Grants:APG/Proposals/2012-2013 round2/Wikimédia France/Progress report form/Q2/organization of the staff

Organisation 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.
- 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

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…