Building blocks of small-staff association staffing
Time for another installment of "Posing a Question to an Annual Meeting Speaker." Offering their perspective today are Michael Gardner, CAE, executive director of the Gypsum Association, and Lydia Middleton, CAE, president and CEO of the Association of University Programs in Health Administration. Gardner and Middleton will lead a Learning Lab at the 2011 ASAE Annual Meeting & Expo titled "Small-Staff Association Staffing Models."
After the executive director, what is the most important staff position to create in a small-staff association?
Gardner: I think the most important person other than the executive director is the person you hire who monitors your involvement in any organizational financial transactions. For fiduciary transparency purposes, you have to have at least two individuals involved in your financial process. If I am hired tomorrow to start a new association, one of my first tasks is to hire someone who can put a wall between me and the organization's money. The same person needs to have the authority to alert the board if I attempt to misappropriate any funds.
Middleton: I agree with Michael's answer 100 percent. It is critical to have some checks and balances around the financials. That said, I'd take a different perspective, as it is possible to entirely outsource your financial management to a firm that can provide many checks and balances. What is not so easily outsourced is member service. At the end of the day your association is made up of your membership, and keeping them happy and engaged has to be the primary priority of most associations. If I was an ED and could only hire one person, it would be someone who would focus on member recruitment, retention, and customer service. I think I could find a way to outsource or contract for almost everything else, but that piece is critical.
Gardner: Good point. Really highlights that, while we are both small staff, our specific points of emphasis can be radically different based on the make-up of our membership.
Middleton: Absolutely!
Thanks Michael and Lydia. Readers, who would you add to your small-staff association next?
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Comments
I am a one-person association and I work from my house. I would add an executive assistant. Sometimes just trying to keep up with scheduling committee calls, data entry, running checks to the bank, booking meeting space, finding flights, etc. is exhausting when you're trying to do everything else all at once!
Posted by: Jennifer Richards | July 11, 2011 3:49 PM
If I'm adding anyone, its someone who understands technology to its fullest. When you are small, there are three things you have to do as you expand:
1) hire staff - most expensive
2) outsource - less expensive
3) use technology - the least expensive and most error free
As my 3.5 member staff has worked the last 5 years, we have grown membership 7.5%, per member revenue 28% and total member net surplus 482% while expanding the amount of services we do for members by two fold. We still operate as a 3.5 person staff and don't work any more hours than we did 5 years ago.
All attributed to implementing technology around us that comes with some expense (mostly upfront), but no personalities, benefits, taxes, time off or personal baggage. All which cost associations a lot of money long term.
We are slated to grow 17% this year and 36% in 2012 and not add another person. Something for everyone to think about.
Posted by: Tom Morrison | July 12, 2011 6:46 PM