SWOC Analysis

S

threngths

W O C

eaknesses

pportunities

hallenges

Analysis for the Somali Bantu Association of America

Introduction

Identifying weaknesses and challenges makes organizations more nimble and proactive in today’s times. Developing a habit of doing this consistently creates a culture that promotes accountability and transparency.

I hope that this analysis provides the Somali Bantu Association of America with a blueprint that will create a greater impact for the community served. More importantly, I hope this document will toot your strengths in a way that propels

you to make your goals a reality and your weaknesses temporary roadblocks towards continued success.

Limitations

1.

Not being able to engage, observe, or interact with participants due to location.

2. Inability to get in touch with some of the individuals proved to be difficult. I was

not able to get diverse perspectives amongst board members; I interviewed one board member while there was a total of five. In total I interviewed six participants out of eleven of the names provided or referred.

Step 1

Methodology

I interviewed the following Staff: •

Said Abiyow, CEO & Founder

•

Patricia Smith, Board Member & Vice President

•

Elizabeth Rosas, Grant Writer/Executive Assistant

•

Hasan Sheighei, Office Manager/Interpreting

•

Mohamed Ali Mohamed, Youth President

•

Veronica Baker, Volunteer

•

Abdirahim Mohamed, Volunteer

Interviews were conducted either on the phone, or through an online survey. Content for both were the same.

Step 2

Methodology

I developed the dimensions featured on this page to categorize strengths,

Staff

Board Members

Fundraising

weaknesses, opportunities, and challenges for each area.

Programs

Social Media/ Communications

Program Evaluation

Step 3

Methodology

I compiled the results of the interviews into their respective categories, and developed strategies for how to: • Turn weaknesses into strengths • Take advantage of opportunities

• Overcome challenges

Strengths

Staff

• • • •

Volunteers are dedicated to the organization.

Everyone believes in the Executive Director!

When asked for the mission of the organization, people listed the programs.

Volunteers and Staff are very much intrinsically motivated to help the organization.

•

The board member I spoke with was knowledgeable of the organization and its programs, and committed to the mission.

• •

The SBAOA has recently submitted a number of grant applications.

There is a willingness to enact a fundraising plan.

Board Members

Fundraising

• •

Strengths

Programs

•

•

The organization uses the following social tools:  Facebook  Twitter  LinkedIn  Website  Youtube videos

•

The SBAOA is already consistently capturing demographic information of each incoming participant and volunteer.

Social Media/ Communications

Program Evaluation

The community and staff both believe in and see the need for the organization.

The Job Training (or Employment and Housing) Program is a great resource for participants.

Translation & Citizenship Services has the most foot traffic.

Weaknesses

• • • •

Staff

“ There must be someone other than the volunteer who can drive what gets done.”

•

Board Members

Fundraising

There is no clear demarcation of roles.

Too many people depend on Said.

There is a need for a formal volunteer recruitment plan; more volunteers are needed.

There is a need for formal leadership training.

•

• • •

The board does not understand their responsibilities; this leads to a weak base of support.

There is little participation from the board towards supporting fundraisers and/or attending events hosted by the organization.

The organization needs a diversified fundraising approach.

Fundraising is in dire need of board leadership.

Volunteers want to find another way to engage with the youth by taking them out on trips but lack of funding is an obstacle.

• •

Weaknesses

Programs

• • • • •

• •

Social Media/ Communications

• • • •

Not setting goals is delaying the organization’s progress.

Programming data is not being captured nor is it consistently being communicated effectively to people within the organization and to the public.

Translation services - this program may be understaffed.

Tutoring program - not enough time is being allotted towards tutoring; this also needs to happen more consistently.

Health & Sanitation – very little mention of this.

More full-time staff is needed to carry out programming.

Translating in-person is difficult without access to a vehicle; please buy a new van!!!

SBAOA doesn't toot its own horn effectively.

It is difficult to find compelling stories, data, and other pieces of information that illustrate the organization’s impact.

There must be more alignment between what’s being done within the organization and how it is being communicated in real-time. This makes SBAOA reactive vs. proactive.

The SBAOA is in need of a new website and a consistent social media presence.

When asked for the mission of the organization, people listed the programs.

There is a misperception amongst the external environment between Somali Bantu People and Somali People.

Weaknesses

Program Evaluation

• • • •

Door-to-door evaluations – Is there a formal process for this?

