Why Do A Mid-Year Financial Review?
Any nonprofit board that doesn't want to hang next year's board out to dry does a mid-year financial review. It helps you see if your income is covering your spending. It's also a chance to put those bean counters on the Financial Committee to work. They can help prepare and present the financial information and recommendations. Here are some suggestions as to what you should prepare:

1. Statement of Financial Position: shows total assets, liabilities and net assets.
2. Statement of Activities: summary of activity during a time period. Assesses provision of services, stewardship and performance.
3. Cash Flow Projections: actual and anticipated cash receipts, disbursements and the resulting surplus/deficits.
4. Year-to-Date Budget: compares percent variances of actual finances to budget.

Fund Raising Protocal
What is the best thing to do when a donor sends less than he promised?
Any number of reasons which you may not know about can be behind the smaller gift--change in employment, unforeseen medical expenses--who knows? When this happens, consider how your actions today will effect the future giving by this donor. Part of successful on-going philanthropy is donor satisfaction. If a donor feels bad after they give, they stop giving. When all is said and done, send an appreciative note for the amount they sent, and don't mention it was less than expected. Next year you can go for more.

Recognizing Volunteers
Special volunteers call for special thank yous. How do you customize volunteer recognition.? Get to know your volunteers. If someone complains about parking, give them a prime parking spot for a week. Give Hershey kisses to the chocoholic, or batteries for the volunteer that keeps going and going. Finding fun ways to say thank you is limited only by your creativity. The Greater Lafayette Volunteer Bureau has a Volunteer Market full of recognition materials specifically designed to thank volunteers.

Supervising As A "Coach"
"Coaching" is the latest buzz-word that uses a sports metaphor to illustrate a type of working relationship. A coach helps employees change behaviors that aren't liked by his/her co-workers. Some supervisors are wary about coaching because it requires more time and responsibility without guaranteeing results. But good coaching leads to more productive employees and a better working environment. A good coach commends team members on well executed plays as well as teaches when to use different strategies. A coach is a motivator, not an opponent--a defensive or offensive coordinator, not a referee.

Developing An Annual Report
It is important that an annual report conveys a positive image of your agency. Here are some key items to include.

• Inspirational, motivating report title--tell the impact you've made.
• Mission and vision statement(s)--tell people what you are striving to do.
• Message from the President--official thanks from an official person.
• Pie charts, maps and graphs describing constituents and donors--a visual taste of what you are saying.
• Quotations--entices people to read on.
• List of previous year's donors and years of giving--a who's who list.
• What's ahead--your work doesn't end in December, make sure your readers know that.
• Inclusion of humor--make it fun.
• Endowment program status--if applicable.
• Recognize gift constituencies, in-honor gifts, and realized planned gifts.
• Success stories and institutional achievements--people are motivated when they see an agency's positive impact.
• Larger print--if no one can read it, why do it?
• Appropriate pictures-a picture is worth a thousand words.
• Volunteers and their roles--people love seeing their names in print.
• The year in review--proof of your progress.

Why Training Is Important?
Whether you are in the for-profit or nonprofit world, if you want to be effective, you can never stop learning and striving for professionalism. A professional organization is characterized by having a set of ethical standards that are acquired through formal education and training. It's learning the latest information and "best" practices that make you effective. All agencies should be expected to be run professionally by everyone, whether they are staff members, clients, donors, or volunteers. Additionally, training allows us to learn from others instead of reinventing the wheel. The Indiana Nonprofit Resource Network provides training workshops throughout the year across the state of Indiana. Find out about upcoming workshops.

Screening Volunteers
Screening protects your agency by reducing risk and documenting that you did the best you could if something bad happens. There are several ways to screen possible volunteers and employees, each taking time and energy. You need to balance the screening and the potential risk with each position. For example, you may wonder about the sanity of ambitious adults who want to take a group of six year old kids on an all-day trip to the zoo. You probably should worry more about an adult who wants to take one or two kids camping overnight on his/her farm alone. Here are some ways to screen people:

• Publish a position description
• Application process
• Personal interview
• Reference checks
• Criminal record checks
• Driving records
• Psychological and medical tests
• Home visit by social worker

When looking at criminal records, keep in mind that states don't share reports. Those of you who surf the net can access Indiana's records in the criminal justice institute at http://www.ai.org/stateag.html. Some people worry that screening invades privacy or scares volunteers away. The legalities can be checked by an attorney, but don't worry about scarring off people. Who wants a person who isn't supportive of a reasonable amount of screening when it is in the best interests of the organization.

Cost-cutting Marketing Techniques
Here are some steps you can take to cut spending on printing and distribution:

• Think of all the ways you can or will use your printed materials. It is much cheaper to print extra copies once than to pay a second set-up fee.
• If you plan ahead, you can combine mailings. Put a flyer in your newsletter.
• Contact your local senior center or volunteer center to find out about recruiting volunteers to help you prepare mailings. This is a great way to use existing pools of volunteers and make new contacts for your agency.
• Have simple brochures or promotional materials designed and printed by your local high school, vocational college, or university. They learn and you save.
• If you have a short mailing, try faxing. Not only are faxes faster, those one or two page faxes are cheaper than an envelope and $.32 stamp. Even more so when you fax after hours.
• Talk to your local branch or the US Postal Service. They have postal representatives that can do an on-site visit and work with you to cut direct mail costs. This service is free.

