COLLABORATION / COALITION SELF-ASSESSMENT TOOL

           

                     Ó  Beth B. Rosenthal, M.S. 1990, 1994

 

 

COALITION NAME _____________________________ YEAR ESTABLISHED_______

 

WHO STARTED THE COALITION AND WHY

 

 

MEMBERSHIP CRITERIA

               

Who can become a member?

 

Who is excluded?

 

Strategically, who do you NEED as members and what can they bring to the coalition effort?

 

 

What is required of members? Does your coalition utilize membership agreements?

 

 

 

 

GOALS

 

 

What is the primary purpose of your coalition or collaboration?

 

 

 

Which other additional goals is your group pursuing?

 

 

 

Does your coalition have a primary target of change?

q legislative body

q elected public official

q public adminstrator  or regulatory agency

q general public

q specific constituency or  community

q corporate or private entity

q other: _______________________________________________

 

 


How would you categorize your coalition's goals?   Check (Ö )  whichever categories apply .

 

 

TYPE

Proactive

Defensive

Social Change

Resource

Enhancement

Service

Coordination

Other

Long Term/ single goal

 

 

 

 

 

 

 

Long Term / general goal

 

 

 

 

 

 

 

Short Term/ single goal

 

 

 

 

 

 

 

Short Term / general goal

 

 

 

 

 

 

 

 

WHAT WILL CONSTITUTE SUCCESS?


 

STRATEGIES

 

Which strategies do you or will you use to address your collaboration’s goals  ( as identified on the previous page)  Check all that apply.

 

Consensus Strategies:

      Planning

      Research  

      Information and Education  

      Persuasion

      Exchange  

    Pilot projects

Conflict Strategies:

      Negotiation                  

      Bargaining 

      Lobbying

      Demonstrations & Marches

      Public Accountability Confrontations

    Civil Disobedience

 

 

Other:

 

 

 

 

 


 

ACTIVITIES

 

Which activities do you / will you implement?

 

ACTIVITIES

ACTIVITIES

 

Social Change / Political Action

Advocacy for common concerns 

Boycotts

Collective mass organizing

Demonstrations, marches, sit-ins, vigils

Guerilla or street theater

Interagency/inter-sector task forces or work groups on specific issues

Letterwriting campaign

Lobbying

 

 

 

 

Outreach and mobilization

Position papers / public testimony

Public information and education

Public meetings, community-wide forums Promotion of an issue or cause

Publishing newsletters or studies

Running or supporting candidates for political office

Study groups; invited speakers

ACTIVITIES

ACTIVITIES

 

Conflict Resolution /Problem-Solving:

Conflict resolution sessions

Consensus problem-solving processes

“Futures Searches” and other “visioning” processes that involve many participants

Mediation (use of a third party)

Negotiation throguh caucuse which represent specific issues or constitutencies

Presentation of different positions at public forums

Public information and planning forums

Town Hall-type meetings

 

 

Service Integration or Coordination

An umbrella for different activities and approaches occurring at multiple sites

Case coordination/ management

Co-location of services

Common data base for shared clients

Common service/program implemented in different sites

Information referral and assistance

Joint sponsorship of special events - e.g. service fairs, conferences

Program coordination

Service providers' networks/ coordinating councils

Shared resources - e.g. program or administrative staff, computer, consultants, space

Shared/pooled mailing lists and other data

ACTIVITIES

ACTIVITIES

 

Planning

Comprehensive planningprocesses involving many participants at different levels

Focus groups and forums

Interviews

Needs and Assets Assessments

Participant observation

Public information and planning events

Research through surveys, questionnaires

Statistical research / data analysis

 

 

 

ACTIVITIES

ACTIVITIES

 

 

Organizational Development, Resource Enhancement, or Recognition for Collaboration Members

Collective buying and cost containment

Exchange in-kind resources

Group benefits - e.g. insurance,  loans

Joint  training workshops and technical assistance

Joint fundraising and program development

Joint publicity and outreach

Leadership and Skills Development

Provision of information and contacts to collaboration participants

Provision of letters of support for individual projects

Public information on collaboration projects and members

Shared research data / library

 

 

OTHER:

 


STRUCTURE AND PROCESS

 

In what way can Members or Member organizations  participate in your collaboration/ coalition?     Check all that apply.    If you have different categories of membership, list these in the third column according to the level of activity allowed.

 

MEMBERSHIP PARTICIPATION LEVELS

MEMBERSHIP CATEGORY (e.g. individual, organization, institution, coalition)

 

Receive information/mail from the collaboration

Participate occasionally in collaboration events or activities

Attend general meetings

Provide volunteer and other in-kind contributions (resources)

Have voting privileges in the collaboration

Send one representative to one committee

Send several representatives to several committees

Do some of the actual work of the collaboration 

Partiipcate in the leadership and decision-making body of the collaboration    

 

 


DIVISION OF LABOR

 

Complete this chart in order to clarify who does what, and how your coalition handles these necessary functions.

First, fill in the top row with the different divisions/ levels of your collaboration structure -- for example, Steering Committee, Board, etc.   Then place a checkmark in the box of the level which is primarily responsible for each of the functions listed in the left-hand column.    