Shiftboard - is this the best way to track data?

There is no culture around collecting programming data consistently.

How are you keeping track of student progress: What metrics are you using?

Opportunities

•

SBAOA can create opportunities to celebrate staff for meeting accomplishment set by the organization, or even staff/volunteer birthdays. This may add to the culture, although all staff I've spoken with are intrinsically motivated, it might be nice to adopt that.

• •

There are opportunities to change the culture by adopting new Board Policies.

SBAOA has the opportunity to recruit a new board in order to drive change around the culture of the organization.

•

Seeking new partnerships by either attending events or networking more will allow the organization to discover new funding opportunities.

Staff

Board Members

Fundraising

Opportunities

•

The organization has the opportunity to solicit outside experts to bolster programs.

•

SBAOA has the chance to educate or re-educate the public about the Somali Bantu People and the organization’s successes.

•

SBAOA has the opportunity to:  Develop logic models for each program  Track its programs more effectively

Programs

Social Media/ Communications

Program Evaluation

Getting buy-in from staff at all levels to participate in leadership training may pose a challenge.

Assessing the type of skills you need from volunteers and respective positions will require staff involved in the process to reach a consensus on this.

Time: this process will take time.

• •

Challenges

Staff

•

Finding a person who can facilitate board activities may be costly.

This process will take time and may involve many concurrent sessions, or this may be done through a retreat. Either way this will require a commitment from all board members.

• •

Board Members

•

Fundraising

Finding an experienced professional who can help you develop a dynamic fundraising plan.

•

It may take some time before the organization is able to have a fully funded staff supporting its programs. Until then, SBAOA should continue to cultivate the volunteers you do have and create tools for them to succeed in these positions when they become fully funded.

• •

Creating buy-in at all levels and a shared understanding the organization’s mission.

Articulating the mission and vision in a way that is digestible to and accessible to everyone Securing help in developing a social media plan:  What tools will you use for tracking social media analytics?  What metrics would you want to track?

Challenges

Programs

•

Social Media/ Communications

• •

Program Evaluation

Developing a habit of capturing metrics.

Developing a shared understanding for the importance of this practice.

How do we overcome weaknesses and challenges?

•

• •

Staff

Strategy

•

There is no clear demarcation of roles.

Too many people depend on Said.

There is a need for a formal volunteer recruitment plan; more volunteers are needed.

There is a need for formal leadership training.

Turning Weaknesses into Strengths •

•

This denotes a resource. See the Slide titled “Resource” to learn more about resources for volunteer recruitment.

•

Develop descriptions of staff positions, and establish a process of monthly or bi-weekly check-ins to review progress or challenges in meeting the goals of that description.

Create a volunteer recruitment plan that identifies the skillset you are looking for in a volunteer depending on the position. This plan should entail a snapshot of the benefits of serving as a volunteer with SBAOA. In terms of leadership training, there is a need to introduce a new culture at the board level that is more focused and driven by the mission.

The first step entails developing a board manual.

•

•

Strategy

Staff

•

Getting buy-in from staff at all levels to participate in leadership training may pose a challenge.

Assessing the type of skills you need from volunteers and respective positions will require staff involved in the process to reach a consensus on this.

Time: this process will take time.

Turning Challenges into Strengths •

•

•

Have honest conversations with staff about where the organization is and where you hope to be.

Creating a volunteer recruitment plan will help you carefully discern the type of skills you are looking for in volunteers and the positions you need fulfilled.

Have Patience!

•

Strategy

Board Members

•

The board does not understand their responsibilities; this leads to a weak base of support.

There is little participation from the board towards supporting fundraisers and/or attending events hosted by the organization.

Turning Weaknesses into Strengths •

This denotes a resource. See the Slide titled “Resource” to learn more about resources around board development.

Develop a board manual that is prefaced by a list of expectations, these expectations may include:  attendance at events, board meetings,  financial obligations  as a board member.

Be clear in this document about your expectations of current and future board members. After sharing this with your board, have personal conversations with them to assess whether they’d like to stay on board.

Strategy

Board Members

• •

This may be costly.

This process will take time.

Turning Challenges into Strengths •

• •

Consider finding a facilitator to help the board walk through exercises aimed at improving board relations. A possible source may be Catchafire.

Be patient!

Have fun!

•

Fundraising

•

Strategy

•

The organization needs a diversified fundraising approach.

