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Description
Following an organisational needs assessment and action plan, this project aims to improve governance practices and management procedures and to increase APOJOVI’s reputation by clarifying the hierarchical structure and role of each element, creating a strategic plan, an impact evaluation system, management support tools, a volunteer management programme, a marketing and communication plan and developing financial management skills.
Summary of project results
The APOJOVI organizational diagnosis highlighted several key areas for improvement. In governance, there was a need to acquire knowledge and skills regarding sector-specific legislation, the roles and responsibilities of social bodies, and good governance practices. Clarifying the team''s structure and roles was also necessary.
In planning, the need for strategic management skills, growth, and continuous improvement was identified. The organisation lacked a strategic plan, relying instead on an annual activity plan, which could impact competitiveness, innovation, and growth, potentially leading to financial issues and day-to-day problem-solving.
In financial management, there was a need to develop financial management skills and improve tools for planning, management, and control. Training on financial management was needed to acquire theoretical knowledge, and also consultancy to develop tools for financial control, budgeting, and execution, as well as a fundraising plan to ensure sustainability.
The diagnosis also revealed the absence of an evaluation system. Developing an impact evaluation model and measurement tools was deemed important to assess generated value, improve planning and activity implementation, and manage resources better.
In marketing and communication, the lack of a marketing strategy hindered planning. There was a clear need to developing team skills through consultancy to create and implement a marketing and communication plan and supporting tools.
In volunteer management and recruitment, the absence of a program was noted. Given its importance to the association''s dynamics, a program to attract, retain, and train volunteers was also identified as an issue to address.
The project achieved significant results over its 24-month duration. Eight professionals were trained through comprehensive actions, including training sessions, consultancy, and mentoring, which strengthened their skills and knowledge, positively impacting the organisation’s growth and development. One of the initial stages of the project was the training on "Governance Practices and Legal Requirements for IPSS," which covered a total of 28 hours and involved 3 members. This training was fundamental in providing participants with knowledge about the legal framework of IPSS, competencies, roles, and characteristics of social bodies, and good governance practices to improve their governance practices.
This training was complemented by 40 hours of governance consultancy sessions involving the same 3 participants. During these sessions, tangible products such as an organizational chart and a roles manual were developed, contributing to a clear definition of roles and responsibilities within the association. Another important stage of the project was planning consultancy, which developed an improvement process, a strategic plan, an annual management plan, and a risk management matrix. These tools enabled effective short, medium, and long-term activity planning aligned with the association''s objectives.
During the financial management training and consultancy sessions, the trainer and consultant co-created with the team, resulting in the creation of essential tools for efficiently managing financial resources, conducting proper financial planning, and ensuring transparency and accountability in financial activities. Some of these tools included a cash control map, budgets, a budget execution control map, financial reports, long-term financial projections, a treasury management manual, and a fundraising plan.
Marketing and communication consultancy played a crucial role in the project, enabling the development of a comprehensive marketing and communication plan. Additionally, the consultancy contributed to the development of effective communication tools, including the creation of a website and the production of flyers for dissemination.
The consultancy on impact evaluation and monitoring techniques established an integrated evaluation system, defining specific methodologies and tools to assess the impact of the association''s activities and understand the satisfaction and impact on direct beneficiaries.
Finally, volunteer management consultancy resulted in the implementation of an effective volunteer and associate management system, allowing the association to welcome and integrate new volunteers and collaborators in an organized and efficient manner.
Mentoring sessions played a crucial role throughout the project, providing continuous and personalized support, ensuring that established objectives were rigorously followed, and offering a space for knowledge and experience sharing. During the mentoring sessions, the consultant worked closely with the Apojovi team, providing guidance, support, and specific feedback for each project phase. These sessions aimed to strengthen the team''s individual and collective capacities, promoting continuous learning and professional development.
Lastly, external evaluation sessions provided a comprehensive assessment of the project, identifying strengths, areas for improvement, and learning opportunities, ensuring that the desired results were achieved.
The project achieved successfully its objectives, notably strengthening Apojovi''s capacity and sustainability through improved governance practices and management procedures, as well as increasing the organization''s visibility. All internal team members and external collaborators with essential roles in management, organization, and activity execution were trained in various areas during consultancy and mentoring sessions. A total of 8 participants were trained, including 4 internal team members and 4 external collaborators identified as "volunteers." The specific objectives were clearly and consistently achieved.
The training, consultancy, and mentoring actions enabled the capacity building of the involved professionals, resulting in significant improvements in Apojovi''s organizational performance. These improvements allowed for better results in the association''s activities and more efficient fulfillment of its mission.