a system in place for regular review?
  • Have succession issues been considered, with evidence of contingency?
  • Are full records of trustees, the company secretary and association members (if a company limited by guarantee) kept and maintained?

Trustees responsibilities

  • Do trustees share and articulate the organisation’s vision, mission and values?
  • Is there evidence of regular reviewing of the consistency of activities with the mission?
  • Is there evidence of risk assessment and regular review exercise?
  • Do the Trustees provide effective management of the Chief Executive or lead officer?
  • Do they have a policy concerning people/organisations from whom they would not accept donations?
  • Is there evidence of minutes with action points that are routinely followed up?

Management

Employees

  • Is the organisational, management and staffing structure suitable and appropriate for the charity and for the delivery of its programmes, projects and services?
  • Is there an update to date organisational structure chart in place?
  • Are there clear lines of responsibility and reporting in place?
  • Do management structures enable the organisation to operate and do they allow realistic levels of support?
  • Is an appraisal system in place and is there a formal and operational appraisal system?
  • Does promotion and recognition relate to success in achievement of agreed objectives?
  • Does effort of employees focus on quality of work and effectiveness; not just quantity of activity (e.g. hours worked)?
  • Do all staff have an up to date contract of employment in place which reflects current employment legislation?
  • Are there appropriate salary scales and are these understood and applied?
  • Are workloads manageable and do they allow room for reflection and learning where required?
  • Are systems in place for staff sickness or holiday cover?
  • Is there an effective induction policy and staff handbook?
  • Do job descriptions and person specifications link with the planning process and contribute to recruitment?
  • Do staff feel valued; supported by training, personal development opportunities etc.?
  • Are stakeholder or other suitable pension arrangements being in place?
  • Do the health and safety policy fulfil legal requirements, and is this understood and applied?
  • Does the equal opportunities policy exist and is it practised?
  • Is there evidence of other key organisational policies: e.g. Complaints; Confidentiality; Disciplinary and Grievance; Health & Safety; Terms and Conditions of Employment; Pension Scheme; Lone working; Staff support; Harassment and Bullying; Paternity; Maternity; Holiday Entitlement; etc.
  • Does the organisation capture or measure levels of employee absence and the reasons for it reasons for leaving the organisation?

Volunteers

  • Is there a recruitment policy and procedures in place for volunteers?
  • Are the roles and responsibilities of volunteers clearly defined?
  • Is there evidence of a volunteer induction and a regular training programme?
  • Is there an appraisal and disciplinary procedure?
  • Is there evidence that they are valued as an integral and important part of the organisation?

If you would like to find out more about how we can assist and support you with an organisation review then contact us