How to Stay Organized

Organization is a noun and an adjective. As a noun, it means your association or chapter. As an adjective, it means getting things in order so you can better manage the former. If your organization isn’t as organized as it should be, try these steps.

Step 1 — Create a database.

The days of an association leader relying on ledgers and stubby pencils to keep track of things are long gone. Any number of computer software programs can be used to track everything from member addresses and phone numbers to budgeting information. Much of that information can also be synchronized with your cellphone. Meeting minutes as well as your group’s bylaws and constitution should be kept.

Step 2 — Keep things current.

Make it as easy as possible for members to report address changes. If you get an email or phone call regarding a change in status or member info, log it in immediately. Don’t rely on memory lest it fall through the cracks. An assigning program is a great way to keep track of who is working where and who is open on what dates.

Step 3 — Make it readily available.

In order to keep on top of things and have them current, you must have easy access to the information. Depending on the method of record-keeping you employ, you may use a free software program such as Dropbox as a storage place. In that way, you can log in and get information from any computer anywhere just by entering your private password.

Step 4 — Identify a reliable webmaster.

A website is a wonderful tool for you and your members. It is a great two-way communication tool. But if it is not kept up to date, your members will stop thinking of it as a must-stop site. The webmaster must have the time to maintain it. Much of the information on the site will come from association leaders. Feed the webmaster current, accurate and interesting material.

Step 5 — Back things up.

The aforementioned Dropbox will come in handy if your computer dies or is stolen. But even with such a system, copies of all important documents and databases should be backed up where other board members can access it. Should the person in charge of the information become incapacitated or worse, someone else will need to step in. Make it easy for those who might have to take over.