Fundraising is in dire need of board leadership.

Volunteers want to find another way to engage with the youth by taking them out on trips but lack of funding is an obstacle.

Turning Weaknesses

into Strengths •

•

The fundraising plan you develop should outline the amount you’d like to raise as per programming costs and expenses for the fiscal year. It should also encompass how many grants you’d like to submit per quarter/per year.

In this way, the fundraising plan should outline diverse sources of income.

•

Strategy

Fundraising

Finding an experienced professional who can help you develop a dynamic fundraising plan.

Turning Challenges

into Strengths

• •

Strategy

Programs • •

• •

Not setting goals is delaying the organization’s progress.

Programming data is not being captured nor is it consistently being communicated effectively to people within the organization and to the public.

Translation services - this program may be understaffed.

Tutoring program - not enough time is being allotted towards tutoring; this also needs to happen more consistently.

More full-time staff is needed to carry out programming.

Translating in-person is difficult without access to a vehicle; please buy a new van!!!

Turning Weaknesses into Strengths •

•

•

•

•

Creating a strategic plan can help you set realistic goals for the organization at the macro and micro level.

Once you determine your outcomes for each program, that will allow you to identify metrics for success.

Translation services – Is there any way to structure this program so that these duties are being rotated?

Your volunteer recruitment plan can help you recruit tutors that can commit to working around the schedule you’ve established for the tutoring program.

Consider writing this into a grant or starting an online appeal to purchase a vehicle.

•

Strategy

Programs

It may take some time before the organization is able to have a fully funded staff supporting its programs. Until then, SBAOA should continue to cultivate the volunteers it has and create tools for them to succeed in these positions when they become fully funded.

Turning Challenges

into Strengths •

Put energy towards creating evaluation systems for programs and establishing staff check-ins.

•

Social Media/ Communications

•

Strategy

•

SBAOA doesn't toot its own horn effectively.

It is difficult to find compelling stories, data, and other pieces of information that illustrate the organization’s impact.

There must be more alignment between what’s being done within the organization and how it is being communicated in real-time. This makes SBAOA reactive vs. proactive.

Turning Weaknesses

into Strengths •

•

Gather great content that captures the SBAOA’s unique story and share it with the community through local news outlets, newspapers, and with your online community.

Develop a habit of communicating with all staff by sending out emails at the beginning of every week or perhaps on a bi-weekly basis. This should share goals, events, or motivate staff.

•

Social Media/ Communications

•

Strategy

•

The SBAOA is in need of a new website and a consistent social media presence.

(There is a strong awareness of the programs; however, this is different than the mission.)

There is a misperception amongst the external environment between Somali Bantu and Somali people.

Turning Weaknesses into Strengths •

•

•

Do some research on websites you like and why you like them. Use this to create a list of must haves – things you must include on your website. A must have may consist of content dedicated to the difference between Somali Bantu and Somali People.

Make your mission statement more apparent on your website and in your social channels.

Areas of improvement also include your vision statement. Think about answering this question: “In a world where your mission is carried out, what will happen as a result?”

•

Strategy

Social Media/ Communications

•

•

Creating buy-in at all levels and a shared understanding the organization’s mission.

Articulating the mission and vision in a way that is digestible to and accessible to everyone.

Securing help in developing a social media plan:  What tools will you use for tracking social media analytics?  What metrics would you want to track?

Turning Challenges

into Strengths •

•

•

Honest conversations with everyone will help create buy-in and the atmosphere of support for everyone.

I would recommend either having brainstorming sessions with your team or searching for a facilitator who can help you think through ways to clarify and communication your mission and vision.

Consider finding a professional who understands your organization and can help you think about how to use google analytics and other tools to track social media.

•

Strategy

Program Evaluation

• •

•

Door-to-door evaluations – Is there a formal process for this?

Shiftboard - is this the best way to track data?

There is no culture around collecting programming data consistently.

How are you keeping track of student progress: What metrics are you using?

Turning Weaknesses into Strengths

•

What metrics do you need to capture? Once you answer this, then you can determine the best way to capture these metrics, and how often you’d like to capture these metrics.

Having this conversation with staff will also lead to more buy-in and help ingrain a culture of consistency.

• •

Strategy

Program Evaluation

Developing a habit of capturing metrics.

Developing a shared understanding for the importance of this practice.

