Starting an NGO is a time consuming process and requires a great deal of research, discussions, paper work and expert advice. So before investing your time and energy into it, make sure that this is what you really want to do. Devote time in meeting people who are engaged in NGO work and seek their help to understand all aspects of NGO management from them.
Starting an NGO requires dedication and devotion towards the cause, so unless you are prepared to give in your best, do not start an NGO.
Answer the following questions before put your efforts in starting an NGO:
- Why do you want to start your own NGO?
- What activities will you undertake in your NGO?
- Are there other NGOs doing similar activities in your area?
- Are you willing to devote all your time and efforts to start the NGO?
- Who are the people will help you in the process?
Good to know that you are convinced about starting a NGO, and are certain that it would solve a social problem prevalent in your locality. Your enthusiasm and passion for social wellbeing is indeed commendable!
Your passion will certainly be the driving force to help you in finding the right solutions, but the success of the venture will only come through proper planning and guidance from experts. The complications engaged in the process can be reduced considerably if you plan out the entire process with utmost care. Several NGOs get registered every year, however only a handful of them create visible impact, indicating that planning of remaining NGOs is flawed in way or the other.
To ensure that your dream NGO does not fail in achieving the desired impact, this chapter provides easy steps that can be followed while starting your NGO.
Research
Research is an essential ingredient for the success of any project, be it taking admission into college or preparing for a job interview, you cannot get away with research. The same true holds while establishing an NGO. Research may sound a little boring to you, but successful NGOs are backed by sufficient research data.
Following are a few areas that should be thoroughly researched while you plan to start your NGO.
- The Problem: Understand the causes and the factors that are responsible for the problem. It is necessary for you to understand various aspects of the problem, before you find a practical solution for it. You can collect information about the problem either through secondary research (published literature, government reports, book etc.) or through primary research (interviews and survey of the target area, discussions with government officials etc.)
- Practicality of the intervention: You might have several ideas to tackle the problem you have identified. But will these be effective? Do not just replicate an intervention in your project area, because it had worked elsewhere. You have to consider the socio- economic, ecological and cultural setup of the area before you finalize an intervention. This would require you to study about various case studies and projects that have tackled a similar situation successfully.
- Other Organizations: Search for organizations (NGOs, Government agencies, Research institutions etc.) those are actively working in the location that you plan to work. Get an understanding of the causes that they are working for and how your organization could complement their work. Depending on the interactions with these organizations you can modify your solutions, so that your organization does not duplicate their activities. This exercise will greatly help in identifying gaps in current projects, which could be addressed though your organization.
- Target Beneficiaries: It is very important to understand the communities that you plan to work for. Do not start your NGO based on assumptions, instead devote time to understand the community, their needs and their.
Once you are through with research and have clarity on the subject, you should proceed to the next step, which is basically to find people to help you in setting up a formal organization.
Setting up an effective Board
For the smooth functioning of the organization, it is important for you to establish an Initial Board of Directors. The Board members will constitute of individuals with a specific skill set (legal, financial, sectorial etc.) who will be helping in laying down the foundation of the NGO. The board is essential for developing good governance structure in the organization.
Before discussing about the role of board members in NGOs, let us first understand the meaning of governance?
Governance refers to the processes relating to governing an organization through a set of prescribed laws and norms. Effective governance structures are important to achieve the organizations mission and objectives.
Most NGOs exercise effective governance, through an internal system of rules and regulations, that describe the roles and responsibilities of the Board members. The board members of the NGO are responsible for establishing the guidelines for the working of the organization. NGOs should develop a governance plan that reflects the mission, vision and its organization structure. The governance plan should ideally have rules relating to:
- Process of appointing board members.
- Structure of governing Body.
- Responsibility of the Board members.
- Roles and duties of project managers.
- Policies related to communication, HR, administration.
- Process of conducting meetings and events.
- Complying with legal procedures.
