Grants:APG/Proposals/2012-2013 round2/Wikimédia France/Progress report form/Q2/organization of the staff
- General definition of the project
Wikimedia France as an employer is a young organization and its need for a Human resources part is even younger. Today, the importance of the activity is such that it is necessary to redefine a sustainable structuration, and stand the possible strategic changes.
- The general objectives of this project are
- Determining the logics of posts and, thus, a coherence of the missions for each employee
- Building the necessary synergies between the employees
- Taking into account the increasing development of the members’ initiatives, from an organizational point of view
- Taking care of all the operational tasks, to permit the Board of Trustees to develop its strategic role
- Calendar
- From beginning of October to 23 October, analysis led by the Executive Director
- Phase 2 : From 23 October to 8 November, discussions with the Board of Trustees
- Phase 3 : End October, vote of the Board of Trustees
- Phase 4 : Since beginning of November, we try to equip ourselves with HR tools, this goes through the setting-up of procedures (please refer yourself to the quality approach chapter) but also through a HR policy.
- Phase 5 : On January 8, presentation to the members on the discussion list about the reorganization
- Phase 6 : On January 10, launching of two recruitments (accountant and project manager for territorial organization)
- Phase 7 : Mid-February, launching of a HR audit taken by Uniformation (a vocational training institution for associations and social economy structures)
- Phase 8 : Beginning of February, planification of objectives’ interviews in presence of all the employees
- Involvement of the volunteers
Though in compliance with its statutes the Board of Trustees only had to take decisions regarding the number of created posts and budget issues, it has been associated to all the stages of this restructuration.
- Involvement of the employees
Before the presentation at the Board of Trustees, the Executive Director has talked to the employees during collective meetings (07/10/2013, 11/10/2013, 23/10/2013) and then has seen them individually.
- For the quarter’s progress
- Carried out activities
- This quarter, a status of the current situation has been led with the employees.
- It was achieved in two steps: first of all, the employees have listed the major current issues Wikimédia France came across. Then, they have organized a vote in order to bring out the most important of this issues.
- 13 issues have emerged and 6 have been chosen to be treated.
- Consequently, the causes, the consequences and the proposals of improvement for each issue have been studied.
- An organization plan has been approved by the Board of Trustees. Here are its main lines:
- Executive Direction
- Main objective
- The General Management contributes to the strategic construction of the Board of Trustees’s orientations and implements the binding policy.
- In this framework, it coordinates the organization and the management of the Association, supervises the procedures and assures the monitoring and animation of the staff.
- Main objective
- Finance department
- Main objective
- The Finance department is at the heart of the Association’s functioning since it looks for and develops the necessary means enabling us to finance our actions.
- Fields of expertise
- Managing the contacts with the donors
- Diversifying the financing sources
- Assuring the Association’s general accounting
- Keeping in touch with the suppliers
- Setting up pilot tools regarding finances
- Resources department
- Main objective
- The resources department makes sure our projects are visible and accessible.
- It develops the relevant tools, internally as well as externally
- Fields of expertise
- Conceving an external communication policy
- Participating to the different relevant events
- Determining the strategy as far as technological tools are concerned
- Technically managing the sites in connection with the Association
- Network department
- Main objective
- The Network department constitutes the national/regional link and involves the highest number of players
- It implements local community devices in order to support the local activity.
- Domains of competence
- Allowing the emergence of local relay teams
- Supporting the creation of a plan of actions per region
- Development department
- Main objective
- This centre is responsible for the preparation of the Association’s future since it deals with new partners and tries to favour the emergence of future contributors.
- It also deals with the evaluation of our actions
- Fields of expertise
- Developping the partners’ network
- Proposing a monitoring in different forms
- Conceving action evaluation tools
- Main objective
- Executive Direction
- What worked and what did not?
- What worked?
The go and return work, on the reorganization document, between the members of the Board of Directors and the Executive Director has been very constructive and has led to an approach that has been finally approved by everybody.
- What did not work ?
- Additional information
The diagnostic phase has been quite quick since we could benefit previously from the survey carried out by the audit firm…