How To Delegate
Follow the advice of nationally recognized speaker and columnist, Bill Hodges:

1. Define the task.
2. Find the ideal person to do the task.
3. Present the request to the person you have selected.
4. Review steps and methods that will be needed to complete the task with the person who has agreed to accept the assignment.
5. Be sure that the person doing the project has the appropriate tools to complete it.
6. Review target dates. When setting target dates, a status report should be submitted after each significant step.
7. Do not interfere once the assignment has been accepted.
8. Reward successful completion.

Recruiting New Board Members
Here are four recruitment methods to try.

• First, look at the people who already work in your agency. Anyone willing to lick 200 envelopes is definitely dedicated to your program. Ask them if they want to help in a governing/leadership role.
• Second, ask community leaders. Often, these people want to devote their time towards programs that improve their community. You can find these people involved in organizations such as local civic groups, community groups, neighborhood groups, school boards, professional associations, or boards of other nonprofit agencies. Feel fortunate if you get one, these people usually have their plates full.
• Third, even if community leaders are unable to make a commitment, they might recommend others who can. Don't forget to ask present board and staff members for recommendations as well.
• Finally, you can make a public appeal. Send a press release to local newspapers, radio stations, television stations and professional publications asking for volunteers and describing what your agency is looking for. With any recruitment effort, it is very important that those screening board members have a method of determining who will fit your needs that is clear, objective and valid. Otherwise, your board will have no idea what it is in for. If you are not sure whether a person will work out, ask them to serve on a committee or as a volunteer.

Motivating Volunteers
Volunteers start out motivated. Keeping them motivated is the job of a volunteer manager.
When asked why they volunteer, most people say they "want to help." However, individuals often volunteer for more than one reason. Find out the other reasons, e.g., job skills, tradition, and give them tasks that fit these reasons. Why would a person want to return to do data entry, if they are volunteering because they want to work with people?
Stephanie Probst Kipperman sums up volunteer retention strategies:

• Recruit volunteers who are emotionally drawn to organizational goals and values.
• Recognize individuals' needs, interests and skills by placing volunteers in appropriate positions.
• Reinforce appropriate behavior on the job whenever possible.
• Reward work well done.
• Respond as quickly and sensitively as possible to volunteers' questions, concerns and feedback.
• Relieve isolation and stress through peer support and volunteer/staff collaboration.
• Reach out proactively to volunteers at risk, so that corrective action can be taken where problems exist or are likely.
• Remind staff to demonstrate appreciation for volunteer assistance.
• Re-empower volunteers through orientation, training and ongoing support.
• Redesign jobs if necessary so that they are as satisfying as possible.
• Relate positive feedback and information of interest to volunteers, so that they feel good about what they are doing and feel that they are part of something bigger.
• Re-inspire on a regular basis by reiterating organizational values and program achievements and the meaningfulness of the volunteer's contribution.

Ideas For Recognition
Make sure you congratulate someone on work that he/she sees as significant. Otherwise the recognition will seem hollow. In his book, 1001 Ways To Reward Employees, Bob Nelson has gathered recognition ideas from top organizations across the country and beyond. Here are some samples:

• The human resource manager for Sharpy Corporation purchased an old, gaudy bowling trophy from a pawnshop to use as a "pass around" award. When an employee does a great job, he/she is given the trophy. When he/she believes someone else has done a great job, he/she gives it to that person.
• A Hewlitt-Packard Company engineer burst into his manager's office to announce he'd just found the solution to a problem the group has been struggling with for weeks. His manager quickly groped around for some item of acknowledgment and ended up grabbing a banana from his lunch with the words "Congratulations, well done!" The employee was at first puzzled but eventually, the "Golden Banana Award" became one of the most prestigious honors bestowed on an individual employee.
• A Margarita Award was instituted by a group of physical therapists for the therapist who had to work with the toughest client that week. The awardee was treated by the group to a margarita happy hour.
• At a recent quarterly meeting, Apple Computer executives used kazoos instead of applause to indicate their approval of speakers.

Overcoming The Fear Of Public Speaking
Many people are afraid of speaking in front of a large audience. Once a person mentions they hate public speaking, many helpful hints guaranteed to cure Jell-O legs and cotton-mouth are given to them by friends and family. However, picturing your audience in their underwear does little if you feel that at the first slip up they will thrash you with the rotten fruit they have been hiding in their briefcases.

When you are a member of an audience you want the speaker to do well so you will leave informed, inspired, entertained, and a little more prepared to succeed. Likewise, there is a strong chance that your audience is filled with people who want you to do well. Realizing this should help to reduce your apprehension. However, if your pulse still races at the idea of public speaking, keep trying the tricks. But remember, no matter how many deep breaths, no matter what your frame of mind, nothing will help you more than knowing and practicing your material.