                       

                                                                                                            L E V E L S    in our  S T R U C T U R E

FUNCTIONS

 

 

 

 

 

Organizing and Outreach

 

 

 

 

 

Membership Recruitment and Development

 

 

 

 

 

Governance

 

 

 

 

 

Fundraising

 

 

 

 

 

Fiscal Management and Reporting

 

 

 

 

 

Communication

 

 

 

 

 

Personnel - Hiring and Supervision

 

 

 

 

 

Program Development and Reporting

 

 

 

 

 

Program Implementation and Evaluation 

 

 

 

 

 

Planning

 

 

 

 

 

Leadership Development

 

 

 

 

 

Public Relations and Public Information

 

 

 

 

 

Committee Development

 

 

 

 

 

OTHER:

 

 

 

 

 

 

 


DECISION-MAKING STRUCTURE

 

How does the coalition make decisions about:

 

·         ADMINISTRATION - How to operate effectively

 

·         DOMAIN - Purpose and scope of coalition activity

 

·         STRATEGY - What specific actions the coalition will take

 

·         EVALUATION - Assessment about how thing are going in each area

 

Who are the decision-makers in your collaboration, and how are they accountable to the full group?

 

OFFICERS

FUNCTIONS

HOW THEY ARE ACCOUNTABLE TO THE COALITION

 

 

 

 

 

 

 

 

 

 

 

 

STAFF:

FUNCTIONS       

                                                               

HOW THEY ARE ACCOUNTABLE

TO THE COALITION

 

 

 

 

 

 

 

 

 

 

STAFF

 

If your collaboration has staff, answer the following:

 

1.       Staff is paid by ________________________________________.

 

2.       Staff is located ________________________________________.

 

3.       Staff is held accountable to the full collaboration in this way: ________________________________________________________________________________

________________________________________________________________________________________________________________________________________________________________

________________________________________________________________________________

 

 

4.       Which activities/ tasks are staff  handling?  Would you propose that they focus on other activities or tasks that would better serve the needs of your coalition / collaboration?     If your collaboration does not have staff, or has insufficient staff, consider who could handle the relevant tasks listed below.

 

STAFF ACTIVITIES         

1.        Leadership development

2.        Follow-up on implementation of tasks.  Assist where needed.

3.        Trouble-shoot and mediate in disputes in the community helping system, or among the membership of the coalition.

4.        Organizational maintenance:  e.g. scheduling and planning meetings,  membership involvement, filing, record-keeping, correspondence

5.        Organize celebrations and special events.

6.        Publicize the achievements of the coalition.

7.        Assist committees with research and policy efforts.

8.      Attend meetings and take minutes.

9.        Provide assistance in scheduling meetings and making calls to confirm attendance.

    10.      Handle all project typing, word processing, correspondence,  and  telephone work.

11.      Regularly update the coalition's mailing list/data base.

12.      Centralize communication between collaboration members.

13.      Handle record-keeping and program reporting.

14.      Help identify community resources and needs, using focus groups, futures searches. interviews, surveys, and statistical research.

15.      Involve a broad spectrum of the community in the planning and problem-solving process.

16.      Develop planning tools and lead/coordinate planning approaches.

17.      Develop specific and comprehensive plans.

18.      Assist groups in integrating services and implementing plans.

19.      Assist collaboration in targeting and accessing outside resources.

20.      Develop measures of project effectiveness, as part of the planning process.

21.      Develop evaluation instruments to measure project progress and achievements.

22.      Help the coalition participants to understand and utilize the evaluation reports as tools for project enhancement.

     23.  OTHER: ___________________________________

 

Current

Proposed

 

                                               


LEADERSHIP

 

What kinds of leadership roles exist in your collaboration?  Name the people who fill them.

 

POSITION

WHO FILLS IT?

President, Co-President

 

Chairperson/Co-Chair

 

Officers

 

Director/Co-Director

Coordinator / Co-Coordinator

 

Steering Comittee Members

 

Board Members

 

Executive Committee Members

 

Team Leader / Committee Chairperson

 

Other

 

 

LEADERSHIP FUNCTIONS

 

Identify which level of leadership handles the following tasks.  Rank these leaders from 1-5 on their ability to handle their respective tasks:  1 = high, 5 = low.  If low, how else can these functions be handled?  If high, how can these functions be taught to others?

 

TASK

LEADERSHIP RESPONSIBLE

RANK

Task -Oriented Work:

 

 

defending against attacks and setbacks       

 

 

educating the public          

 

 

implementing coalition strategy      

 

 

influencing or educating the social change target      

 

 

moving toward the social change goal

 

 

organizing and conducting meetings

 

 

outreach                to the community and to member organizations

 

 

planning

 

 

reporting and documentation

 

 

 

Process-Oriented Work:

 

 

building consensus and managing conflict 

 

 

consciousness-raising/educating membership          

 

 

coordinating with other elements of the collaboration               

 

 

creating a positive climate               

 

 

keeping membership involved (mobilizing members)               

 

 

keeping outside supporters involved/informed             

 

 

leadership development

 

 

maintaining internal coalition operations

 

 

sustaining participation

 

 


LEADERSHIP DEVELOPMENT

How long have the current leaders of your collaboration been in their positions? 

