Organizational Systems Checklist for Nonprofit Organizations
Originally provided by MAP for Nonprofits, St. Paul, MN, enhanced by Carter McNamara, MBA, PhD.
Applies to nonprofits unless otherwise noted.
(Also see Various Methods to Enhance Organizational Performance, listed at the end of this checklist.)
Related Library Topics
Description
The following comprehensive list of organizational systems and policies can be reviewed by governance and executive management to assess what systems and policies might need to be developed soon. Note that not all items are needed by all organizations. The suggested approach to using this checklist is:
- Place a check mark next to each item below that has been completed and is useful in your organization. You may add items next to “Other items:” below.
- From among those items that are not checked, mark each top priority item with a “1”, bottom priority items with a “3”, and consider remaining items to be “2”s.
- Record all items marked with “1”s onto a separate list of items to be completed by your Board and/or staff soon.
- Revisit this list each year to help identify top priority items to complete for that year.
BOARD OF DIRECTORS
| ____ Current mission / vision / values statements |
| ____ Board member recruitment system |
| ____ Board member orientation system |
| ____ Board development and training strategies |
| ____ Attendance policies |
| ____ Membership and term limitation policies |
| ____ Organizational chart |
| ____ Chair and officer job descriptions |
| ____ Committee charters |
| ____ Board operations and policy manual |
| ____ By-law review policies |
| ____ Chief executive performance review process |
| ____ Board self-evaluation process |
| ____ Board calendar with meetings, events, activities and updates |
| ____ (Other items:) |
PLANNING
| ____ Current strategic plan |
| ____ Diversity plan (for Board and staff) |
| ____ Marketing plan |
| ____ Fundraising / Development plan |
| ____ Board and committee work plans (with objectives and timelines) |
| ____ Yearly operations plan, including staff work plans |
| ____ (Other items:) |
PROGRAM AND OUTCOMES EVALUATION
____ Valid methods to assess client needs (focus groups, surveys,
etc.) |
| ____ Established service outcomes to match client needs |
| ____ Established target indicators for each outcome |
| ____ Data collection methods for each target indicator |
| ____ (Other items:) |
INFORMATION MANAGEMENT
| ____ Client program records |
| ____ Volunteer records |
| ____ Personnel records |
| ____ Financial records |
| ____ Donor and contributor contract records |
| ____ Mailing lists |
| ____ Work flow descriptions for each major operational activity |
| ____ Operations manual containing work flow descriptions |
| ____ Inventory of computer hardware, software, peripherals, etc. |
____ Procedures for each major function to maintain computer
systems |
| ____ Regular backups of computer disks (one copy stored offsite) |
| ____ Disaster recovery plan (one copy stored offsite) |
| ____ (Other items:) |
PERSONNEL
| ____ Board-adopted personnel policies |
| ____ All personnel policies in a handbook to each staff member |
| ____ Performance appraisal system |
| ____ Professional development plans |
| ____ Team development plans |
| ____ Recruitment and orientation systems |
| ____ Job descriptions |
| ____ (Other items:) |
VOLUNTEER MANAGEMENT
| ____ Recruitment system |
| ____ Orientation system |
| ____ Management and retention system |
| ____ Recognition strategies |
| ____ Record system |
| ____ (Other items:) |
FINANCES
| ____ Board-adopted fiscal policies |
| ____ Board-approved fiscal year budget |
| ____ Financial procedures / internal controls manual |
| ____ Inventory system |
| ____ Depreciation schedules |
| ____ Cash flow analysis system |
| ____ Partial or full accrual accounting system |
| ____ Monthly financial statements with balance sheet |
| ____ Yearly audit or outside review |
| ____ Program analysis system |
| ____ Tax and other reporting schedules |
| ____ Payroll record system |
| ____ (Other items:) |
COMMUNICATIONS
| ____ Communications plan, including Web usage |
| ____ Annual reports |
| ____ Other regular communications strategies to stakeholders |
| ____ Agency brochures / videos |
| ____ Media relations strategies |
| ____ (Other items:) |
INSURANCE
| ____ Risk management policies |
| ____ Office liability coverage |
| ____ Volunteers covered in office liability |
| ____ Workers compensation |
| ____ Disability insurance |
| ____ Assessment of need for professional liability coverage |
| ____ Assessment of need for director and officer liability |
| ____ Assessment of need for dishonesty bonding |
| ____ Contingency plans for replacing key personnel |
| ____ (Other items:) |
LEGAL
| ____ Complete corporate records and retention policies |
| ____ Updated By-laws |
| ____ Incorporation and tax status documents |
| ____ Currently reviewed personnel policies |
| ____ Anti-discrimination practices |
| ____ Flexible benefit plan updates |
| ____ Membership rosters conforming to MN statutes |
| ____ (Other items:) |
FACILITIES
| ____ Fire and other emergency procedures |
| ____ Accessibility for differently abled |
| ____ Sufficient, safe and secure space |
| ____ Appropriate signage |
| ____ (Other items:) |
Various Methods to Enhance Organizational Performance
The following can be organizational improvement programs, depending on how they’re used. These are included in a section referenced by the topic Broad Overview of Various Programs and Movements.
For the Category of Management:
To round out your knowledge of this Library topic, you may want to review some related topics, available from the link below. Each of the related topics includes free, online resources.
Also, scan the Recommended Books listed below. They have been selected for their relevance and highly practical nature.
