Don’t get yelled at!

My first experience with policies was during the years I worked in a provincial park. How many campers and tents are allowed in one campsite? I was new to the job but experienced enough to know that there were rules. My boss was away, and I didn’t want to make a mistake that would get me, or the campers, yelled at. I was relieved to find a policy.

A policy provides guidance.

Finding yourself in a situation where you don’t know what to do and there is nothing on record for guidance, is very intimidating for an executive director. We want to treat people kindly, we don’t want to get yelled at, but we also have an obligation to protect our organizations from abuse. Sometimes it can feel like we are expected to have all the answers.

Operating policies are the rules required for a specific task or situation. You don’t need to have operating policies for every operational process, but they are very helpful for required tasks, especially if there are legal or financial implications. Some of those required tasks might include the handling of cash, cell phone etiquette, branding rules, dress code, or… how many tents are allowed in one campsite.

Big concerns like the handling of cash are very likely policies your non-profit already has in place. In fact, you probably have a bunch of policies you use right now. Occasionally, a situation will happen, and it will become clear that a new policy is needed. It helps to have an easy framework to follow for policy development.

Policies have 5 parts.

Policies are most successful when they are very succinct, and easy to understand. Here are my 5 quick and easy components for an operating policy.

1. Name of the policy.
   • Be specific but brief. Keep the name of the policy to 1-5 words, maximum.
2. Date the policy was created.
   • After a policy has been written and reviewed, usually by the staff team, the date it begins to be used will be noted as the creation date.
3. Date of the most recent update.
   • Policies can get old. It is helpful to know when the last update happened and when a review should be scheduled.
4. To whom the policy applies.
   • Most operational policies apply to the operational team, but that doesn’t mean the board or volunteers can disregard the rules. List anyone who genuinely might need to know about the policy, and then share the policy with them, as applicable.
5. The content of the policy.
   • Describe what needs to be done. Be specific, direct, and clear.
   • Describe why it needs to be done. Be succinct.
   • For example, if employees are prohibited from doing something, then the policy should clearly state: “Employees are prohibited from [fill in the blank]”.

A note about procedures. Sometimes, the word policy is viewed as belonging to the board, and procedures are viewed as operational. I disagree. Both the board and the operational team have policies. Both the board and the operational team have procedures. Procedures are simply the step-by-step instructions for how to complete a task, such as how to fill out a form. Policies are the rules, such as the form is due by the 15th of the month.  

Let policy be the big meanie.

It is impossible to predict every situation that might happen. Rather than write a monster binder filled with hundreds of policies, it is easier to start with the basics and avoid overwhelming the team. Then as a new policy is needed, the situation can be reviewed, and a suitable policy developed.

Finding that policy sweet spot, not too many and not too few, is a great way to empower the staff team. When an aggressive, or difficult, situation arises, such as “we are having a family reunion, and we want to put up 14 tents in our campsite.” A staffer can deflect the hostility towards the policy while empathizing about the situation. “I am so sorry, our policy only allows for one tent, including dining tents, in each campsite. Luckily, we many sites next to yours where you can spread out and fit everyone in!”

Your turn.

Your turn. What operational policies does your non-profit have? When was the last time you had to write a new policy? Who gets to have input on policy wording? I want to know! Please use the form on the side of the page to let me know, ..or send me an email, ..or message me on socials.

-Christie

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Hi, I'm Christie. I help executive directors develop the systems and processes needed to run a non-profit.

I learned early in my career, there is no non-profit school. Browsing the internet for resources from big-city experts doesn’t provide practical solutions to balance the budget, write a work plan, or conduct an employee evaluation. Leadership development tips don’t really resonate when you are also taking out the recycling and cleaning the washroom.

I created ChristieSaas.com so non-profit leaders never need to wonder how to do the job – no matter how big or small that job is.

I have been the executive director of small-team, small-budget, non-profits for 20+ years. My experience isn’t theory. It is the real, operational, and practical solutions I use every day.

I love my work and I want to help you love yours too.

© Christie Saas 2024 All Rights Reserved

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