 

What mechanism do you have for leadership succession?

 

What mechanisms do you have for leadership development in your collaboration?  If none, what might be feasible to develop?

 

q providing opportunities to practice new skills and tasks

q providing training to strengthen leadership skills

q mentoring

q pairing established and new leaders to perform specific tasks such as running meetings, giving speeches,  delegating and following up on tasks

q co-chairing committees or task groups

q developing clear job descriptions and evaluations for different leadership positions, so that participants know what is expected and have some measure of their effectiveness

q providing emerging leaders with group or individual feedback and constructive criticism

q structuring second line leadership roles with opportunities for growth - for example committee co-chairpersons may be eligible to become board members or officers

q rotating leadership positions on a regular basis, to ensure that new talent has a chance to emerge

q  OTHER:

 


COLLABORATION DEVELOPMENT

 

In what phase of development is your collaboration?   Use the following chart to check off the outcomes that you have accomplished to date.  Add other achievements that are relevant for your group. Make sure to distinguish between outcomes pertaining to collaboration functioning (Process) and those related to achievement of externally-oriented projects and goals (Product). 

   

PHASE I:    FORMATION

PROCESS OUTCOMES

PRODUCT OUTCOMES

Ground Rules

Membership List

Membership Agreements

Collaborative Agreements

Statement of Purpose/Mission

Steering Committee

Decision-making structure

Management structure

By-laws or Operating Procedures

Established Office Site

Stationery

 

Publicity material re: purpose and goals of the collaboration

Service directory

Contact/alert sheets and systems to activate membership around tasks

Information on targets and likely points of access.

Mutually agreed-upon strategies and activities

 

PHASE II:   IMPLEMENTATION

PROCESS OUTCOMES

PRODUCT OUTCOMES

Activity and research reports

Increased number of people and organizations involved in the core and extended collaboration network

Funding proposals are developed and sent.

Evaluation measures and a process is determined.

Application for tax exempt status, if relevant.

   

 

      Action Plan

Needs assessment and analysis is conducted or updated.

Needs assessment is disseminated for reactions, and then revised and finalized.

Committee work makes steady progress toward meeting goals and implementing strategies.

 

 

 

Planning  

Community involvement in identifying service needs and  evaluating service operations.

A mechanism to systematically involve consumers/clients in planning and implementing services

 

PROCESS OUTCOMES

PRODUCT OUTCOMES

 

 

Service Integration

     New service systems to make services  more sensitive, comprehensive or targeted.

Increased services, as measured by either units of service or numbers of clients served, or additional dollars for service delivery.

Procedures for consumer monitoring of joint services

 

 

 

Advocacy / Social Change

A new advocacy campaign

Public education and outreach

Resource development strategies and plans

Increased resources for community needs

 

PHASE  III:   MAINTENANCE

PROCESS OUTCOMES

PRODUCT OUTCOMES

Evaluation of outcomes of collaboration

Regular meetings or special events

Updated membership and mailing lists

The Collaboration provides concrete benefits (information, resources, contacts) for its members.

 

Results continue to be produced from ongoing projects.

Collaboration focuses on a  new issue.

Regular communication / information-sharing mechanism. i.e. a newsletter

 

 

PHASE IV: TERMINATION

PROCESS OUTCOMES

PRODUCT OUTCOMES

Collaboration ceases, or group is transformed.

Time limited projects are completed and collaboration convenes as needed.

 

 

 

Projects are completed and goals met.

Power is transferred.

Projects are spun off.

The need for this collaboration no longer exists.

 

           


RESOURCES

 

                Project Annual Budget:

 

                Annual Income:

                Cash                                                      In-Kind donations, volunteers______________

 

                Source of Resources  (in %) :

                Membership Dues_______              Sponsorship              ________

                Grants                         _______           Volunteers & In-Kind  ________

 

 

 

 

ONGOING PARTICIPATION:

 

                ACCOMPLISHMENTS

 

 

                BENEFITS COALITION OFFERS TO ITS MEMBERS

 

 

 

 

 

 

PROBLEMS THE COALITION EXPERIENCES OR ANTICIPATES, and POSSIBLE SOLUTIONS

 

                INTERNAL PROBLEMS                            

 

 

 

 

 

 

 

 

                SOLUTIONS

 

 

 

 

 

 

 

_________________________________________________________________

 

                EXTERNAL PROBLEMS                            

 

 

 

 

 

 

 

 

 

                SOLUTIONS

 

 

FOR CONSULTATION OR TRAINING ON COALITION EFFECTIVENESS, CONTACT:

 

BETH ROSENTHAL                                          TERRY MIZRAHI

105 First Avenue, #3                            Education Center for

New York, NY 10003                            Community Organizing

(212) 995-9686                                     Hunter School of Social Work

                                                                            129 East 79th Street

                                                                                 New York, NY 10021

                                                                 (212) 452-7112