My wife and I are volunteer australian partners for a smallish community development project in Southern India. We and the project started 6 years ago and it is going great..now caring for 40 orphan children and assisting the poor in the neighbouring village. As it has grown, the workload on us has grown, and we are falling behind. So we need to get others to volunteer and help with some of the tasks. There has been interest expressed, and we realise we need to help facilitate this by documenting what we need help with.
Before I went too far documenting, I wanted to see if any of the EE experts can suggest smart ways of documenting to achieve the following:
- simple to document
- can be used for other purposes
- flexible and quick to update
- easy to communicate
I have started to develop a spreadsheet (see attached) to give you an example of what I think I should document (eg 1/ organisational structure, - broken down into portfolios, and functions, 2 / associated tasks - and relevant details including who it is assigned to). I want to be able to produce and print out a summary for each portfolio, showing objective, functions, and tasks, to give to interested people
You might think Im getting a bit elaborate jumping from a 'winging it' style of management to being overly organised, but I can see it could also be useful for another charity I help with which is struggling with the same...one man running it and carrying all the load, but only being able to get limited assistance as he can not clearly communicate whats involved when he asks someone to look after a portfolio.
So looking for some suggestions that might help, and explanation why. (NB If it appears the spreadsheet I am starting to develop might be best, as a separate question might ask if someone could show best way to produce summary report)