Turning Challenges

into Strengths •

Making sure that all staff understand how this is tied to raising more money for and awareness of the organization will be instrumental to overcoming this challenge.

Internal Attributes of the Organization External Attributes of the Organization

Helpful to achieving the mission

Detrimental to achieving the mission

Strengths

Weaknesses

The SBAOA is already consistently capturing demographic information of each incoming participant and volunteer.

Volunteers are dedicated to the organization.

Everyone believes in the Executive Director!

People are aware of the programs.

Volunteers and Staff are very much intrinsically motivated to help the organization.

There is a willingness to enact a fundraising plan.

The community and staff both believe in and see the need for the organization.

Job training program is a great resource for participants.

Translation program has the most foot traffic.

There is no clear demarcation of roles.

More Volunteers and Staff are needed.

There is little participation from the board.

The organization needs a diversified fundraising approach.

Not setting goals is delaying the organization’s progress.

Programming data is not being captured nor consistently communicated.

The SBAOA is in need of a new website and a consistent social media presence.

A better understanding of the mission and vision must be shared and understood.

There is a misperception amongst the external environment between Somali Bantu and Somali people.

What’s the best way to capture data and to do this consistently?

Opportunities

Challenges

SBAOA can create opportunities to celebrate staff for meeting accomplishment set by the organization, or even staff/volunteer birthdays. This may add to the culture, although all staff I've spoken with are intrinsically motivated, it might be nice to adopt that.

Change the Board culture and recruit a new board Seeking new partnerships to discover new funding opportunities.

Solicit outside experts to bolster programs.

Re-educate the public about the Somali Bantu People and the organization’s successes.

SBAOA has the opportunity to:  Develop logic models for each program  Track its programs more effectively

Getting buy-in from staff at all levels to participate in leadership training may pose a challenge.

Finding a person who can facilitate board activities may be costly.

Finding an experienced professional who can help you develop a dynamic fundraising plan.

It may take some time before the organization is able to have a fully funded staff supporting its programs.

Articulating the mission and vision in a way that is digestible to and accessible to everyone Securing help in developing a social media plan.

Developing a habit of capturing metrics.

Developing a shared understanding for the importance of this practice.

Time: this process will take time.

Finding the right person who understands your organization and the

We’re on our way!

partnerships you can build will go a long Fundraising

way.

This has great potential to grow in terms of size and Consistency!  Consistency!  Consistency!

structure. Establishing more systems in this area such as checking in with staff and celebrating staff Staff

Any plan to raise awareness using social

accomplishments is key.

Each program is a pillar in the organization.

media must be enacted consistently and Social Media/ Communications

purposefully.

Thinking more about resources you’ll need to make each program run effectively from staff descriptions, Programs

to surveys, will help you begin tracking and sharing each program’s success more consistently.

The logic models you create will help

you begin thinking about the metrics After finding a facilitator to help you create a manual for the Board and lead sessions, this will improve

board relations greatly.

Board Members

Program Evaluation

you want to capture. More importantly, it will encourage you to think about how and when you want to capture this data.

Have a solid base of individual giving

Write more compelling grants Make more kids happy Become a household name

Have systems and processes in place

More people will know us Have a stronger social media presence

Have a strategic plan Grow in the number of full-time staff Have more individual donors

WE will be better.

Board Recruitment http://www.forbes.com/sites/elmirabayrasli/2011/06/06/building-successful-non-profit-boards/

Resources

http://www.bridgespan.org/Publications-and-Tools/Hiring-Nonprofit-Leaders/Recruiting-BoardMembers/Recruiting-and-Vetting-Nonprofit-Board-Members.aspx#.VMtXL_54pPI http://www.ssireview.org/blog/entry/shake_up_your_board_meeting http://facilitationprocess.com/documents/10_Step_Board_checklist.pdf http://www.forbes.com/sites/elmirabayrasli/2011/06/06/building-successful-non-profit-boards/

Volunteer Recruitment Plan http://www.volunteernow.co.uk/fs/doc/publications/plan-for-recruiting-volunteersinformation-sheet-nl.pdf http://ctb.ku.edu/en/table-of-contents/implement/improving-services/establish-adult-literacyprogram/main

http://blogs.volunteermatch.org/engagingvolunteers/2010/07/07/a-volunteer-communicationsstrategy-13-steps-to-driving-recruitment-engagement-and-leadership/