Review meeting 2014 Apr 26,27

For reference yesteryear review meeting notes is at

https://vazhai.forumotion.com/t3-review-meeting-2012-september-8th-9th

On-going perusal might be required; but just a place-holder for now (stolen from yesteryear agenda)
Workshop
- Framing a workshop syllabus that concentrates on personality development, self confidence, social responsibility
- Workshop execution (co-ordination, communication, travel, locale arrangements, etc.,)
Re-tracking our mentorship program
- Framing a mentorship syllabus on what to guide, how to measure the growth
- Re-establishing the mentorship tracking & effective co-ordination
- We should conclude one-to-one mentorship at a stage
---Should this be 1 or 2 or 3 years
---Positives and negatives of each duration.
Mentors
- Keeping our mentors motivated
- Value addition to our mentors
Admin
- Office
- Documentation
Communications & hr
- Increasing our mentor base
- Keeping in touch with our supporters/advisors/contributors who are not active
Working as one vazhai (Bangalore Chennai)
Finance
- Process
- Fund raising
Support from locale
- Ways to gain support from the locality (dharmapuri vizhuppuram)
- Ways to utilize the support
Next steps
- Academics – our stand (below are only examples., add your own points if you have any)
---Appointing Vazhai recruited teachers to schools with has teachers deficiency
---Arranging tuition in their locale, etc.,
---Working with other NGOs in locality who concentrate only on academics
- Reaching mass
---Having pool of trained teachers base and appointing them to the needy schools
---Replicating our model to other localities
Org Structure

I like to dived the above(Last years) topics in to two groups as High priority and Medium priority. See below:

High Priority
1. Workshop:
Status of Framing a workshop syllabus. Review of Last year’s sessions and output. Basic Academics in our workshop.
Workshop execution (co-ordination, communication, travel, locale arrangements, etc.,)

2. Re-tracking our mentorship program
- Framing a mentorship syllabus on what to guide, how to measure the growth
- Re-establishing the mentorship tracking & effective co-ordination
- We should conclude one-to-one mentorship at a stage
---Should this be 1 or 2 or 3 years
---Positives and negatives of each duration.
2a.    Mentors
- Keeping our mentors motivated
- Training programs or helps to mentors.
- Value addition to our mentors

3. Admin
- Office
- Documentation
- Roles and status of employee.

4. Communications & hr
- Increasing our mentor base
- Keeping in touch with our supporters/advisors/contributors who are not active
Working as one vazhai (Bangalore Chennai)

5. Finance
- Process
- Fund raising

Medium Priority.
Support from locale
- Ways to gain support from the locality (dharmapuri vizhuppuram)
- Ways to utilize the support
Next steps
---Appointing Vazhai recruited teachers to schools with has teachers deficiency
---Arranging tuition in their locale, etc.,
---Working with other NGOs in locality who concentrate only on academics
- Reaching mass
---Replicating our model to other localities

Org Structure

1. Post 10th
a. discussion on current post 10th support. post 10th students mentality of accessing vazhai. how far we going to support them? financial status, fund generation esp for this activity, any forecasting.
b. career counseling. One day trip taking out discussion.

2. Marketing & Branding.
a. Blr is trying to concentrate more on dharmapuri area to pull volunteers. Ways to find the volunteers, decide marketing cost. Practise of making every year budgeting only for this marketing(Both chn & blr). Frequency of conducting the intro meet. Last years/recent activities productivity against the money we spend.

3. Fixed Process to approach the child marriage and child labour.
a. define the Vazhai’s strategy how we are going to react for the child marriage and child labour. Currently we are getting news from mentors and some of senior mentors are handling such issues in their own way of solving skill. As a matured org, we need to define our stand. Nominate a owner for this posting to handle such issue. (I am raising this since one of friend in other NGO raised this question)

4. Goal setting  for the vazhai employee.
a. current status. Whats is our plan for next academic year. Set target of minimal task needs to be done (like volunteer ID card, channelizing proper way of handling volunteers list etc)

5. Organizational Nominations for next academic year. (secretary, coco, finance, communication, HR etc)

Mentoring:

Mentorship training on a regular basis

One-on-one mentoring for two years and then making it two wards per mentor or three


Roles and Responsibilities:

Documented definition of all the roles and responsibilities - This should be shared with the person who takes the role

Minimum commitment expected from the assigned person

Creating team for supporters or allotting one/two supporter for each mentoring team


Rewards and Recognition - (Though I agree, all are volunteers, some recognition will boos their moral)

Restarting mentor of the month announcement

Selecting one team (mentoring team/ supporters team) and awarding them

Tenure completion recognition - 3 years, 5 years, 7 years...


Vazhai Magazine to next level, printed copies for sale and can also be used for advertisement. (I know issues involved, but just a thought)


Talent Identification - We identify talent, what are we doing to enhance it and how are we utilising the talent?


Mentor/Supporters Attrition - Any expert suggestion needed?

New Volunteers Hiring through out the year... A proper welcome mail and a team to keep in touch with the registered people and inform them about the WS and meets in relevant cities.

Mentoring Syllabus:
I am not sure whether we will be able to frame syllabus for mentoring. My suggestion is to set specific & attainable goals for each mentor and track whether the mentor & ward are travelling towards that.

Mentor reward system - Based on the ward level improvement (using common level assessment parameters - academics, ethusiastic participation in entertainment, sports etc, more parameters has to be discussed & suggested by vazhai makkals in the review meet).

Success stories of mentoring (by senior mentors and by the mentor who got the reward) has to be shared with the team in the monthly meet and in the vazhai magazine.

Mentor motivation/value addition/training - My suggestion is to keep this as part of every monthly meet agenda.