Welcome to your staff file completeness checklist! As you will see this is a checklist with video notes explaining the 8 building blocks of the checklist individually.
Audio Introduction
I recommend that you download the checklist, watch the introduction video and then watch the 8 building blocks videos first. The videos are not long but to go through all of them you may need about 90 minutes in all. Make sure that whoever will be responsible in your organization for keeping staff files in good order is on board as well. Hey, this is a free resource, so they are warmly invited to sign up, too!
Once you have that sorted, here is what you can do:
- Make notes of the issues you may need to check.
- Then check the checklist for items that you do not need – and for items you may miss or want to highlight more. If the checklist meets your needs, you can download the version for your own use and get started right away! If not, you can make your own version of course.
- Start by making an overview of all your staff members, interns and volunteers included.
- Make a folder for each of them, with sub-folders or tabs for each of the building blocks that are relevant to you.
- Make a cover sheet for each staff member on which you can tick off all documents you have collected in your file. Make sure to also add the date of the most recent update and mark the item that was updated. Highlight any end dates, such as for contracts and work permits for instance, clearly on the cover sheet and add a reminder to your (electronic) calendar 3 months in advance of that end date.
- Work your way through the checklist and the documents you have on file and make a list of missing items.
- Make an action plan for collecting these missing items, including agreement who will collect the missing items and by what deadline.
- Monitor implementation of the action plan.
- Make a plan for keeping the files up to date!
I know this is simple and complex at the same time. Because it is time consuming, and not everything may be instantly clear and you may then start thinking that you might do it tomorrow…..
Don’t worry!
I am going to remind you that you wanted to get this sorted!
And I am here to help you!
If you need me, e-mail me or ask your question in my free nonprofit support community on Heartbeat. You can find this group here:
https://bit.ly/nonprofitsupportcommunity
Looking forward to seeing you there!
Suzanne
PS
Feel free to e-mail me with any questions! And don’t hesitate to share your thoughts with me, I am very interested in hearing about the challenges you face and the issues that are key to you! I would love to improve this checklist with your help!