Some of the advantages of good governance structures in an NGO include:
- Enhancing employees trust in the organization: Employees and staff are more likely to trust the organization if the organization has proper governance structures.
- Supports the organizations to achieve its mission and vision: The governing body ensures that all activities are in accordance with the organizations vision.
- Enhances greater confidence amongst the stakeholders about the management and operations being carried out in the organization.
- Provides stability to the organization by making it accountable and transparent.
Role of a Board for a new NGO.
A NGO board comprises of individuals who are appointed to provide oversight to the organization. As you proceed towards establishing the NGO, you will require advice from people who are experts in their respective field of work. To start with you can establish an initial board of comprising of 4- 5 individuals who are passionate about your cause and are willing to support your organization.
The role of the initial board members will be to:
- Establish the organizations value, mission and vision statement.
- Constitute the bye-laws, article of incorporation and other procedures.
- Register the organization Develop projects, proposals and concept notes for initial donor engagement.
- Conduct initial meetings with donors and government agencies.
- Creating management and administration structure by developing necessary rules and regulations.
- Hiring office staff.
Initial Board of directors govern the organization along with carrying out managerial and project related functions. Once the NGO receives its first funding, the role of these board members will be restricted to governance of the organization.
With the growing need to enhance good governance structures, transparency and accountancy in NGOs, the role of Board members in NGOs has significantly grown in the last few years. There are several functions that the Board performs for the successful management and governance of the NGO. Typically, in a well-established organization, the board is responsible for the following:
- Compliance of the organization to its Mission and Vision: A board of directors not only establishes the values, vision and mission of the organization, but also ensures that it lives up to these. The Board evaluates the various activities to see if they are in line with organizations vision and mission.
- Establishing Fundraising Goals: Board members along with the executive director of the NGO establish the fundraising goals for the NGO. They may also help the NGO in establishing contacts with donor agencies and corporate houses.
- Assessment of NGO activities: Board members regularly evaluate and assess the working of the NGO, through reports and discussions. Based on the assessment, the board members suggest revision, modification and restructuring of current projects and programs.
- Establishing policies: Board members draft policies and protocols for smooth functioning of the organization. These policies may be related to human resource management, communication, fundraising, administration and procurement etc.
- Hiring the executive director: The responsibility of hiring the executive officer lies completely in the hands of the board members. The board members should develop the ToRs for the position of the executive director and then accordingly identify the right candidate for the job.
- Financial health of the organization: The board is responsible for ensuring that the NGO utilizes the funds judiciously and remains financially secure. Board members develop a comprehensive financial policy to achieve accountability and transparency.
- Annual budget and annual work-plan: Board members develop and approve budget on an annual basis. Based on the approved budget, a work-plan is drafted to carry out various activities as per the budget.
- NGO representation: Board members are the face of the NGO. They represent and promote the organization in various events and functions.
Identifying and appointing board members
Board members play a crucial role in the functioning of an NGO, and therefore, one should be careful while appointing them. It is a good practice to develop a systematic process for their appointment and selection.
The board recruitment plan should clearly indicate the following:
- Number of board members
- Criteria for selection of Board members
- Key Qualities
- Tenure of a board member
- Terms of Reference for the job.
You can develop the recruitment plan to suit your organizations objectives. For instance, if your NGO works for Health care services, you will surely need a health practitioner as a board member.
You should look for the following qualities in a candidate while identifying a member for your board:
- Passionate about the causes that your organization works
- Past experience in NGOs and social work
- Effective communication and interpersonal skills
- Ability to lead a team
- Expertise in a particular field (finance, legal, sector expert)
- Strategic thinker
Once your board is in place you should organize a meeting to discuss about the key objectives of your organization. During the first meeting you can share the research data with the board and discuss about the issues that your organization would take up. These people will help you in establishing your NGO, so make sure that all of you are at the same page and agree on important at aspects of NGO management and governance.