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Description
The aim of the project is to improve the management of the Estonian Coeliac Society by better communication on the organization of the Society and therefore, attract more volunteer
Target groups of the project are:
- Board members, volunteers and employees of the Estonian Coeliac Society – through description and application of the management system, their roles and job content are clearer, we allow a better allocation of responsibilities and an improvement of performance.
- People with coeliac disease (including the members of The Estonian Coeliac Society) and their friends and relatives – will understand the principles of how the organization works and the role of being a volunteer. They will know the connection between their skills and possibilities of contributing to the organization. Desire to be a volunteer will increase. The more successful the results of this project are, the greater will be the development of the organization and the protection of the interests of people with coeliac disease.
Main activities:
- Mapping, describing and implementing the different parts of the management system (documents, processes) in order to make it clearer
- Describe the roles of the Board/Member of the Board/President of the Board
- Describe the area of managers’ roles and the way of operating in the management system
- Describe the volunteer’s role in the management system
- Organise training for Board members and for managers
- Piloting the management system. New area managers and volunteers begin to work (seven volunteers in total)
- Organisation’s working methods are clearer, they empower the volunteers and the management system is unambiguously more understandable
Summary of project results
The project was necessary to strengthen the operational capacity and sustainability of the Estonian Celiac Society (ETS) through systematic management. A structured approach to management enables the organization to:
- Better advocate for the interests of people with celiac disease and their families, ensuring them a higher quality and happier life.
- Be a more effective cooperation partner for the government and state institutions in addressing key issues affecting people with celiac disease.
- Represent the society more effectively.
- Organize the work of volunteers, the board, and different fields more efficiently.
The project included several key activities aimed at strengthening the Estonian Celiac Society (ETS) and improving its management and volunteer engagement. These activities ensured a more structured, transparent, and effective organization.
- Interviews with Existing Volunteers – Feedback from current volunteers was collected and used to improve the society’s management and overall operations, ensuring that their experiences and insights contributed to the development of a more effective organization.
- Description and Piloting of the Management System – A structured description of ETS’s work organization was created to ensure that all volunteers have a shared understanding of how the society operates. This systematized and clarified management processes, making them more transparent and efficient. It also helped simplify the integration of new volunteers and set clearer expectations and boundaries for existing ones.
- Drafting Volunteer Job Descriptions – Clear and structured role descriptions were developed to ensure that all volunteers understand their responsibilities and tasks, fostering a more organized and efficient working environment.
- Survey of Final Beneficiaries – A survey was conducted among the primary beneficiaries of the society’s work—people with celiac disease and their families. The results provided valuable insights that were used in preparing a new development plan and improving the society’s overall activities to better meet the needs of its community.
- Recruitment of New Volunteers – The project successfully engaged eight new volunteers, expanding the society’s team. Additionally, in the final phase of the project, an HR manager joined the organization to further strengthen volunteer coordination.
- Interviews with New Volunteers – Newly recruited volunteers were interviewed, and their feedback was incorporated into the planning and organization of volunteer work, ensuring a smoother and more effective onboarding process.
These activities collectively contributed to the long-term sustainability and efficiency of ETS, reinforcing its ability to support people with celiac disease and their families more effectively.
The establishment of a clearly defined and universally understood management system has laid the foundation for more effective operations at both the leadership and volunteer levels. The documented processes, along with supporting materials, provide clear guidelines for existing volunteers and new members, making their onboarding smoother and more efficient.
Board members have gained a deeper understanding of their roles, enabling them to enhance the overall management of the organization. As a result, the Estonian Celiac Society (ETS) has strengthened its position as an influential and reliable partner, capable of achieving the strategic goals outlined in its development plan.
The recruitment of new volunteers has been structured, sustainable, and well-supported. A growing volunteer base contributes to a more resilient organization, allowing ETS to better represent the celiac community and advocate for its needs more effectively.
These achievements collectively enhance the long-term sustainability and impact of ETS, reinforcing its ability to support individuals with celiac disease and their families.