Creating a system

There are a number of different areas of administration which you should consider in assessing how your systems work.

Office organisation and management

Does your office set-up meet the needs of the workers and users?
Consider where you are situated and your accessibility to public transport.
Do you need one central location?
How do you organise space and use resources?
What system do you have for dealing with phone messages and post?
Do you have an IT strategy and how does it work?

Control procedures

These can be internal or external. Internal controls include delegation of authority, identifying risk and budget management, precise job descriptions, accountability, professional advisers and formal procedures - when and where you bank the money.

Regulations for employers

There are a host of statutory duties and responsibilities, which relate to all organisations. For example you are required by law to insure against any liability for personal injury or illness sustained by your employees. It can be extended to people who are on work placement schemes. For details on legal responsibilities to employees, see staff and for the latest information on regulations dealing with health and safety and data protection see IT.

Contracts

Remember, contracts are binding, so if you sign one you will be accountable. Consider the possible risk and loss of independence; the philosophy of the purchaser and the effect of the contract. Contracts must advance your aim and not be for short-term gain. For more details, see contracts and partnerships.

Insurance

It is a legal requirement for charities to be insured for buildings and contents, liability as an employer and liability to members of the public. Voluntary groups have particular requirements: volunteers and trustees will often count as 'members of the public' for insurance purposes. Carefully choose a broker to advise you.

Monitoring performance

Measure performance by translating a mission statement into measurable objectives - increasingly funders wants evidence of long-term value, but don't worry, look at quick and easy ways of encouraging ongoing feedback.